Attendance, shift and leave process for Auto-parts wholesalers: beat days, early godowns and delivery rounds
Reps work on the road, pickers start early and riders finish late. One attendance record has to cover all three without making a rep sit at a desk to prove he worked.
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Share your requirementsWhy attendance, shift and leave process matters in auto-parts wholesalers
A wholesaler has three kinds of working day under one roof. The counter and billing staff keep shop hours. The godown starts before the garages open to pick the morning orders, and riders go out with the loaded boxes. Reps leave for their beats and may not come back to the office all day. A single paper register fits only the counter team, so the other groups are written up by guesswork.
The cost shows at month end. A rep says he visited ten garages and the diary says eight. A rider says he worked a Sunday delivery and nobody noted it. Leave is taken on the phone and forgotten. Good practice is to write down each group's working pattern, record the day in a way that suits it, and settle leave and offs in the open before the month closes.
How to set it up
1. Write one pattern per group
Set out hours, weekly off and expected start for counter staff, godown staff, riders and reps. Keep each to a few lines so everyone can read it.
2. Record the field day lightly
A rep sends a first and last order entry or a short message from his first garage and his last. This marks a working day without a daily report.
3. Record early godown starts and late deliveries
Note the actual start and finish time for pickers and riders, because these decide extra hours and next-day rest. Compare with the day plan.
4. Take leave through one route
Leave goes to the branch manager, is noted on the shared sheet and any rep cover is named. Check pending cases against the HR documentation process.
5. Review the month with each manager
Look at gaps, repeated late days and unrecorded Sundays together before wages are prepared. Use the findings to adjust beats and rotas.
Check these first
Before changing anything, find out what is true today. These take an afternoon and use your own records.
- Take any rep and compare his last month of visit claims with order entries on the same days.
- List which Sundays or holidays the godown worked and whether anyone was told in advance.
- Find out how a rider reports a day when the delivery run finishes after shop closing.
- Count leave requests made by phone that were never written down.
GullyHR can do this with you. Read how we approach attendance, shift and leave process in general, or share your requirements and we will tell you where to start.
Questions owners ask
Use two touch points, such as the first and last order entry or a message from the first garage. This marks that the day was worked. Add a monthly talk about the beat, not a daily form that eats his selling time.
The godown or branch head should, on one shared sheet, and name who covers. Delivery cannot stop because one rider is absent, so a second rider for each route should be known in advance.
Record the real hours first. Then check whether routes or loading times can be fixed. Confirm with a qualified professional how extra hours must be treated for your staff before settling pay or rest days.