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This case study This case study shows how HRMS for animal healthcare company was streamlined effectively. It focuses on Goa Medicos Pvt Ltd, an ISO 9001 certified animal healthcare company. The company has been in the pharmaceutical business for more than three decades. With multiple warehouses in India, the company supplies pet food and supplements for dogs and cats nationwide. As one of India’s leading pharmaceutical and veterinary distributors, Goa Medicos partners with many reputed multinational and Indian companies. The company remains committed to maintaining high-quality standards and excellence in veterinary practices.
With its fast business growth in India, the company’s workforce expanded significantly. As the team grew rapidly, managing attendance, leave tracking, onboarding, and ensuring accurate payroll processing became increasingly complex.
Industry
Healthcare
Location
Pan India
Employees
225
Key Outcomes
- » Automation of HR processes
- » Improved operational efficiency
- » Enhanced employee experience
- » Integrated biometric attendance with HRMS
- » Seamless payroll processing
- » Improved workforce planning
- » Smooth onboarding and background verification
Products Used
Attendance, Onboarding, HRIS, Payroll, Leave, Exit, Goalsheet, Appraisal and Loan & Advances
“Empxtrack delivers an excellent, polished design that enhances usability and professionalism. The application is modern and highly readable, contributing to a clean and professional look. The color palette is well-chosen, offering a balanced and cohesive aesthetic. The interface is intuitive, well-organized, and provides a seamless user experience.“
Dinesh Kumar | HR – Assistant Manager | Goa Medicos Pvt. Ltd.
The Challenge
- Imagine trying to track attendance for a workforce spread across multiple locations, where some employees use biometric devices while others don’t have access. This was the daily struggle for the Goa Medicos’ HR team, which faced huge difficulties with attendance management. Their outdated biometric devices couldn’t effectively integrate with the HR software they were already using. This caused inefficiencies and discrepancies in employee time tracking.
- Not only this, the payroll calculations also became a daunting task. The company made some offline payments to the employees, making payroll transparency difficult.
- Furthermore, extra efforts were needed to comply with tax regulations. Thus, managing payroll for a distributed workforce was inefficient and time-consuming.
- Onboarding employees, too, was far from seamless. The onboarding and background verification process was also manual, slow, and prone to mistakes. This required repeated follow-ups with third-party verification agencies.
- The client also faced delays and errors due to manually drafting letters and managing scattered employee data in spreadsheets.
- The company also struggled with managing employee loans and advances, and employees had no clear visibility into their remaining EMIs.
- They also aimed to set performance goals for employees at the beginning of the year, but doing this manually was challenging and unorganized for both HR and employees.
- Finally, the client wanted a more structured and transparent way to evaluate employee performance, with clearly defined workflows and less manual effort.
To address these challenges, the company explored multiple options, but none met their expectations. They needed a solution that could minimize delays, streamline operations, and improve the overall hiring experience for both employers and the new hires.
The Solution
After an in-depth evaluation, Goa Medicos decided to reach out to the Empxtrack team to try out the attendance management, onboarding, and payroll modules. They were looking for a customized solution to meet their requirements.
Our team understood their challenges and provided a solution that perfectly aligned with their goal. The client was extremely satisfied with Empxtrack and found the software to be a highly user-friendly HR platform. It simplified their tasks and significantly enhanced the overall employee experience.
With Empxtrack, the client successfully automated the onboarding and background verification process, integrated real-time attendance with the biometric machines, and optimized the payroll processing.
Key features of the solution included:
Real-time Attendance Integration
The API driven integration enabled seamless attendance management by connecting biometric devices with the HRMS. As a result, employees could view their attendance in real time. This employee tracking system also allowed HR to instantly monitor attendance status across all locations, ensuring better workforce planning and accurate record-keeping.
Automated Onboarding & Background Verification
Empxtrack auto-populated employee details and reduced manual input errors. The software also triggered automated emails to third-party agencies for faster background verification. This automation accelerated the hiring process by enabling quick document transfers and employee verification. It significantly decreased HR’s manual workload.
Additionally, secure document transfer in Base64 format ensured compliance and data security. This feature further protected employees’ sensitive information while enhancing efficiency and accuracy in hiring.
Payroll Optimization
Empxtrack’s payroll processing system introduced a functionality that automated specific payout details, improving efficiency and confidentiality. It also ensured accurate tax calculations as per the income tax regulations, minimizing discrepancies.
The payroll software also supported multiple payment options. HR could effortlessly generate essential payroll documents like increment letters, salary slips, and tax statements, streamlining payroll operations. Empxtrack enhanced the payroll processing timing for Goa Medicos.
HRIS
Empxtrack enabled multiple custom fields to store employee information in the profile page, such as Division (used for group creation) and Notice Period Days (used during the full and final settlement process). This allowed for seamless data management and personalized workflows.
Our software also generated different letters, such as Appointment Letters, Increment Letters, Promotion Letters, and Experience Letters. Once the letters were generated for any employee and published by the HR manager, they became visible on the employee profile page.
Loans and Advances
Empxtrack automated the entire loan and advance process. We set up approval workflows so loan and advance requests could move smoothly. The system also generated detailed reports, helping both HR and employees keep track of their payments.
Goalsheet
With our goal sheet module, the client was able to easily define and assign employee goals at the start of the year. This streamlined the entire process and gave employees clear directions from the beginning.
Performance Appraisal
Empxtrack provided a structured and transparent appraisal system with clear workflows, reducing manual effort. The solution helped the client conduct fair, consistent, and easy-to-manage performance evaluations for their employees.
Results
The client is highly satisfied and appreciates their seamless experience with the Empxtrack HRMS for animal healthcare solution. The software has provided them with an organized and hassle-free work environment.
Additional benefits they have experienced include:
» Enabled seamless data management and personalized workflows
» Improved attendance tracking with accurate real-time records across all locations
» Faster hiring process through quick document transfer and new hires verification
» Better workforce insights with real-time attendance and payroll monitoring
» Seamless payroll management and simplified salary disbursement
» Reduced workload for HR managers through automation
» Improved compliance and data security, preventing breaches for new joiners.
» Streamlined goal setting and appraisal process, including confirmation of new employees.
» Increased employee satisfaction, trust, and transparency
» Dedicated customer support, ensuring quick assistance in all queries
Disclaimer: Maintaining the security of our client data is our prime responsibility. The images shown in this case study on employee attendance, onboarding and payroll processing, contain dummy data.
