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Pharmaceuticals HRMS

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HRMS for Pharmaceuticals · Available now

Workforce operations and GMP qualification in one place.

HRMS for Pharmaceuticals ties an employee to a position, department, location, manager and payroll calendar. HR staff can record employment changes, recruit against a requisition, move an accepted offer into an onboarding checklist, and assign tasks to the people responsible for the start.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewRequisitions awaiting approval
Pharmaceuticals HRMS · Job requisitions

Requisitions awaiting approval

Job requisitions in one list

New job requisition
Job requisitions in view
6
Total headcount
130
Pending Approval
6
Requisition numberHeadcountDepartmentHiring managerTarget start dateStatus
JR-1185811Cold chain operationsRafael Mori25 OctPending Approval
JR-8265530Cold chain operationsEvan Cho28 OctPending Approval
JR-811344Cold chain operationsNora Haddad14 OctPending Approval
JR-4281623Cold chain operationsRafael Mori23 OctPending Approval
JR-5407828Quality assuranceJules Mensah14 OctPending Approval
6 of 6 records
Cold chain operationsJob requisitions · JR-11858
Pending Approval
Headcount11
Hiring managerRafael Mori
Target start date25 Oct
Review qualificationJR-11858 · Cold chain operations

GMP Reviewer examines evidence and records the qualification decision.

Waiting for GMP Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
45
Saved views
15
Roles with set permissions
8
Reports and dashboards
8
Features

See each team's work

Every feature works on the same records. Pick one to see the screen your team works in.

Workforce records

Keep each employee connected to the seat, department, location and manager responsible for their work.

  • Employee identity
  • Organization
  • Lifecycle
  • Employees
  • Employment history
  • Departments
  • Positions
  • Job titles
  • Locations
Explore workforce records
OverviewActive employees
Pharmaceuticals HRMS · Workforce records

Active employees

Employees

New
Employee IDFull nameDepartmentPositionLocationManager
GMP-2026-031Anika SuleimanCold chain operationsAseptic technician, cleanroom 3South stability laboratoryAnika Suleiman
GMP-2026-047Rafael MoriQuality controlQC analyst, west laboratoryCleanroom suite 3Samira Costa
GMP-2026-052Leila OkaforGMP trainingRegulatory associate, central officeGMP training centerTariq Bell
GMP-2026-068Dinesh VelascoGMP trainingWarehouse technician, cold chainGMP training centerLeila Okafor
GMP-2026-074Nora HaddadQuality assuranceRegulatory associate, central officeNorth manufacturing plantTariq Bell
6 of 6 records
GMP-2026-031Employees · EMP-24415
Active
Full nameAnika Suleiman
DepartmentCold chain operations
PositionAseptic technician, cleanroom 3
LocationSouth stability laboratory
ManagerAnika Suleiman
Example screen with sample data
Process

Follow qualification from assignment to review

GMP training qualification ships ready to use. One step needs a named approval before the work moves on: Review qualification (GMP Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Assign controlled training

    Choose the employee, site and module.

    Cold chain operationsJR-11858 · Training Coordinator
    Assign controlled trainingBy Training Coordinator

  2. Record learning

    Keep hours and source evidence with the assignment.

    Cold chain operationsJR-11858 · Training Coordinator
    Record learningBy Training Coordinator

  3. Assess evidence

    Compare assessment and passing scores.

    Cold chain operationsJR-11858 · Training Coordinator
    Assess evidenceBy Training Coordinator

  4. Review qualification

    Have the reviewer decide on the exact revision.

    Cold chain operationsJR-11858 · GMP Reviewer
    Review qualificationBy GMP Reviewer
    ApprovalGMP Reviewer examines evidence and records the qualification decision.

  5. Track validity

    Watch qualification dates and status.

    Cold chain operationsJR-11858 · Training Coordinator
    Track validityBy Training Coordinator

  6. Resolve follow-up

    Assign and close remediation with a reason.

    Cold chain operationsJR-11858 · Training Coordinator
    Resolve follow-upBy Training Coordinator

Start with GMP training qualification

Inside a record

Plan external handoffs

Open any job requisition to see its applications, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Headcount, Hiring manager and Target start date.

  2. 2
    Applications

    Each line is linked to this job requisition.

  3. 3
    Who works on it

    HR Manager and Hiring Manager, each with their own permissions.

  4. 4
    Process stages

    Every status change, in order.

  5. 5
    Approvals

    Review qualification, with who decides.

Requisitions awaiting approvalCold chain operations
Pharmaceuticals HRMS · Job requisitions

Cold chain operations

Pending Approval

Log activity
1
Record details
Headcount11
Hiring managerRafael Mori
Target start date25 Oct
2
Applications

Cold chain operations

Application numberCandidateRequisition
APP-88288Amina DelgadoWest laboratory QC analyst
APP-75405Milo IdrisCentral regulatory associate
APP-13887Inez VarelaNorth plant validation engineer
Applications
6
3

Who works on it

  • HR ManagerManage Employees, employment history, job requisitions…
  • Hiring ManagerManage job requisitions, Interviews, onboarding tasks
5

Approvals

  • Review qualificationGMP Reviewer
    Approved
Example screen with sample data
Approvals

Put decisions with the owner

HR Manager handles hiring and employee changes; GMP Reviewer records the controlled qualification decision.

OverviewApprovals
Pharmaceuticals HRMS · Overview

Approvals

Signed in as GMP Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LR-52675Unpaid leave
    Requested by Jules Mensah
    Submitted3dActions
  • LR-43121Annual leave
    Requested by Tariq Bell
    Submitted2dActions
  • LR-27897Sick leave
    Requested by Evan Cho
    Submitted3dActions
  • LR-52410Parental leave
    Requested by Samira Costa
    Submitted5dActions

Who approves what

DecisionApprover
Review qualificationHave the reviewer decide on the exact revision.GMP Reviewer
Approve job requisitions, Offers, payroll runsHR Manager
Approve review decisionsGMP Reviewer
Approve leave requests, TimesheetsPeople Manager
4 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Pharmaceuticals HRMS to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains workforce and training configuration and controls access to sensitive records.

  • Manage Organizations, People, controlled training modules, Departments, Positions, job titles, Locations, Users
  • View Employees, pharma staff assignments, payroll runs

Roles and permissions

Reports

Answer operational questions

Answer staffing, hiring, pay and qualification questions from the underlying records.

Overview
Pharmaceuticals HRMS · Overview

Pharmaceuticals HRMS dashboard

This quarter

Leave requests in view
6
Submitted
6

Job requisitions by status

How far records got this quarter

StageReachedStep
Draft32
Pending Approval1031%
Approved220%
Open150%

Headcount by status

Sample totals per stage

1.0k0
1.0kDraft
-3000Pending Approval
-1000Approved
-4000Open
-6000On Hold
Example screen with sample data
  1. 01Workforce by department

    Group active employees by department and position to review filled seats.

  2. 02Requisition aging

    Compare open requisitions by posted date, target start date and hiring manager.

  3. 03Onboarding completion

    Review checklist target dates, completed task totals and current status.

  4. 04Leave demand

    Review approved leave by date range, leave type and department of the employee.

  5. 05Payroll run status

    Compare period, pay date, employee count and gross and net totals for each run.

  6. 06Tax filing deadlines

    Review due dates and filing status by jurisdiction and filing type.

  7. 07Training qualification by site

    Review assignment status, assessment score and qualification expiry by site code and controlled module.

  8. 08Training follow-up workload

    Review open actions by assignee, due date and linked assignment.

All reports and dashboards

Who it's for

Fit the operating site

See how Pharmaceuticals HRMS fits your kind of team.

Pharmaceutical manufacturing

Coordinate site staffing, controlled training and pay periods for production teams.

Pharmaceutical research

Track researchers' roles, learning, reviews and controlled training evidence.

Multi-entity pharmaceutical teams

Keep people, pay and leave aligned to the entity and country where work happens.

Controls

Keep source evidence with each decision

Each stage of gmp training qualification names the role that acts and the status it records, so a change is never anonymous.

OverviewGMP training qualification
Pharmaceuticals HRMS · Process

GMP training qualification

Each stage, the role that acts and the status it records

Process stages
8
Approval steps
1
Roles involved
3
Tables touched
3
Record learning
Training Coordinator
StatusAssigned → In Progress
Assess evidence
Training Coordinator
StatusIn Progress → Assessed
Record qualificationApproval
Training Coordinator
StatusAssessed → Qualified
GMP training qualification
  1. Start
    Record learningAssigned → In Progress
    Training Coordinator
  2. Step
    Assess evidenceIn Progress → Assessed
    Training Coordinator
  3. Approval
    Review qualificationGMP Reviewer
    GMP Reviewer
  4. Approval
    Record qualificationAssessed → Qualified
    Training Coordinator
  5. Step
    Track validityQualified → Expired
    Training Coordinator
Example screen with sample data

See each stage in detail

AI agent

Prepare reviews with Proto

Ask Proto to prepare record reviews and show the human the decision and source evidence.

It can

  • HR Manager: Show pending requisitions with position, target start and hiring manager for review.
  • People Manager: Bring submitted leave requests and timesheets with their dates and approver into a daily queue.
  • Payroll Specialist: Compare a pending run's period and totals with its statements and filing deadlines.
  • Training Coordinator: List assigned or assessed controlled modules by site and show linked evidence and follow-up.

Stays with a person

  • A person decides whether to approve a requisition, offer, leave request, timesheet, payroll run or controlled qualification.
  • The agent can assemble context and point to the record.
  • The owner checks the actual source, records the decision and resolves exceptions.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Pharmaceuticals HRMS
  • Payment provider
  • Tax authority process
  • Learning source
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 45 tables
45tables
  • Workforce records8
  • Recruiting and onboarding9
  • Leave and time6
  • Payroll and tax8
  • Performance and learning7
  • GMP qualification10
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set the structure

    Establish organizations, departments, positions, locations, people owners and access.

  2. Load employees

    Reconcile identifiers, managers, entities and payroll calendars for a representative group.

  3. Rehearse hiring and time

    Move a requisition through approval, then test onboarding tasks, leave and timesheets.

  4. Rehearse pay

    Prepare a run, review statements and track a tax filing deadline with named owners.

  5. Rehearse GMP qualification

    Assign a controlled module, attach assessment evidence, record a separate review decision and resolve a returned case.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Pharmaceuticals HRMS.

All questions
How do I get started?

Click Get started, then use Proto to configure HRMS for Pharmaceuticals for your business. Begin with one site, its employees, a controlled training module and the people who review qualification.

How do we connect employees to positions?

Set up the department, location, job title and position first. Assign the employee to that position and keep dated changes in employment history.

Can a hiring request have several candidates?

Yes. Each application links one candidate to a requisition, and interviews link to the application being assessed.

Where do new hire tasks live?

An onboarding checklist belongs to the employee. Each task can have a category, assignee, due date, status and evidence.

Who reviews leave?

A leave request has a named approver. People Manager checks its dates, leave type and the employee's balance before recording the decision.

How are pay amounts explained?

A payroll run links to employee pay statements. Statement lines identify the earning, deduction, tax or employer amount behind a statement.

Where is controlled GMP training recorded?

A controlled training module is assigned to an employee through a staff assignment. Training lines, evidence documents, reviewer decisions and follow-up actions link to that assignment.

How do we review a qualification?

GMP Reviewer checks the recorded assignment revision, assessment score and source evidence, then records an approved, returned or rejected decision.

How do we see an expiring qualification?

Review the assignment's qualification expiry and status alongside the module and site. Training records also have an expiration date and validity status for employee learning.

Can we follow tax filing deadlines?

Tax filings carry a jurisdiction, due date, status and confirmation reference. Payroll Specialist checks those records against the actual authority submission process.

Set up Pharmaceuticals HRMS your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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How to get started

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