The ward never closes. Neither should the records.
Nurses on rotation, doctors on visiting contracts, medical representatives across four states, and a registration certificate that must not lapse. ZekoHR tracks the people and the paper that keeps them working, free for a year.
Up to 50 employees free for 12 months. No card, no sales call.
What goes wrong when records live in a cupboard
Licences expire quietly
A nursing registration, a pharmacist licence, a radiation safety certificate: each has a date, and the date is on a photocopy. Document categories carry expiry dates with reminders at 30 and 7 days to the owner and a digest to HR.
Concerns go unreported
Harassment, unsafe practice and billing pressure are the things staff will not raise in person. An anonymous grievance channel with a tracking code gives them a route, and only HR Managers and Admins see the case.
Field teams are out of sight
Medical representatives report to a regional manager and rarely see HR. Leave, payslips, policies and letters reach them in the phone browser at your subdomain, with nothing to install.
Proof for every inspection
Verified documents with expiry, policies with acknowledgement trails, an audit log with before-and-after values, and payroll that publishes a PDF payslip to every employee. When the accreditation visit or the labour inspector arrives, the record is already there.
- Document verification queue with expiry reminders per category
- Confidential grievance tracker with an anonymous intake link
- Leave and holiday calendars scoped per unit or company
- Payroll with pre-flight checks and published PDF payslips
Illustration of a documents centre showing expiring licences.
How care providers set it up
Units as companies
Each hospital, clinic or lab becomes a company with its own holiday calendar and weekly-off pattern. Group HR sees all; unit HR sees their own.
Categories with expiry
Create document categories for licences and certificates, switch on verification and expiry, then raise a request batch so staff upload once.
A safe channel
Publish the grievance policy, enable the anonymous intake link if you want one, and tell staff where the tracking code takes them.
When ZekoHR is not the right choice
You need shift rostering and clock-in
ZekoHR records attendance as HR-marked days. It does not roster shifts, run biometric clock-in or compute overtime. Keep your rostering tool and bring the summary into payroll as LOP days.
You need credentialing workflows
Document expiry and verification cover the record, but there is no privileging or credentialing committee workflow. That stays with the medical administration office.
Before you decide
Common questions
Can we track nursing and pharmacist licence expiry?
Yes. Any document category can carry an expiry date. Owners are reminded at 30 and 7 days, HR gets a digest, and the expiring view in the Documents Center lists everything coming due.
Do visiting consultants need a full employee record?
Not necessarily. Visiting doctors on a contract can be added as individual contractors with an engagement holding the rate, dates and reporting manager, and given only the access you choose.
Is the grievance channel really anonymous?
Reporters choose named or anonymous. Anonymous reports get a secret tracking code to check status; the case is visible only to HR Managers and Admins, and a retaliation flag exists for follow-ups.
Where is our data stored?
In Mumbai, India. Sensitive identifiers such as PAN, UAN and bank details are encrypted on write and masked in the interface.