February 3, 2025 3 min read

20+ Monthly Hours Saved, 100% Onboarding & Performance Coverage: How PharmaS Optimised HR Operations Across 8 Markets

Jelena Rašula

Jelena Rašula, Product Marketing Manager

Gecko HRM Case Studies

Case Study PharmaS & Gecko

The Challenge: Scaling HR Without the Growing Pains

PharmaS, a pharmaceutical manufacturer and distributor operating across eight markets, faced a familiar yet critical challenge – HR processes that simply couldn’t keep up with their expanding business. With 400 employees, three production sites, and nearly 100,000 outlets to supply, inefficiencies in HR operations were becoming a bottleneck.

Manual processes like leave approvals, performance reviews, and onboarding created unnecessary delays, data inconsistencies, and reporting headaches. HR administrators spent too much time wrestling with paperwork instead of focusing on strategic initiatives. It was clear: PharmaS needed a digital solution that could handle the complexities of a multi-country operation while ensuring compliance with strict industry regulations.

The Transformation: Enter Gecko HRM

Since implementing Gecko HRM, PharmaS has achieved measurable improvements in HR efficiency, compliance, and employee experience. Here’s how:

1. Cutting down on HR admin overload

Before Gecko HRM, HR teams were buried under administrative tasks. Now, with centralized data and automated workflows, PharmaS has reclaimed at least 20 hours per month from manual administrative work.

This time savings allows HR professionals to focus on strategic initiatives and value-added tasks, improving overall departmental efficiency.

2. Onboarding That Actually Onboards

Structured onboarding was once an afterthought. Before Gecko, only 20-30% of new hires had formal onboarding plans. Now? 100% of newcomers receive structured onboarding, setting them up for success from day one.

This extraordinary increase ensures all new hires receive a consistent, thorough introduction to the company, leading to faster productivity and improved employee satisfaction.

3. Performance Management for Everyone

Previously, PharmaS’s performance review process only covered 60% of employees – mostly those in key positions. With Gecko HRM, that number has jumped to 100%, ensuring that every employee gets regular feedback and career development discussions.

By involving the entire workforce in performance management, PharmaS fosters a culture of continuous improvement and aligns individual efforts with organizational objectives.

These improvements demonstrate how Gecko HRM has not only streamlined HR processes but also enhanced the overall employee experience at PharmaS, from onboarding through ongoing performance management. The system’s ability to centralize data and automate key processes has had a transformative effect on the company’s HR operations.

Why PharmaS Chose Gecko HRM:

  • Regulatory Compliance: Gecko’s ability to adapt to local regulations was crucial for a company operating in eight markets.
  • Ease of Use: The intuitive interface enabled quick adoption within the HR team and across the broader organisation.
  • Dedicated Support: The PharmaS team praised Gecko’s outstanding support during and after implementation.

The Full Scope: From HR Chaos to Digital Excellence

Gecko HRM didn’t just streamline one or two HR functions; it transformed PharmaS’s entire HR landscape. Here’s what changed:

  • Multi-Organizational Scalability: Enabled seamless expansion, including onboarding a new Spanish entity, ensuring smooth integration of future acquisitions.
  • Performance Management Revamp: Moved from paper-based reviews to a fully digital system with actionable analytics.
  • Enhanced Onboarding & Offboarding: Introduced structured exit interviews and onboarding satisfaction surveys for better employee transitions.
  • Equipment Management: One asset manager now oversees resources across multiple locations, reducing errors and inefficiencies.
  • Digital Absence Management: Replaced outdated paper-based leave requests with an online system, including remote work tracking.
  • Optimized Travel Expense Workflows: Introduced manager-level approvals and compliance with local regulations.
  • Country-Specific Leave Policies: Automated annual leave calculations, cutting down HR’s administrative workload.
  • Training Administration: Implemented a digital training catalogue to track employee participation and career development.
  • Document Automation & HR Analytics: Reduced manual work and provided HR with actionable insights for smarter decision-making.

Seamless Integration for a Smarter HR Future

PharmaS didn’t just modernize HR, they future-proofed it. With Gecko HRM’s seamless integration with SAP, payroll processing is now smoother than ever. Additionally, single sign-on (SSO) capabilities provide employees and managers with a frictionless user experience.

PharmaS has unified its HR operations, minimized manual work, and ensured compliance across multiple countries—all while improving the experience for employees and HR teams alike. The result? A digital-first HR function that is agile, efficient, and ready for whatever comes next.

About the author

Jelena Rašula

Jelena Rašula, Product Marketing Manager

Jelena Rašula is the Product Marketing Manager at Gecko HRM, where she combines her passion for innovative technology with a deep understanding of the HR industry. With a keen interest in reshaping how businesses approach workforce management, Jelena leads impactful marketing initiatives that highlight the transformative power of HR tech.

Jelena Rašula is the Product Marketing Manager at Gecko HRM, where she combines her passion for innovative technology with a deep understanding of the HR industry. With a keen interest in reshaping how businesses approach workforce management, Jelena leads impactful marketing initiatives that highlight the transformative power of HR tech.

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