Where the HR record is part of the quality record
In a regulated plant, who was trained on what, and when, is not an HR nicety. It is documentation an auditor will ask for, and its absence is a finding.
What regulated manufacturing needs
Training records that stay current
Who is trained on which procedure, when it was done, and when it needs redoing — with expiry surfaced ahead of the date.
A trail that cannot be edited
Every change recorded and not alterable from the application, which is the property an audit is actually testing.
Shifts across midnight
Continuous operation modelled properly, including shifts that do not respect calendar days.
Documentation on demand
Registers and records produced from contemporaneous data rather than assembled before a visit.
Controlled access
Role-based, scoped by entity and plant, with every personal-data export recorded.
Overtime that survives review
Computed by rule from timestamps, with breaks deducted where policy says so.
Training records are quality records
In a regulated plant the question is not only whether an operator worked a shift. It is whether that operator was current on the procedure they were performing.
That makes training a dated record with an expiry, tied to a person and a procedure — not a certificate in a folder. A system that holds qualifications with renewal dates and surfaces them in advance is doing quality work as much as HR work.
An auditor tests the record, not the intention
The difference between a plant that passes an audit comfortably and one that does not is rarely the underlying practice. It is whether the documentation was contemporaneous and whether it can be shown to be.
An attendance register built from timestamps as they occurred, an audit trail that cannot be altered from the application, and exports that are themselves recorded — these are unremarkable in normal operation and decisive during a visit.
Continuous operation, properly modelled
Shifts that cross midnight, rotating patterns, and overtime that forms a real part of earnings. All of it computed by rule from timestamps, with break deduction handled correctly — because overtime paid across an unpaid break is both an expense and an inconsistency somebody will eventually notice.
What has to be demonstrable
Training current
Per person, per procedure, with the renewal date surfaced before it passes.
Attendance contemporaneous
From the gate device you already own, timestamped as it happens.
The trail intact
Every write and every export recorded, and not editable from the application.
Documents produced
Registers generated from the same data, on any day somebody asks.
Pharmaceutical and regulated manufacturing FAQs
Does Klok make us compliant with GMP requirements?
No — no HR system does that, and any vendor saying otherwise should worry you. What it does is hold the people-side records an auditor asks for, contemporaneously and in a form you can produce: training currency, attendance, and an unalterable trail of changes.
Can we track training against specific procedures?
Yes, as dated records per person with renewal dates, surfaced ahead of expiry rather than discovered at a review.
Is the audit trail really not editable?
Not from the application — there is no screen, role or setting that alters it, administrators included. That is the property that makes it worth relying on.
Can we use our existing gate biometric?
Yes. Punches push in from it, so the hardware you have already validated stays where it is.
We are audited frequently. Does that fit?
Every change is written to an append-only audit trail, and exports are recorded too. Being able to show who changed what, when, is the point rather than a feature.
Field staff and plant staff work completely differently.
Policies resolve by location and grade rather than one company rule, so a plant shift pattern and a field roster coexist without one distorting the other.
Can we start with one site and expand?
Yes, and most do. Start where the pain is, prove a month, then roll out. A big-bang rollout across every location is how a project acquires a reputation before it has results.
What does it take from our team each month?
After setup, the monthly job becomes reviewing what the system drafted rather than assembling it. The teams who see the biggest change are the ones who were retyping attendance into a spreadsheet.
See it on your own data
Fourteen days, no card, no consultant. Import your spreadsheet and watch it compute.