Retail and trade
The pharmacist's hours are the store's hours
The licence on your wall carries a pharmacist's name, and the book in your drawer cannot say how many of the store's open hours he actually stood in it. This page is for owners of one medical store or four, and it is honest about what VTClock leaves alone.
Last reviewed: September 2026
What the team looks like
A medical store pays somewhere between four and fourteen people. The proprietor is usually a registered pharmacist himself. Around him work one or two more pharmacists if the store keeps long hours, three or four assistants who know which rack holds which brand, a billing person on the machine, a packing hand who receives cartons from the wholesaler and runs the expiry check, and one or two delivery boys on two-wheelers. Pharmacists, assistants and the billing person draw a monthly salary. Delivery boys and relief pharmacists are paid for days worked.
What a day looks like
The store opens at nine and the first hour is quiet enough for one pharmacist to hold it alone. The wholesaler's van reaches around half past eleven, and whoever receives it is off the aisle for the next forty minutes, matching invoice lines against cartons and getting the cold items into the refrigerator before anything else.
From half past six the queue doubles back on itself and stays that way till nine. That is the window where a customer asks something only a pharmacist may answer. A store on a busy road runs a night window until midnight, staffed by one assistant with a pharmacist reachable. The last person out cashes up, pulls the grille and carries the day's collection to the proprietor.
Where attendance goes wrong
A pharmacist can be on the register and off the premises
He signs at nine and leaves at one for a bank errand, and the assistants keep handing over strips until he is back. The day is marked present either way. Nobody holds the number that matters: how many of the store's open hours had a pharmacist standing in them.
Relief cover is arranged on the phone and settled from memory
Your second pharmacist tells you on Saturday night that he needs Monday. You ring the relief man you always use, he comes in, and the entire arrangement exists inside two calls. Four weeks later you are paying two people for the same Monday and trusting that neither of them counts.
The night window allowance is two people remembering differently
An assistant takes the late window six or seven times a month and something extra goes to him for it. Which nights, and how many, turns into a conversation on payday. He remembers eight. Your diary carries four entries and a blank where the busiest stretch sat.
The delivery boy signs once and is gone for the day
He puts his name in the book at nine and is out on the first run by half past. Whether he came back at two, at five, or only when the store was cashing up, nothing records. One signature stands for a day whose shape nobody can reconstruct afterwards.
Which modules to switch on first
01 Attendance
The store is the geofence, so a punch from the bank queue or from a wholesaler's godown is blocked and a pharmacist checks in standing at the medicine rack. A nine to midnight day splits into shifts, each with its own grace.
02 Leave
A pharmacist's leave day is the day you must find cover. Having it asked for in writing, with dates, and approved before it happens gives you the warning a Saturday phone call never does.
03 Salary
Every salaried person in the store draws against the same record the punches land in. Weekly offs, closure days and approved leave are already inside the figure, so nobody rebuilds a half month from the diary.
04 Daily wages
A relief pharmacist who covers three days and a delivery boy who works twenty-two both get a per-day figure straight from the attendance record, which keeps short stints out of the monthly run and out of cash.
Rolling it out
Split the trading day before you add a single person. A store open from nine to midnight is two shifts, and each wants its own start time and its own grace. Load your closure days next, so the salary run does not read a national holiday as absence. Then assign every pharmacist, assistant and delivery boy to the store and hand out login codes. Say at the morning huddle that the punch happens before the grille goes up. Expect a fortnight of missed evening check-outs, and correct those from the console.
A worked example
Suppose a registered pharmacist is on INR 26,450 a month against thirty payable days. INR 26,450 / 30 = INR 881.67 a day, rounded to two decimals. He is away four days once his approved leave runs out, so 4 x INR 881.67 = INR 3,526.68 comes off and INR 26,450 minus INR 3,526.68 = INR 22,923.32 is payable. The relief pharmacist who stood in for two of those days is on a daily wage of INR 1,150, so 2 x INR 1,150 = INR 2,300, built from the days he punched in at your store. Figures are illustrative. Ask your consultant which figures currently apply to your category of staff.
Not for you if
- You want a record a drug inspector will accept as proof of pharmacist presence. This is your own attendance record and it claims nothing about any licensing requirement.
- Your billing package already logs staff sign-ins and you want that carried over. Nothing here imports or exports, so somebody would key the same names twice.
- You are the pharmacist, the counter and the delivery run in a one-man store. There is nobody to record and nothing worth switching on.
Frequently asked questions
Can I tell how long my pharmacist was actually inside the store?
You see the time he checked in, the time he checked out, and a location pin against each of those on the admin desk. Between the two punches there is no location tracking of any kind, so a two-hour bank errand shows up only if he punched out for it. Set the shifts so breaks are punched, and read the result as your own record.
We keep a window open past midnight. How does that stretch get counted?
As one shift. A stretch that crosses midnight is handled as a single overnight shift instead of splitting into two dates, so an assistant who takes the window from six in the evening until half past twelve counts once and is paid once. Give that shift its own start time and its own grace, and the monthly figure builds from it along with every ordinary day.
A relief pharmacist covers two or three days a month. How does he get paid?
Add him as a wage-based person assigned to your store. He is then paid per day worked, taken straight from the days he punched in, so a short stint stays out of the monthly run and out of the cash-in-hand habit most stores fall into. If he covered a day before you added him, an admin can correct that day from the console.
My consultant does our provident fund and insurance work. What does he get from this?
He gets the figures he otherwise chases you for: days worked, loss of pay, and the monthly salary that comes out of them. VTClock does not compute, deduct or file anything under the Employees' Provident Funds and Miscellaneous Provisions Act, 1952 or the Employees' State Insurance Act, 1948, and it produces no Form 16 and no challan. Take the current rates and due dates from him.
Similar businesses
- ClinicsBetween the morning list closing at one and the evening list opening at five, the clinic is shut and almost everybody on the premises is still drawing a monthly salary.
- Retail shopsThere is one of you and there are two shops.
- SalonsWedding season fills eleven days straight and your two senior stylists have not taken a Monday off since the first.
- Restaurants12 to 20 people, two services a day, and a register that gives the whole thing one line.
Modules to look at
- AttendanceGeofenced check-in and check-out near assigned offices, with shift grace, late marks and overnight shifts handled for you.
- LeaveStaff apply with dates, type and attachments. Approve, reject or mark loss of pay without chasing WhatsApp threads.
- SalaryMonthly pay builds from attendance fractions, holidays, weekly offs and approved leave, so there are no side calculations.
- Daily wagesPay wage-based staff per day worked, straight from the attendance record. Built for crews and site work.
Terms worth knowing
- Overnight shiftAn overnight shift is a shift that begins on one calendar date and ends on the next, such as 9:00 pm to 6:00 am.
- Shift grace periodA shift grace period is a fixed window after the shift start time in which a check-in is still treated as on time.
- Loss of payLoss of pay, usually written LOP, is a day an employee is absent with no leave balance or approval to cover it, so the employer pays nothing for that day.
- Daily wageA daily wage is an amount fixed for one day of work and paid for each day the worker actually attends.
See VTClock set up for pharmacies
Tell us your headcount, your shifts and how you pay people today. We will walk through the modules that fit and the ones you can leave off.