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Guides
Guides for each role
Running it day to day
When something goes wrong
How do I…?
Signing in and the app7
Doing jobs13
- The camera won't open
- How do I do a job and send it for check?
- What makes a good evidence photo?
- A job came back red. How do I fix it?
- It asks for location. What if I'm indoors?
- I have no jobs today. Is that right?
- How do I report a broken bin or a leak?
- It says some fields are still missing
- How do I see the jobs for one bin or machine?
- Why must I scan a sticker before the photo?
- The sticker won't scan or is damaged
- It says the item hasn't been linked yet
- It says Wrong sticker. What do I do?
Checking jobs and running the team10
- How do I add a one-off job?
- How do I check a job: pass it or send it back?
- How do I do a job myself?
- How do I mark a holiday so jobs are not counted as missed?
- A worker registered a new item. How do I approve it?
- How do I give a job to someone else?
- How do I move a job to another day?
- Where do I see what was missed yesterday?
- How do I send a job back so the worker understands?
- How is my team doing today?
Setting up and managing17
- How do I add a worker or supervisor?
- How do I approve today's jobs?
- We added a DG set or a borewell. How do I update our setup?
- How do I turn on a recommended rule?
- How do I prepare and record an annual return?
- How do I move from the free plan to the licensed plan?
- How do I give someone their sign-in code?
- How do I stick and link QR stickers?
- How do I make the monthly report?
- What does Path to green show?
- How do I replace a lost or damaged sticker?
- How do I get the report emailed every month?
- What is setup evidence and how do I finish it?
- How do I share documents with an inspector?
- Someone left. What do I do?
- How do I upload a licence and get renewal reminders?
- How do I check my waste vendor's licence?
Collection, intake and gate7
By type of organisation
- Pharmacy / Medical Store
- All 54 organisation guides
Pharmacy / Medical Store: setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Pharmacy / Medical Store. It lists what the app will set up for you, who in your team normally does each piece, and what you need to have ready. How to use the app is in the shared guides, which are the same for every organisation:
- Start here: what happens in your first 14 days
- How EarthReheal works: rules, jobs, evidence, approvals and reports in one page
- Role guides: Manager · Supervisor · Worker
The lists below come from the same rule set the app uses, so they match what you will see. What actually applies to your site depends on your answers during setup: a rule marked "depends on your site" is only switched on if you have, for example, a borewell or a kitchen.
1. At a glance
| What | How many (maximum) |
|---|---|
| Rules that apply to every Pharmacy | 3 |
| Rules that depend on what is on your site | 9 |
| Good-practice rules (recommended) | 6 |
| One-time setup items (photos, documents, certificates) | 38 |
| Recurring jobs (daily to yearly) | 25 |
| Things you log when they happen | 10 |
| Licence renewals tracked | 12 |
| Statutory filings | 4 |
Most sites end up with fewer than the maximum, because the setup questions switch off what does not apply.
2. Who you need on the app
Each row is a job in your organisation, not necessarily a separate person. In a small site one person often holds several rows: the manager is usually also the compliance officer. Every person signs in with their own account, so the record shows who did what.
| Role | App access | What they look after | Needed? | Items they own |
|---|---|---|---|---|
| Licensed pharmacist in charge | Manager | Personal licence holder under the Drugs Act. | Yes | – |
| Manager | Manager | Runs the account: setup, team, approvals, reports and filings. | Yes | 3 |
| Housekeeping / floor staff | Worker | Pharmacy Technician / Sales Staff | Yes | 7 |
| Pharmacy in-charge | Supervisor | Licensed pharmacist / store incharge | Yes | 15 |
| Compliance officer | Manager | Drug Controller / CPCB liaison | Yes | 52 |
| Operations supervisor | Supervisor | Store operations / waste segregation | Yes | 10 |
| Nurse / ward in-charge | Supervisor | Vaccination / injection room BMW oversight | Only if your site needs it | 2 |
App access decides what a person sees. Manager: the web portal and the phone app, with setup, approvals, reports and filings. Supervisor: the phone app, with their team's jobs and approvals. Worker: the phone app, with their own jobs only.
3. Before setup: have these ready
Questions the setup will ask about your site
Setup takes about 30 to 45 minutes if you have these answers to hand. "Not sure" is fine for anything you can find out later; you can change answers afterwards.
Numbers
- Number of lifts
- Number of escalators / moving walks
- Connected electrical load (kW)
- Age of the building (years)
- Contract workers engaged through contractors
- Solar plant capacity (kW)
- Number of employees / workers on site
Yes or no
- Electronic equipment (POS, cold-chain monitors, computers)?
- Sells own-brand / private-label products (PIBO EPR)?
- UPS/inverter backup batteries on premises?
- Vaccination booth or injection room on premises?
- Bulk waste generator premises (≥100 kg/day or large retail footprint)?
- Stocks NDPS or Schedule X controlled substances?
- Active renovation on site?
- Employs 10 or more people (incl. contract/interns)?
- Weighs or measures goods sold or bought?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- Rooftop / ground-mounted solar plant on site?
Documents and licences to gather
Collect what you already have as PDFs or clear phone photos. Anything you do not have yet stays on your list as a gap; it does not block setup.
| Document | Needed |
|---|---|
| ☐ State Drug Controller retail drug license | Always |
| ☐ BMW SPCB/PCC authorization certificate | If BMW 2016 applies |
| ☐ CPCB PIBO EPR registration (own-brand products) | Always |
| ☐ NDPS/State Drug Controller authorization for controlled substance dispensing | If DRUGS NDPS applies |
| ☐ NDPS record retention compliance (2-year retention policy) | If DRUGS NDPS applies |
| ☐ C&D Waste Management Plan | If Construction & Demolition (C&D) Waste applies |
| ☐ ULB approval/intimation for large C&D projects | If Construction & Demolition (C&D) Waste applies |
| ☐ PIBO role assessment (own-brand packaging — drives CPCB PWM EPR registration obligation) | Always |
| ☐ Shops & Establishments Act registration | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Always |
| ☐ Lift licence / registration (each lift) | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | If Lifts & escalators applies |
| ☐ Lift third-party insurance | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Always |
| ☐ Electrical Safety Officer appointment | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Always |
| ☐ Municipal trade / health trade licence | Always |
| ☐ Weighing instrument verification (Legal Metrology) | If Weights & measures applies |
| ☐ Occupancy / completion certificate | Always |
| ☐ Structural stability certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Always |
| ☐ Security agency licence (PSARA) | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Always |
| ☐ Personal data breach response plan | Always |
| ☐ Electrical Inspector approval of the rooftop solar plant | Always |
| ☐ Self-certification of the rooftop solar plant | Always |
| ☐ Net-metering / grid connection agreement with the discom | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Always |
4. Setup evidence: your first-weeks checklist
Setup evidence is the one-time proof of what is on your site: a photo of each bin, the STP nameplate, a copy of each licence. After setup each item appears as a job under Setup Evidence. Photo items for equipment start with a scan of that item's QR sticker, so stick the stickers on first (see Setup evidence and QR stickers).
Compliance officer
| Item | Evidence | Needed |
|---|---|---|
| ☐ State Drug Controller retail drug license | Certificate | Always |
| ☐ BMW SPCB/PCC authorization certificate | Certificate | If BMW 2016 applies |
| ☐ CPCB PIBO EPR registration (own-brand products) | Certificate | Always |
| ☐ NDPS/State Drug Controller authorization for controlled substance dispensing | Certificate | If DRUGS NDPS applies |
| ☐ NDPS record retention compliance (2-year retention policy) | Document | If DRUGS NDPS applies |
| ☐ ULB approval/intimation for large C&D projects | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ PIBO role assessment (own-brand packaging — drives CPCB PWM EPR registration obligation) | Document | Always |
| ☐ Shops & Establishments Act registration | Certificate | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
| ☐ Lift / escalator nameplate photo (each lift) | Photo | If Lifts & escalators applies |
| ☐ Lift licence / registration (each lift) | Certificate | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | Certificate | If Lifts & escalators applies |
| ☐ Lift third-party insurance | Certificate | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Certificate | Always |
| ☐ Electrical Safety Officer appointment | Document | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Document | Always |
| ☐ Municipal trade / health trade licence | Certificate | Always |
| ☐ Weighing instrument verification (Legal Metrology) | Certificate | If Weights & measures applies |
| ☐ Occupancy / completion certificate | Certificate | Always |
| ☐ Structural stability certificate | Certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Certificate | Always |
| ☐ Security agency licence (PSARA) | Certificate | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Document | Always |
| ☐ Named contact for personal-data grievances | Declaration | Always |
| ☐ Personal data breach response plan | Document | Always |
| ☐ Electrical Inspector approval of the rooftop solar plant | Document | Always |
| ☐ Self-certification of the rooftop solar plant | Document | Always |
| ☐ Net-metering / grid connection agreement with the discom | Document | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Document | Always |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Bin overview photo (position, label & lid) — per bin (each bin) | Photo | Always |
| ☐ C&D Waste Management Plan | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
Operations supervisor
| Item | Evidence | Needed |
|---|---|---|
| ☐ Four-stream segregation signage and bin infrastructure photo | Photo | Always |
| ☐ Composting unit capacity label (each compost unit) | Photo | Always |
| ☐ Compost output storage area (each compost unit) | Photo | Always |
Housekeeping / floor staff
| Item | Evidence | Needed |
|---|---|---|
| ☐ BMW color-coded bin setup photo (each ward) | Photo | If BMW 2016 applies |
Pharmacy in-charge
| Item | Evidence | Needed |
|---|---|---|
| ☐ Electrical danger notices and shock-treatment chart | Photo | Always |
5. Your recurring jobs
These are created automatically once setup is done and come back on their own schedule. Each shows on the phone of the person it is assigned to. The "Usually done by" column is the default; the manager can reassign any job (see Manager guide).
Every day
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Daily waste log by stream (weigh on collection days) | Housekeeping / floor staff | Readings | Always |
| BMW daily generation log by enabled category | Nurse / ward in-charge | Readings | If BMW 2016 applies |
| NDPS controlled substance daily stock/dispensing/balance register | Compliance officer | Document | If DRUGS NDPS applies |
| Daily C&D waste volume log by category | Housekeeping / floor staff | Readings | If Construction & Demolition (C&D) Waste applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If Construction & Demolition (C&D) Waste applies |
| No unauthorized C&D dumping declaration | Operations supervisor | Declaration | If Construction & Demolition (C&D) Waste applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Monthly stock expiry audit — all medicines checked; expired stock segregated | Housekeeping / floor staff | Document | Always |
| Monthly declaration: no expired medicines in general bins, drains, or burned | Compliance officer | Declaration | Always |
| Monthly single-use plastic ban audit | Operations supervisor | Checklist | Always |
| Plastic waste dispatch to CPCB-authorized recycler | Operations supervisor | Document | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | Always |
| Sanitary waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Special-care waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Monthly lift maintenance visit (each lift) | Pharmacy in-charge | Checklist | If Lifts & escalators applies |
| Monthly first-aid box check | Pharmacy in-charge | Checklist | Always |
Every quarter
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Quarterly lift test by a registered person (each lift) | Pharmacy in-charge | Document | If Lifts & escalators applies |
| Lift rescue device, alarm and intercom check (each lift) | Pharmacy in-charge | Checklist | If Lifts & escalators applies |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Six-monthly lift test by an authorised person (each lift) | Pharmacy in-charge | Document | If Lifts & escalators applies |
| Lift rescue mock drill | Pharmacy in-charge | Document | If Lifts & escalators applies |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| POSH annual report to District Officer | Compliance officer | Document | If POSH Internal Complaints Committee applies |
| Annual lift safety certificate / inspection report | Pharmacy in-charge | Document | If Lifts & escalators applies |
| Annual earth resistance test | Pharmacy in-charge | Document | Always |
| Electrical Safety Officer annual inspection and test report | Pharmacy in-charge | Document | Always |
| Annual review and erasure of personal data no longer needed | Pharmacy in-charge | Checklist | Always |
| Annual crèche facility review | Compliance officer | Checklist | Always |
6. Things you log when they happen
These have no fixed date. Log them in the app on the day they happen, so the record is made at the time and not rebuilt later.
| What | When | Usually logged by | Needed |
|---|---|---|---|
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | If EWASTE 2022 applies |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | If BATTERY 2022 applies |
| CBWTF barcode-scan / handover record per collection visit | Each time it happens | Nurse / ward in-charge | If BMW 2016 applies |
| Expired/recalled non-cytotoxic medicine disposal log | Each time it happens | Pharmacy in-charge | If DRUGS NDPS applies |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If Construction & Demolition (C&D) Waste applies |
| Lift accident report to the inspector | Each time it happens | Pharmacy in-charge | If Lifts & escalators applies |
| Electrical accident intimation | Each time it happens | Pharmacy in-charge | Always |
| Workplace accident / dangerous occurrence notice | Each time it happens | Pharmacy in-charge | Always |
| Personal data breach intimation | Each time it happens | Compliance officer | Always |
| End-of-life solar panels handed only to a registered recycler or the producer | Each time it happens | Compliance officer | If EWASTE 2022 applies |
7. Licence renewals
Enter the expiry date of each licence when you upload it. The app then creates the renewal job ahead of the expiry, so nobody has to remember the date.
| Renewal | Owner | Needed |
|---|---|---|
| drug retail license renewal task (pre-expiry) | Compliance officer | Always |
| BMW authorisation renewal task | Compliance officer | If BMW 2016 applies |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| Lift licence / registration — renewal | Compliance officer | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Compliance officer | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Compliance officer | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Compliance officer | Always |
| Municipal trade / health trade licence — renewal | Compliance officer | Always |
| Weighing instrument verification (Legal Metrology) — renewal | Compliance officer | If Weights & measures applies |
| Structural stability certificate — renewal | Compliance officer | Always |
| Contractor labour licences (50 or more contract workers) — renewal | Compliance officer | Always |
| Security agency licence (PSARA) — renewal | Compliance officer | Always |
8. Your filing calendar
Filings are statutory returns you submit to a regulator. The app reminds the owner ahead of each due date and collects the figures from the jobs your team has done through the year, so the return is built from real records.
| Filing | Due | Where | Rule | Needed |
|---|---|---|---|---|
| BMW ANNUAL RETURN | 30 June every year | – | BMW 2016 | If the rule applies |
| SWM ANNUAL RETURN | 30 June every year | – | SWM 2026 | Always |
| PWM EPR ANNUAL RETURN | 30 June every year | – | Plastic Waste Management Rules, 2016 (as amended) | Always |
| Environmental Statement (Form V) | 30 September every year | State SPCB portal | Environmental Statement (Form V) | If the rule applies |
9. The rules behind all this
Applies to every site of this type
| Rule | What it asks of you |
|---|---|
| Drug Sale Licence (Schedule H/X) | Selling or stocking prescription drugs (Schedule H) or specially controlled drugs (Schedule X) requires a valid retail/wholesale drug licence, sourced only from licensed wholesalers against a valid prescription. |
| Plastic Waste Management Rules, 2016 (as amended) | |
| SWM 2026 |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| DRUGS NDPS | |
| BMW 2016 | |
| EWASTE 2022 | |
| BATTERY 2022 | |
| Construction & Demolition (C&D) Waste | Any renovation or demolition work must segregate C&D waste per the local authority's plan; projects over 20,000 sq.m also need EPR portal registration. |
| POSH Internal Complaints Committee | Any workplace with 10 or more employees must proactively constitute an Internal Complaints Committee, including an external member, at every branch or office location — waiting until a complaint arises is itself a violation. |
| Lifts & escalators | A lift runs on a licence and a maintenance contract that both expire. Where the state has a lift Act you get its statutory tests and filings; everywhere you get monthly maintenance, rescue-device checks and an accident log, because the owner answers for a defect that was known and not fixed. |
| Weights & measures | Any quantity you charge or pay for by weight — including waste weighed at a weighbridge — is only as good as a stamped, in-date instrument. |
| Environmental Statement (Form V) | If your premises runs under an SPCB consent to operate (for an STP, ETP, DG set or boiler) or a hazardous-waste authorisation, you owe the Board a yearly environmental statement — water and raw-material use, pollutants discharged, hazardous and solid waste generated, and measures taken. It is easy to miss because no renewal prompts it. |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| Shops & Establishments Registration | Nearly every commercial or institutional premises operating in India needs Shops & Establishments registration from the state labour department or municipal corporation — this is separate from any sector-specific licence and applies regardless of business type. |
| Electrical safety | Every premises has an electrical installation that needs a current inspection or self-certification. Most fires in buildings start electrically, and a lapsed inspection is the first thing an insurer or investigator asks for. |
| Trade licence | Hotels, restaurants, hospitals, shops and most commercial premises need a trade licence from the local body, and it is often a prerequisite for other licences and utility connections. |
| Occupancy & structure | The occupancy certificate is the document other licences ask for; in Maharashtra and Gujarat an older building also needs a current structural stability certificate. |
| Site labour duties | These are the labour duties that show up on site — a stocked first-aid box, an accident notice, and proof that the agencies supplying your housekeeping and security staff are licensed. Wages, provident fund and ESI stay with payroll. |
| Personal data protection | Resident, visitor, guest, patient, student and staff records — and CCTV — are personal data. The core duties start on 13 May 2027; these tasks get the notice, breach plan and grievance contact in place before then. |
This guide explains how the app helps you keep records. It is not legal advice; your regulator's notification is the final word.
10. Job sheets for each person
Print the section for each person and hand it over with their login. It lists only the jobs that are usually theirs; their role guide explains how to do any job in the app.
Housekeeping / floor staff (Worker access)
Every day
- Daily waste log by stream (weigh on collection days)
- Daily C&D waste volume log by category (only if Construction & Demolition (C&D) Waste applies)
Every week
- On-site C&D waste segregation zone photo (4-category) (only if Construction & Demolition (C&D) Waste applies)
Every month
- Monthly stock expiry audit — all medicines checked; expired stock segregated
- Sanitary waste stream handover log (SWM 2026)
- Special-care waste stream handover log (SWM 2026)
How to do these in the app: Worker guide.
Pharmacy in-charge (Supervisor access)
Every month
- Monthly lift maintenance visit (each lift) (only if Lifts & escalators applies)
- Monthly first-aid box check
Every quarter
- Quarterly lift test by a registered person (each lift) (only if Lifts & escalators applies)
- Lift rescue device, alarm and intercom check (each lift) (only if Lifts & escalators applies)
Every six months
- Six-monthly lift test by an authorised person (each lift) (only if Lifts & escalators applies)
- Lift rescue mock drill (only if Lifts & escalators applies)
Every year
- Annual lift safety certificate / inspection report (only if Lifts & escalators applies)
- Annual earth resistance test
- Electrical Safety Officer annual inspection and test report
- Annual review and erasure of personal data no longer needed
Each time it happens
- Expired/recalled non-cytotoxic medicine disposal log (only if DRUGS NDPS applies)
- Lift accident report to the inspector (only if Lifts & escalators applies)
- Electrical accident intimation
- Workplace accident / dangerous occurrence notice
How to do these in the app: Supervisor guide.
Compliance officer (Manager access)
Every day
- NDPS controlled substance daily stock/dispensing/balance register (only if DRUGS NDPS applies)
Every month
- Monthly declaration: no expired medicines in general bins, drains, or burned
Every year
- Annual SWM return filing
- BMW Annual Return Form IV (June 30) (only if BMW 2016 applies)
- Annual CPCB PWM EPR return
- POSH annual report to District Officer (only if POSH Internal Complaints Committee applies)
- Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
- Annual crèche facility review
Each time it happens
- Personal data breach intimation
- End-of-life solar panels handed only to a registered recycler or the producer (only if EWASTE 2022 applies)
Before the licence expires
- drug retail license renewal task (pre-expiry)
- BMW authorisation renewal task (only if BMW 2016 applies)
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates)
- Lift licence / registration — renewal (each lift) (only if Lifts & escalators applies)
- Lift maintenance contract (AMC) — renewal (only if Lifts & escalators applies)
- Lift third-party insurance — renewal (only if Lifts & escalators applies)
- Electrical installation inspection / self-certification — renewal
- Municipal trade / health trade licence — renewal
- Weighing instrument verification (Legal Metrology) — renewal (only if Weights & measures applies)
- Structural stability certificate — renewal
- Contractor labour licences (50 or more contract workers) — renewal
- Security agency licence (PSARA) — renewal
How to do these in the app: Manager guide.
Operations supervisor (Supervisor access)
Every week
- No unauthorized C&D dumping declaration (only if Construction & Demolition (C&D) Waste applies)
Every month
- Monthly single-use plastic ban audit
- Plastic waste dispatch to CPCB-authorized recycler
- Monthly no-open-burning declaration
Each time it happens
- E-waste handover receipt from registered producer/refurbisher/recycler (only if EWASTE 2022 applies)
- Spent battery handover receipt / take-back confirmation (only if BATTERY 2022 applies)
- C&D waste dispatch to authorized processor receipt (only if Construction & Demolition (C&D) Waste applies)
How to do these in the app: Supervisor guide.
Nurse / ward in-charge (Supervisor access)
Every day
- BMW daily generation log by enabled category (only if BMW 2016 applies)
Each time it happens
- CBWTF barcode-scan / handover record per collection visit (only if BMW 2016 applies)
How to do these in the app: Supervisor guide.