One system for territory design, field engagement and commercial reporting
Total Pharma Tech covers the full working cycle of a pharmaceutical field organisation: deciding where effort should go, planning and recording every HCP interaction, measuring what it produced, and paying for performance on figures everyone can see. It replaces the combination of a planning tool, a CRM, a reporting spreadsheet and a separate incentive calculation that most commercial teams maintain today.
Build territories from real potential, not from last year's map
Every field decision starts with an accurate picture of who is out there and how much they matter. The platform holds one master record per HCP and per HCO, reconciled from your existing sources, with speciality, affiliation, practice address, prescribing context and whichever local identifiers your market requires. Duplicate and inactive records are flagged rather than silently deleted, so reporting stays stable across cycles.
Potential modelling turns those records into a value. You can derive potential from historical sales, prescription or patient-flow data, import an external data source, or fall back to a proxy model in markets where neither is reliable. Each HCP is then given a decile or tier, so a high-value target in one affiliate means the same thing as a high-value target in another.
Alignment is where most organisations lose weeks. The platform balances territories on both potential and workload, not on geography alone, so a compact city territory with forty high-decile clinics is not treated as lighter than a rural territory with four. Travel-time modelling uses realistic drive-time matrices from each representative's home base, together with call duration, availability windows and working days, to show whether a target list is achievable before it is assigned.
You can then test several alignment designs side by side — current structure, a balanced option, an expansion scenario — and compare potential spread, travel hours, call capacity and workload per representative. Approved structures are published with an effective date and retained in history, which matters when someone asks in an audit why a territory changed in the middle of a cycle.
Inside territory design
- HCP and HCO master data with deduplication and source lineage
- Potential models from sales, prescription, patient-flow, external or proxy data
- Decile, quantile and custom tier assignment per product or portfolio
- Multi-dimensional segmentation combining potential, behaviour and accessibility
- Target lists with call frequency expectations by segment
- Travel-time and call-capacity modelling against a real working calendar
- What-if alignment scenarios compared on the same metrics
- Approval workflow, effective dating and a full alignment history
Every interaction type, one record
- Cycle planning with manager review and approval
- Approved call lists that respect local interaction rules
- Guided pre-call planning and post-call notes
- Remote, hybrid and in-person engagement channels
- Group meetings and advisory boards with attendee records
- Congress and event planning, coverage and follow-up
- Sample and literature allocation, issue and reconciliation
- Automated follow-up tasks with due dates and owners
A call plan that reflects the day the representative actually has
Cycles are planned in the platform, not in a document. Managers set frequency expectations by segment and product, the system proposes a call list against those expectations and the remaining budget of visits, and the manager reviews and approves it before the cycle opens. Anything added outside the plan is visible as an exception rather than buried in a comment field.
In the field, each visit follows a guided workflow. Pre-call planning prompts the representative with the approved message for that segment, the materials cleared for that market, the previous visit's commitments and any open follow-up. After the call, structured notes capture what was discussed, the response, agreed actions and the approved materials left behind, with free text kept inside the fields your local rules define.
Remote and hybrid engagement is handled as a first-class channel, not a workaround: video and phone contacts carry the same planning, recording and follow-up as a face-to-face visit, and reporting can separate the channels when channel mix matters. Group meetings, advisory boards and congress activity are recorded against the event, with attendees linked back to their HCP records so the cost and the resulting engagement are visible in one place.
Sample and literature tracking records what was allocated, what was issued and what remains, with reconciliation reports your compliance team can work from. Follow-up tasks are created automatically from the commitments captured in a call note — send the study summary, arrange a meeting with the medical science liaison, revisit after the formulary decision — and stay open until someone closes them.
Figures a commercial director and a representative can both trust
Coverage, frequency and reach are calculated from recorded activity rather than from manual returns, at the level of HCP, territory, product, channel and cycle. Adherence compares what was planned with what was executed, and separates the two reasons for a gap: a visit that did not happen, and a visit that happened to a different HCP than planned. Those need different management responses, so the platform reports them separately.
Effectiveness views connect activity to outcome: which segments, messages and call frequencies correlate with changed behaviour, which high-decile targets have gone unvisited, and where effort is concentrated on low-value accounts. The platform reports correlation, not causation, and shows the sample size behind each view so a manager can judge whether a pattern is worth acting on.
Dashboards are role-based. A representative sees their own plan, their own adherence and their own incentive position. A district manager sees the team, the exceptions and the coaching prompts. A country commercial lead sees the affiliate, and a global lead sees cross-market comparison on consistent definitions. Manager coaching views highlight individuals who need support — low coverage in a high-potential territory, plan changes that consistently favour the same accounts, notes completed long after the visit.
Incentive compensation is calculated inside the same platform, from the same data used for reporting, using the rules and weights your commercial team has agreed. Each representative can see their own calculation, the components and the underlying figures, which removes most of the queries that normally reach the sales operations team. Reports are distributed on a schedule — daily, weekly, at cycle close — and can be exported to CSV or Excel, delivered to a data warehouse, or pushed to your BI tool.
Reporting that ships configured
- Coverage, frequency and reach by HCP, segment and channel
- Call adherence against the approved plan, with exceptions split out
- Activity effectiveness and engagement trend by product and segment
- KPI dashboards by role: representative, district, country, global
- Manager coaching views with prioritised follow-ups
- Incentive calculation with visible components and audit of changes
- Scheduled distribution by email, file drop or API
- CSV, Excel and API exports, plus BI and warehouse feeds
Designed for the realities of the territory
- Full offline operation for plans, records, forms and reference data
- Automatic background sync when a connection returns
- Conflict resolution that preserves both versions for review
- Data capture in a few taps, with drafts saved locally
- Low-bandwidth mode for compressed sync and small payloads
- Phones and tablets, current iOS and Android releases
- Large touch targets, legible in daylight, usable one-handed
- Local-language interfaces and right-to-left support
The app works in a basement clinic, a rural route and on a plane
Connectivity in the field is not a solved problem, and a mobile app that stops working without signal pushes the record back onto paper. The mobile application is offline-first by design: the representative's full plan, HCP records, approved materials, forms and reference data are held on the device, so a visit can be planned, recorded and closed with no connection at all.
When a connection returns, sync happens in the background. Records queued on the device are sent in order, and anything created on the server in the meantime — a plan change, a reassignment, a new target — is applied. Where the same record was edited on both sides, the platform resolves deterministic fields automatically and preserves both versions for manual review where a person should decide. The representative sees a clear sync status, including anything still pending, rather than an ambiguous spinner.
Data capture is built around how a call actually ends: a short structured form, the fields your market requires, and the option to leave detailed notes when there is something worth recording. Drafts are saved locally as they are typed, so a browser or app restart does not lose an unfinished record. On slow connections a low-bandwidth mode compresses sync payloads and defers non-essential downloads until the device is on wi-fi.
The application is supported on current iOS and Android releases on phones and tablets. The interface uses large touch targets, high-contrast text that stays legible in daylight, and a layout that can be operated one-handed while standing in a clinic corridor. Where your teams work in local languages, the interface and picklist values are translated per affiliate rather than forced into a single corporate language.
Platform foundations
The parts that are not features but decide whether a field force platform can be deployed across an international commercial organisation.
Security
Encryption in transit and at rest, role-based access control down to field level, configurable data retention, and an audit log of who changed what and when. Access reviews and single sign-on are supported, and security questionnaires are answered alongside the platform documentation.
Integrations
A documented REST API and webhooks, CSV and Excel import, scheduled export, and SSO over SAML or OIDC. Connectors for Salesforce, Veeva and Dynamics let you keep an existing CRM as the system of record while the platform handles planning and intelligence.
Configuration without code
Segments, call frequencies, forms, picklists, approval chains, business rules and incentive schemes are configured by your administrators in the interface. Country-specific variations are stored as configuration with a change history, so local teams can adapt without forking the product.
Scale & multi-country
One tenant can run many affiliates, languages, currencies and regulatory contexts, with data residency options in the EU, US and APAC. Rollouts are staged country by country, so later waves inherit the configuration and lessons of earlier ones.
Everything, in one platform
We are not asking you to pick a tier. During early access every capability below is included at no charge — the AI modules, incentive compensation, integrations and single sign-on alike. Paid plans will come later, and we will tell you before they do.
Field workflow
- HCP and HCO records with activity history
- Cycle planning and approved call lists
- Guided call workflow and follow-up tasks
- Offline-first mobile application
- Standard coverage and frequency reporting
Intelligence
- AI next-best-action recommendations
- Smart call planning and route optimisation
- Territory optimisation and rebalancing scenarios
- Advanced analytics and custom dashboards
Commercial and enterprise
- Incentive compensation calculation and transparency
- CRM and data warehouse integrations
- Single sign-on over SAML or OIDC
- Regional data residency options
- Dedicated support and custom SLAs
Onboarding, data migration and validation support are delivered by our team and are also included while we are in early access.
AI on top of the data your field team already generates
The intelligence layer reads the same activity, master data, targets and geography that the rest of the platform works from. It does not require a separate data warehouse project, and its output is written back into the plan the representative opens in the morning.
- Ranked recommendations per HCP and per day, with the signals behind each one shown to the user.
- Call plan and route optimisation that respects availability windows, travel time and call frequency targets.
- Territory rebalancing proposals raised when the data shows persistent imbalance, not on a fixed annual date.
- Engagement insights that summarise themes across notes, so managers can act on patterns rather than individual calls.
- Anomaly and adherence alerts routed to the manager who owns the exception, with the evidence attached.
- Natural-language analytics that answer a business question with figures cited from your own tenant data.
Governance built into the layer
Every AI output is explainable, reviewable and configurable, and your commercial data is never used to train models shared with other customers.
- Reasoning shown for each recommendation
- Manager approval, override and rejection, all logged
- Weights, rules and guardrails set by you
- AI features enabled or disabled per affiliate, country or role
Questions we are asked before a pilot
How do you migrate our existing HCP and territory data?
We work from extracts of your existing master data, historical activity and territory definitions — CSV, Excel, database extract or API. Our team maps your fields to the platform data model, runs a dry-run load into a sandbox, and gives you a reconciliation report showing what was loaded, what was rejected and why before anything reaches production. Onboarding services for large multi-source migrations are quoted separately.
How long does an implementation take?
A single-country implementation with one product and a modest data set typically goes live in two to six weeks, depending on how much history is migrated and how many approval steps are required. Multi-country rollouts are staged affiliate by affiliate, with each wave reusing the configuration of the previous one.
Does the platform have to replace our CRM?
No. The platform contains a full field workflow, so it can serve as the CRM of record, or it can run alongside Salesforce, Veeva or Dynamics. In a side-by-side deployment we sync accounts, activity and consent fields over the REST API or scheduled jobs, and you decide which system owns each field to avoid duplicate entry.
Can the platform support validation and inspection requirements?
The platform is designed to support compliance with 21 CFR Part 11 requirements and equivalent expectations: attributable user accounts, timestamped change history, audit-ready exports and controlled configuration changes. Where your quality function requires formal computerised system validation, we provide the documentation package — requirements, design, traceability and test evidence — for your validation team to review and sign off.
How much training do field teams and managers need?
Representatives typically need a short session covering the daily plan, call recording and follow-up, because the mobile workflow follows the sequence of a real working day. Manager training is longer and covers coaching views, plan approval, exception review and reporting. We supply role-based quick-reference guides, a sandbox for practice, and train-the-trainer sessions for your local champions.
What support is included after go-live?
All plans include email support during your regional business hours and access to documentation. Field Intelligence adds a named implementation contact during onboarding. Enterprise adds a dedicated support channel, agreed response targets and custom SLAs, plus scheduled review sessions to re-tune configuration as your commercial model changes.
See the platform against your own territory structure
Send a sample of your HCP data structure and one country's alignment, and we will show you a working sandbox with your fields, your segments and your reporting lines.