Workflows & examples
Common workflows
- Hire a new employee end-to-end — Approve a requisition in Recruitment → post the job → move a candidate through interview to Offer (AI screening can shortlist and rank along the way) → convert the accepted offer to an employee → onboarding checklist triggers → probation milestones scheduled → record appears in Payroll for the next run.
- Process a leave request — Employee submits in Employee Service → balance check passes and days go pending → manager (and a second approver, if configured) approves → the deduction, if configured, is stamped against the correct payroll period → Payroll picks it up automatically on the next run.
- Run an org restructure — Update departments and reporting lines in Organization → the org chart re-renders → team-based data scope updates so managers see the right people → share the chart with leadership before announcing.
- Close out probation — HR Ops flags an employee approaching their 90-day milestone → manager confirms, extends, or ends probation in the Probation queue → confirming flips the employee to Active and unlocks the rest of self-service.
- Offboard an employee — Mark the employee Resigned/Terminated → pending leave is cancelled and unused leave is settled → Employee Service access is revoked → the historical record is retained for audit, and Payroll includes the final settlement in the next run.
A worked example — hire, leave, leave the company
Hire
A candidate is accepted in /hr/recruitment. Converting them creates the employee record; the onboarding checklist is generated after the record is committed, so a failure in one does not leave the other half-made.
Create the user account if the person needs to log in. Without it they exist in the register but receive nothing — no notification, no self-service, no approval queue.
They ask for leave
The employee opens /hr/self-service/leave and requests 5 days. On submission the days move into pending on their balance — not into taken. The balance shows entitlement, pending and taken as three separate numbers, because pending is a commitment, not a fact.
The request routes to their manager, who sees it in Approvals.
Approval
On approval the pending days become taken, and — if the leave type is unpaid — the request is stamped for payroll deduction. The payroll run for that period reads the stamp; it does not recompute the leave.
Reject, cancel or a later termination all release the pending days back. Balances stay symmetric in every direction.
Leave is counted against the year of the start date. A request from 30 December to 3 January debits the old year, in full. This is deliberate — an employee cannot lengthen a request across New Year to borrow from next year’s entitlement.
They leave the company
Terminating from the employee record does three things in sequence: cancels their pending leave requests and releases the days, deactivates the linked user account so the login stops working, and stamps the termination on the record.
The record is not deleted. Payroll history, approvals they signed, documents they uploaded and the audit trail all still reference them. Termination is a state, not a removal.
Data in and out
Comes from
| Source | What arrives |
|---|---|
| Recruitment | Accepted candidates becoming employees |
| Attendance devices | Check-in and check-out events |
| Employee Service | Self-service requests, leave, profile updates |
| Approvals | Decisions on leave, overtime, HR requests |
| LMS | Course completions feeding the skills matrix |
Goes to
| Destination | What leaves |
|---|---|
| Payroll | Employees, salary configuration, leave deductions, attendance |
| Approvals | Leave and HR requests entering the queue |
| Performance | Employees, managers, departments |
| Projects and Timesheets | Who can be assigned and at what rate |
| Settings → Users | Deactivation on termination |