Onboarding & offboarding

The approved hire, rehire, transfer or separation selects a reviewed template version. Its task definitions establish applicability, assignment, due dates and which requirements block the employee’s start or final closure. Repeated processing of the same transition cannot create another copy of every task.

HR Specialist coordinates the resulting work. Employee can provide personal details and complete assigned acknowledgments. Manager handles the relevant team preparations. Technical or facilities participants receive narrowly scoped task access through the existing role model rather than general access to the employee’s HR record.

• Keep a stable task identity and template version.
• State who is responsible for the actual outcome.
• Identify required and start-blocking tasks explicitly.
• Retain completion, waiver and unresolved evidence separately.

HR Manager or a specifically delegated HR Specialist prepares the hire. An independent HR Manager reviews the exact person, employer, position, effective date and applicable requirements. Approval reserves the future assignment; it does not make a future employee active today.

The employee remains pending while preparation proceeds. The intended start, actual commencement and current employment episode remain distinct. Recruiting, offer negotiation and offer signing belong to the external hiring process; Core HR records the approved employment and its supporting evidence.

The checklist records actual completion evidence from the assigned person or the authoritative external system. An account-provision request is not proof that the account exists. A transport acknowledgment or timeout likewise cannot close a task whose required external outcome remains uncertain.

Independent HR Manager review confirms readiness against the current required tasks and approved waivers. A percentage alone does not authorize a start. Empty checklists do not become fully complete through division by zero or an assumed success state.

HR Manager applies the actual start after the approved effective boundary, confirmed commencement and required readiness agree. Current employment and the position assignment change together through that guarded action. Later onboarding tasks can remain visible according to their separate due dates and closure requirements.

Incomplete Onboarding brings overdue or blocked work to the coordinator. Task participants receive the safe information needed for their assignment. They do not gain medical, identity or dependent information merely because they help prepare equipment or workplace access.

Task updates retain the actual person, time and result. Material changes to an accepted task basis require reviewed successor work. A waiver is permitted only where the template allows it and receives independent HR Manager approval; checking a box cannot waive a protected requirement.

Separation starts from an approved employee change with an effective date. Future departures remain scheduled until that boundary. Offboarding then tracks the applicable access revocation, equipment return, exit work, document handling and external payroll notification.

Local employment status and external access outcomes remain distinct. A pending provider response cannot be described as confirmed revocation. Required unresolved tasks stay visible even after the employment episode has ended, and offboarding cannot be declared complete merely because its checklist was created.

Equipment return is task evidence, not an inventory application. Final-pay notification is a handoff to the external payroll owner, not a calculation or payment. Retention and document holds follow their separately authorized rules rather than automatic deletion on departure.

Independent HR Manager closure reviews the required results, eligible waivers and remaining exceptions. Rehire keeps the prior employment and checklist history while creating the appropriate new transition. Imported historical tasks preserve their actual outcomes without reissuing account requests or repeating old messages.

Recent Hires (last 30 days), Recent Terminations (last 30 days) and Incomplete Onboarding give authorized teams the relevant work context. Headcount follows effective employment rather than checklist creation or completion percentages.