Onboarding & offboarding
Coordinate the practical work around an employee's arrival, move or departure and verify what is complete.
Prepare the right checklist for the transition
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.
- HRC-60858 YW 220 in 11 d
- HRC-46413 ZA 250 in 10 d
- HRC-47343 TA 880 3 d
- HRC-29157 CT 420 5 d
- HRC-69564 WK 440 in 6 d
- Employee
- YW
- Kind
- Hire
- EffectiveDate
- 28 Sep
- Status
- Submitted
- PreparedBy
- WP
Approve the hire before treating it as employment
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.
Review readiness with the required 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.
| Readiness information | What the reviewer can establish |
|---|---|
| Completed required task | The defined outcome has supporting evidence |
| Approved permitted waiver | A specific eligible requirement was waived by its authorized reviewer |
| Open or blocked task | Work or evidence remains unresolved |
| No applicable tasks | HR must explicitly review the no-task case |
Keep the work moving without widening access
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.
Carry departures through to real outcomes
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.
Preserve the transition history
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.
| Employee | Effective Date | From Department | From Manager | Separation Class |
|---|---|---|---|---|
| WC | 26 Aug | DPR-110 | DR | Voluntary |
| HE | 01 Sep | DPR-150 | VY | Involuntary |
| AH | 05 Sep | DPR-110 | TH | Retirement |
| FW | 08 Sep | DPR-140 | WV | EndOfContract |
| LL | 22 Aug | DPR-120 | SA | Other |
| XJ | 04 Sep | DPR-120 | ME | Voluntary |
Modules
-
Employee records
Keep employee information current, give people useful self-service and protect their private details.
-
Organization & positions
Keep reporting lines, position capacity and employee assignments aligned as the organization changes.
-
Employee changes
Review employee changes, apply them on the right date and preserve the history behind every decision.
-
Leave management
Calculate leave from each person's work pattern and keep requests, approvals and balances in agreement.
-
Onboarding & offboarding
Coordinate the practical work around an employee's arrival, move or departure and verify what is complete.
-
Documents & policies
Keep required employee evidence and policy acknowledgments current, with access matched to the information.
-
HR reporting
Understand your workforce with clear reporting periods, effective history and protected employee information.
Roles and permissions
The HR Manager/HRBP domain role owns employee lifecycle, organization, policy and protected HR work within explicit employer/department grants.
An explicitly granted Manager role operates within the current cycle-safe direct/indirect reporting tree; a Manager pointer alone is not authorization.
Prepares delegated employee work and coordinates documents, tasks and acknowledgments without applying protected lifecycle decisions.
Uses the authenticated self-service identity and narrowly assigned tasks; peer directory visibility contains only names, titles and manager relationships. Manager tree access is calculated at request time from applied effective assignments and valid grants. It is cycle-safe, restricted by employer and allowed scope, and does not bypass document/field classification on joins, notifications, exports, snapshots or private-object retrieval. Services have named action scopes and cannot supply a human decision. A grant can reduce/temporarily delegate allowed preparation but cannot invent a role or bypass actual-person conflict checks.
Related processes
Employee onboarding
Prepare a complete employee record, coordinate the work and confirm readiness before employment starts.
5 stages · 2 approvals
Employee change
Review promotions, transfers and employment changes with a clear effective date and complete history.
6 stages · 1 approval
Leave request to balance
Request time off, route the decision and reconcile reserved, taken and cancelled days.
7 stages · 3 approvals