Employee onboarding
Prepare a complete employee record, coordinate the work and confirm readiness before employment starts.
5 stages · 2 approvals
Roles and responsibilities
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Step 1Prepare
Change NumberEmployeeKindEffective DateRehire
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Step 2Approve hire
Change NumberEmployeeKindEffective DateRehire
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Step 3Onboard
Checklist NumberEmployeeStart DateTarget Completion
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Step 4Confirm readiness
Checklist NumberEmployeeStart DateTarget Completion
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Step 5Start
EmployeeEntityStart DateActual Start At
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Prepare
HR Specialist prepares the hire under a current delegation, or HR Manager prepares it directly. Confirm the person, employer, planned employment interval and primary position. Rehire uses the existing verified employee identity with a new employment spell. The proposal retains its values, editors and supporting evidence for review; an email match cannot merge people.
Approve hire
An independent HR Manager reviews the complete hire and effective boundary, excluding the preparer, material editors and subject conflicts. Approval reserves the dated position capacity and authorizes the applicable preparation. It does not increase current headcount or establish that an account has been provisioned. Changed terms or newly conflicting capacity require renewed review.
Onboard
HR Specialist coordinates the approved checklist and its named assignees. Employees provide permitted profile details and acknowledge their own assigned policy versions. Authorized reviewers verify required documents. IT and Facilities work uses narrow task access; an account request or delivery acknowledgment leaves its outcome unresolved until the required provider evidence arrives.
Confirm readiness
An independent HR Manager checks the exact requirements, task outcomes and evidence needed for the start. Required work must be completed or covered by a separately approved eligible waiver. A checklist with no applicable tasks needs explicit clearance. A changed requirement or stale decision cannot inherit readiness from an earlier review.
Start
HR Manager applies the approved hire after factual commencement, current readiness and the effective boundary agree. HR Specialist may record the commencement evidence within delegated scope; that fact alone cannot apply employment. The guarded action opens the employment and position intervals, updates current summaries and records history once. No additional approval is needed while the exact earlier decisions remain valid.
2 approvals required in this process
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Approve hire
HR Manager signs · onboard waits
ApprovalDecisions, HRChanges, PositionAssignments -
Confirm readiness
HR Manager signs · start waits
ApprovalDecisions, OnboardingChecklists, ChecklistTasks - Future reserved positions remain separate from current occupants. Concurrent hires and transfers check every overlapping seat interval together.
- A calendar date passing without commencement or clearance creates a visible start exception. It cannot manufacture an active employee.
- If actual commencement differs from the approved dateRevise and independently approve the hire before reconciling the affected position, policy and provider work.
- Prehire access requires explicitly permittedFinite subject or task grants. A pending employee record grants no general HR access.
- Missing evidence stays assigned to an ownerRemoving a required task solely to complete the checklist cannot replace its review.
- Withdrawal before commencement releases the approved future reservation and reconciles preparation. It does not create a separation in turnover reporting.
- Repeated actions retain the original hireChecklist and provider identities, preventing duplicate history or repeated account requests.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Prepare | EmployeesEmploymentSpellsHRChangesAccessGrants | Prepare verified identity and the dated hire proposal |
| 2 Approve hire | ApprovalDecisionsHRChangesPositionAssignments | Authorize the exact hire and reserve eligible capacity |
| 3 Onboard | OnboardingChecklistsChecklistTasksPolicyAssignmentsDocumentAssignmentsIntegrationEvents | Coordinate scoped tasks and collect actual evidence |
| 4 Confirm readiness | ApprovalDecisionsOnboardingChecklistsChecklistTasks | Decide readiness against current start requirements |
| 5 Start | EmploymentSpellsPositionAssignmentsEmploymentHistoryPositionHistoryVacancyEpisodes | Apply evidenced commencement and update effective history |
Process reports
All reportsTurnover Rate
Effective nonvoid separation episodes in a bounded interval, classified by reviewed SeparationClass, divided by time-weighted distinct employed headcount over that same interval times100. Rehire is another episode, not erasure of separation. Voluntary/involuntary/other populations and duplicate/corrected events reconcile; zero/incomplete denominator is unavailable. Regrettable is optional reviewed HR-only data, not inferred from leave or performance. Sensitive reasons and small-group slices require restricted purpose/thresholds.
Tenure Distribution
Current-spell tenure at cutoff for employed people in nonoverlapping bands [0,1), [1,3), [3,5), [5,10), [10,infinity) years, with median and historical organization dimensions. Breaks between spells are excluded; OriginalHireDate is a separate first-hire context, never silently substituted. Leap-day anniversaries follow the explicit entity rule.
Compliance Gaps
Current configured DocumentAssignments and PolicyAssignments missing/pending/expired/revoked/overdue evidence, with exact requirement/version, permitted owner and due date. Waived/superseded/no-longer-applicable obligations remain traceable and do not count as missing current evidence. This measures recordkeeping against configured rules; it is not a legal compliance finding, completed filing or right-to-work certification.
Headcount
Distinct people with applied Active/OnLeave employment at the exact entity-local cutoff, grouped by effective division/department/location/type and compared with the same cutoff three months earlier. Pending/future/unapplied starts, ended spells and vacant capacity are separate; seat reservations never count as employed people. Frozen OrgChartSnapshots identify full membership/dimensions and late-data successor versions.
Agent support
The assistant may prepare a permitted proposal but cannot supply the independent human decision required for a hire, protected change, readiness, retention action or correction. A service identity cannot become the employee who acknowledged a policy or the person who confirmed a factual event.
Other processes
4 moreEmployee 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
Policy and document review
Assign the right obligations, verify evidence and record each employee's actual policy acknowledgment.
7 stages · 2 approvals
Employee offboarding
Coordinate an employee's departure, end access at the right boundary and resolve outstanding work.
6 stages · 2 approvals