Employee transitions

Employees shows the current position, department, manager, status and payroll context. Employment History explains how those values changed. A dated event can identify a hire, promotion, transfer, compensation change, manager change, leave of absence, return, termination or rehire. It carries the prior and new position, manager or salary where relevant and names the employee who recorded it.

An Onboarding Checklist groups work for an onboarding, offboarding, transfer or rehire. Its type, start date, target completion and status tell HR where the transition stands. Onboarding Tasks provide the individual work: category, assigned employee, due date, status, completion date and evidence. A completed checklist should be backed by the actual task outcomes, especially when IT, Facilities, Payroll, HR and the manager each own part of the preparation.

• Current state. Employees holds the effective person and work assignment used by the rest of HRMS.
• Change history. Employment History keeps the dated event, previous and new details, reason and recorder.
• Assigned work. Onboarding Checklists and Onboarding Tasks separate the overall transition from its individual responsibilities.

For a transfer, HR Business Partner checks the proposed position and manager, records the effective event, and coordinates any transfer checklist tasks. For a departure, the employee’s termination date and status must agree with the termination event. The offboarding checklist gives the team a place to follow remaining assigned work after the personnel decision.

Decide which events require a separate HR decision and who records the accepted change. Confirm the categories and assignees for an onboarding or offboarding checklist, the evidence required for completion, and which tasks must be resolved before the team closes it. Set how payroll receives a final-pay handoff and how an identity provider confirms access removal. Keep those external outcomes distinguishable from local task completion.

Take an accepted offer with a start date. Create the employee record, record the hire event and prepare an onboarding checklist. Assign equipment, payroll and manager tasks to the right employees. Mark each task complete only when its evidence exists; leave a blocked task visible with its due date. On the start date, inspect the employee status, position, manager and payroll calendar. Later, rehearse a transfer and check that its history shows both the prior and new position. For an exit, retain the termination event and open offboarding tasks until their owners confirm completion.

• Open onboarding work — Pending, active and blocked tasks with assignee and due date.
• Active employee register — Current employee assignment after the transition is recorded.
• Positions to fill — The open seat that a hire or transfer is expected to occupy.

Follow the requisition through the start and review later changes and exits.