Employee lifecycle

Employees are the central workforce records. Each employee can be linked to a position, department, location, manager, pay grade and payroll calendar. Employment status distinguishes active staff, people on leave, terminated employees and those marked rehireable. A position records its own status and headcount, separate from the person filling it.

Employment History captures effective changes such as hire, promotion, transfer, compensation change, leave of absence, termination and rehire. From and to positions, managers and salary values preserve the context of the change. HR can compare the present employee record with the dated event rather than replacing history when a person moves.

• Person record. HR maintains identity, work contact, employment type, status and organizational links.
• Position structure. Departments, job titles, pay grades and locations provide the context for a seat.
• Transition work. An onboarding checklist groups assigned tasks for onboarding, offboarding, transfer or rehire.

Task categories identify whether HR, IT, facilities, payroll, a manager or training has work to complete. Each task has an assignee, due date, status and evidence. The checklist’s completion indicators help HR follow the work, while the task evidence shows what actually happened.

Define the organizations, departments, positions, reporting lines and payroll calendars before importing employees. Decide who can change employment status, position or base salary, and how the effective date is recorded in Employment History. Set checklist templates and task owners for each transition type. Keep access to identity and compensation fields limited to people who need them.

Agree which task completion requires evidence from a connected system. A task marked complete should have a real outcome, especially for access, payroll setup or training. The team should also decide when an overdue task needs escalation.

An accepted candidate joins a department. HR creates the employee, assigns a position, manager and payroll calendar, and records a hire event effective on the start date. An onboarding checklist gives IT an access task, payroll a setup task and the manager a team preparation task. Each assignee records completion evidence. HR checks the open work before closing the checklist.

Later, the employee transfers to another department. HR records the transfer with its effective date, from and to positions, and manager change. The new employee record and the history should tell the same story. Rehearse a termination with an offboarding checklist and confirm that open tasks stay visible after the employment status changes.

• Onboarding work — Assigned tasks that are pending, in progress or blocked.
• Reviews in progress — Performance work associated with employees during an active cycle.

See employee transition and recruiting to hire.