Employee Records and Lifecycle

Use Employees → Add employee to create the canonical workforce record. Capture the employee number, names, contact information, employment type and status, job title, manager, department, location, hire date, and planned exit date. Configure probation separately from the employee profile so its dates, reviewers, recommendations, extensions, and outcome remain auditable.

After saving, use the employee workspace as the authoritative record. Its sections bring together assignment, contracts, documents, leave, portal access, protected changes, Payroll readiness, and lifecycle history. Complete only the information supported by source evidence; do not use notes as a substitute for verified statutory or payment details.

Employment statuses include active, on leave, pending exit, terminated, and archived. Archiving removes an employee from normal active work without deleting contracts, leave history, documents, audit evidence, or Payroll relationships.

Low-risk contact information can be updated through self-service. Legal names, government identifiers, bank information, and statutory details require a controlled approval request. Never copy protected values into notes, URLs, notifications, or unprotected exports.

Probation lifecycle

Open an employee profile and choose Configure probation. Select automatic date calculation with a duration, or enter an evidenced manual end date. Automatic calculation protects month-end anniversaries. Link the current contract where appropriate; an issued or acknowledged contract must agree with the probation dates, while a draft may be synchronized before issue.

Choose either Manager recommendation, then HR or HR-only decision. In the two-stage path, the assigned direct manager uses employee self-service to recommend confirmation, extension, or non-confirmation. The manager cannot make the final decision and does not need an HR team seat. HR then records the final outcome. Separation of duties prevents the creator from approving the same record unless a verified owner supplies an audited override reason.

An extension creates a new immutable period instead of replacing the original dates. If the linked contract was already issued, first issue a newer contract version containing the approved extension date, then select that superseding version in the HR decision. The original contract and probation period remain unchanged. Confirmation, non-confirmation, or cancellation closes the lifecycle but never terminates, archives, changes pay, alters leave, or posts Accounting entries. Complete any employment action through its own authorized workflow.

The Probation register shows active, review-due, decision-pending, completed, cancelled, and historical unresolved records. Reminders follow the policy milestones in HR Settings. Legacy employee dates are imported without assuming the employee was confirmed. Use the CSV export only in an approved secure location.