Employee Lifecycle

Manages every stage of an employee's journey with the company — from the day they join, through probation, promotions and transfers, benefits, and exit.

Overview

Employee Lifecycle is the connective tissue between hiring and departure. When someone is added as an employee, the system automatically starts their onboarding checklist, sets up a probation record (if applicable), and assigns their benefits.

From there, HR tracks the new hire through a guided onboarding wizard, decides whether to confirm them at the end of probation, manages any promotions, transfers, or department moves during their employment, and — when the time comes — runs a structured resignation or termination process that ends in a full and final settlement and a deactivated account.

Every stage that changes someone's job or pay produces an auditable record, and many stages automatically generate an official letter that the employee can view and acknowledge. A companion self-service area (“My Employment”) lets each employee follow their own onboarding, probation, benefits, and exit journey, and submit their own resignation.

Who uses it

HR Admins: Full control — review and approve onboarding submissions, decide probation outcomes, configure every rulebook, approve or reject promotions and transfers, approve exits and settlements, and use emergency overrides when something is stuck.
Managers: Can review onboarding, manage probation and offboarding cases and benefits, and can propose promotions/transfers for the employees in their own reporting line only. Cannot approve movements or make probation/settlement decisions unless separately given that permission.
Employees: Complete their own onboarding wizard, see their probation status and benefits, submit a resignation, view any upcoming promotion or transfer that affects them, review their own job history, and download/acknowledge letters issued to them — all through “My Employment.”

What you can do here

Onboarding

A new hire automatically gets an onboarding case the moment they're added, along with an HR task checklist built from configurable templates.
The employee works through a 10-step wizard: Personal Details, Contact & Address, Emergency Contact, Education, Work Experience, Bank & Payroll Details, Statutory Details, Documents, Policy Acknowledgement, and a final Declaration & Submit step.
Each step is saved independently; the employee can leave and come back, and cannot jump ahead of a step they haven't completed.
HR reviews each section individually and each uploaded document — approving what's correct and returning anything that needs fixing with a comment. Onboarding completes once every submitted section is approved, and the details flow into the employee's permanent record.
HR can force-complete an onboarding case without a full section review in exceptional cases; this is clearly flagged as “closed without review” everywhere it appears.

Probation

A probation record is created automatically based on the best-matching probation policy for the employee's department, designation or employment type, with a calculated end date and notice period.
HR sees a dashboard of who's overdue, ending soon, or still active, and decides each case: confirm as Permanent, Contract, or Part-Time; extend probation (with a required reason); or decide not to confirm (which automatically starts an exit process).
Confirming can include a revised salary, and lets HR activate any benefits withheld during probation — either from the confirmation date, or backdated to the joining date (raising an itemised arrears amount for payroll).
Confirming also automatically restores full leave entitlement and generates a Confirmation Letter.
Automatic reminders are sent as probation approaches its end date and escalate if it becomes overdue with no decision made.

Promotions & transfers

HR or a manager (for their own team) can propose a Promotion, Transfer, Redesignation, or Demotion — changing designation, department, reporting manager, org-chart position, work location, employment type, and/or salary in one proposal, with a required reason.
The system checks the proposal makes sense, flags a potential reporting loop, and warns (without blocking) if a “promotion” would lower pay or a “demotion” would raise it.
An approver (typically HR) reviews the proposal and can approve, reject, or return it for changes; only one open promotion/transfer can exist per employee at a time.
Once approved, the change applies immediately or is scheduled for a future effective date — updating job details, salary, reporting line, and benefits, and generating a movement letter.
An approved-but-not-yet-applied move can be cancelled; an already-applied one can be reversed if nothing else about the employee's job has changed since — both require a reason and are fully audited.
A complete, dated Job History timeline is kept for every employee, recording every promotion, transfer, correction, and reversal.

Benefits

Company benefits (Provident Fund, Health Insurance, Transport Allowance, etc.) are automatically assigned to every new hire based on employment type, and granted or withheld according to the matching probation policy.
HR has a dedicated screen listing every employee with withheld benefits, and can grant or withhold any individual benefit directly.
Confirming probation can trigger benefit activation, optionally backdated to the joining date with an automatic arrears calculation for payroll.

Offboarding (resignation, termination & exit)

An employee can submit their own resignation from “My Employment” with a reason and a proposed last working day (everyone can resign except the organization's Super Admin).
HR can also initiate a termination directly, choosing an exit type (Performance, Misconduct, Redundancy, Layoff, Contract Expiry, Mutual Separation, or custom) and whether notice is served or paid in lieu.
Every exit case moves through a fixed pipeline: Initiated, Pending Approval, Clearance, Settlement, Documents, Completed (or Withdrawn before it finishes).
Approving a resignation locks in the last working day, moves the employee into Notice Period status, opens their clearance checklist, and cancels any pending or scheduled promotions/transfers.
The clearance checklist tracks return of company assets and other sign-off items; a blocked item can carry a recovery amount deducted from the final settlement.
HR builds a Full & Final Settlement automatically from live data: salary for days worked, leave encashment, gratuity/end-of-service pay, payment in lieu of notice, outstanding loan deductions, blocked clearance items, unreturned assets, and any notice shortfall — with manual adjustment lines addable on top, each requiring a reason. Once approved, the settlement is locked.
Exit paperwork (Experience Letter, Relieving Letter) is generated on demand, alongside an optional exit interview questionnaire.
On the last working day, the employee's account is automatically deactivated and their record marked as Exited.

Letters

Official letters are auto-generated at key moments: a Confirmation Letter on probation confirmation, Promotion/Transfer/Redesignation/Demotion letters when a movement is applied, and Experience/Relieving letters during offboarding.
Every letter is built from an editable template with placeholders filled in automatically, and produced as a downloadable document.
Employees see every letter issued to them in their “My Documents” list and acknowledge it there; a letter tied to a movement that later gets cancelled or reversed is automatically marked void.

Step-by-step: New hire onboarding to confirmation

1HR adds the new employee to the system; onboarding, probation (if applicable) and benefit assignment are all created automatically.
2The new hire signs in and works through the onboarding wizard, saving each step as they go.
3On the final step, the employee confirms everything is accurate and submits the whole onboarding for HR review.
4HR reviews each section and each uploaded document, approving what's correct and returning anything that needs fixing with a comment.
5Once every submitted section is approved, the case completes automatically and the employee's details are copied into their permanent record.
6As the employee's probation end date approaches, HR receives reminders; at the end of probation, HR records a decision — confirming (optionally with a salary revision and benefit activation), extending, or deciding not to confirm.
7On confirmation, the system updates the employee's status, generates a Confirmation Letter, restores full leave entitlement, and activates benefits with backdated arrears sent to payroll if chosen.

How it connects to other modules

Salary & Payroll: promotions/transfers and probation confirmation can carry a salary change, recorded as an auto-approved increment; a locked payroll period blocks changes for that date.
Leave Management: probation can restrict leave entitlement, automatically restored on confirmation; unused leave is encashed as part of an exit settlement.
Assets: any company assets an exiting employee still holds are automatically pulled into their offboarding clearance checklist, and unreturned assets are recovered from the settlement.
Organizational Chart: promotions and transfers can move an employee's org-chart position, department headship, and direct reports.
Performance: probation policies can exclude an employee from performance/appraisal cycles until they're confirmed.
Notifications: nearly every lifecycle event triggers a notification to the relevant people, governed by each person's notification preferences.

Good to know

Only the organization's Super Admin cannot submit their own resignation through self-service, since there is no more senior approver.
An employee can only have one open promotion/transfer at a time.
Managers can only propose (not approve) promotions and transfers, and only for people in their own reporting line — never for themselves.
If an employee is leaving, all of their other open promotions/transfers are automatically cancelled as part of moving them into notice period.
Reversing an applied promotion/transfer is blocked if payroll for that period is already locked, or if something else about the employee's job has changed since it was applied.
HR “override” actions — force-completing onboarding without a full review, or skipping/force-completing an offboarding stage — always require a written reason and are recorded in the audit log.
A settlement must be recomputed (not just edited) if the underlying facts change; recomputing rebuilds every line, including manual adjustments, so a note explaining what changed is always required first. Once approved, a settlement is locked.
Gratuity/end-of-service calculation uses whichever country-specific rule matches the employee's work location, falling back to an organization default rule if no exact match exists.