Onboarding & offboarding
Your workspace tracks the full employee lifecycle. When you add a new hire, an onboarding pipeline is created automatically. When someone leaves, you open a separation that walks HR through a clearance checklist and a one-click final settlement. This page covers both.
- Onboarding lives at
/admin/onboarding - Probation confirmations live at
/admin/employees/probations - Offboarding lives at
/admin/offboarding
Onboarding
The pipeline is created for you
You do not start onboarding by hand. The moment you create an employee, a pipeline with a default checklist is spawned for them and appears under Onboarding (/admin/onboarding). Each pipeline shows the employee, designation, joining date, a status, and a progress bar.
A pipeline starts in one of two statuses depending on the joining date:
| Status | Meaning |
|---|---|
| Preparing | Joining date is still in the future. |
| Day 1 | Joining date has arrived. |
| Ramping | At least one task is done and the employee has joined. |
| Completed | All required tasks are done or waived. |
| Cancelled | Pipeline was closed without completing. |
The status advances on its own: Preparing flips to Day 1 once the joining date passes, and the pipeline auto-completes when every required task is finished.
The default checklist
Every new pipeline is seeded with the same twelve tasks. Due dates are set relative to the employee's joining date (some fall before day one).
| Task | When it's due | How it's done |
|---|---|---|
| Send pre-joining email | 7 days before joining | Click Run to send the welcome + documents email |
| Prepare computer | 2 days before joining | Manual — tick it off yourself |
| Create HRM user account | Joining day | Closes itself once a login exists for the employee |
| Assign salary structure | Joining day | Opens /admin/payroll/salaries; closes when a salary is assigned |
| Create employment contract | Joining day | Opens /admin/contracts/create; requires a salary structure first (the contract states the same gross salary payroll pays); closes itself once a contract exists |
| Contract accepted or signed | Joining day | Opens /admin/contracts; closes itself once the employee accepts in their portal or HR uploads the signed copy |
| Enroll on biometric device | Joining day | Click Run to push to the attendance device |
| Issue assets (computer, SIM, badge) | Joining day | Opens /admin/assets; closes once any asset is issued |
| Day-1 orientation | Joining day | Manual |
| Send welcome email | 1 day after joining | Click Run to send |
| Confirm leave group assignment | 3 days after joining | Opens /admin/leave/groups; closes when a leave group is set |
| Schedule probation review | 30 days after joining | Closes when a probation appraisal exists (see below) |
Contract accepted or signed is the task that activates the employee. Until it is done, they stay New (Pending Activation) and are excluded from payroll, attendance, and leave. See Employees for statuses and activation, and Contracts & HR letters for the two ways a contract gets signed.
Tasks come in three kinds:
- Manual — you mark them done.
- Action — they have a Run button that performs the step (send an email, push to biometric, schedule the probation review).
- Link — they open the relevant admin screen so you can complete the work there.
When new default tasks are added to the product, onboarding pipelines still in flight pick them up automatically — opening a pipeline backfills any checklist items it is missing, with due dates computed from the joining date. Completed or cancelled pipelines are history and are never touched, and backfilling only ever adds tasks — it never alters or reopens existing ones.
Tasks that complete themselves
Several tasks watch the real state of your workspace and close automatically. Each time you open a pipeline, the system re-checks whether the underlying work is already done and ticks the task off — for example, it marks Assign salary structure done once an active salary assignment exists, Create employment contract done once any contract exists for the employee, Contract accepted or signed done once a contract is accepted electronically or a signed copy is on file (its summary notes that the employee was activated), Issue assets done once any asset has been handed to the employee, and Enroll on biometric device done once the record is on a device.
Auto-checks only ever move a task forward to Done. They never re-open a task you completed and never override one you Waived.
You can also assign a task to a specific user; they receive a notification email. When all required tasks are Done or Waived, the pipeline is marked Completed and a completion email goes to the employee.
Managing onboarding requires the onboarding.manage permission; viewing requires onboarding.view.
Probation & confirmation
New hires with a probation end date appear on the Probations page (/admin/employees/probations). It lists everyone still on probation, when their probation ends, and how many days remain — overdue people are flagged in red. Use the Include overdue toggle to show or hide those whose probation has already lapsed.
Reminders and automatic scheduling
You don't have to watch this list every day. A daily job (09:15, workspace time) does two things:
- Reminder digest — emails HR a summary of every employee whose probation ends within the next 14 days (and any already overdue).
- Auto-schedule the probation review — when probation is within 30 days, it creates a "Probation Review" appraisal cycle for that person automatically, provided you have an active probation appraisal template. This is the same step the onboarding checklist's Schedule probation review task performs.
Confirming an employee
When probation is over, click Confirm next to the employee. A dialog lets you:
- Set the Confirmation Date (defaults to today).
- Leave Auto-issue confirmation letter and email to employee ticked (recommended).
On confirm, the employee is stamped as confirmed, a confirmation letter is generated through HR Letters (using your active confirmation-letter template), and the employee is emailed — with the letter PDF attached when one was issued.
Confirming requires the employees.confirm permission.
An employee can only be confirmed once. If you re-open the dialog on someone already confirmed, the action is rejected.
Offboarding
Offboarding is handled through separations at /admin/offboarding. Each row shows the employee, separation type, dates, clearance progress, and the final settlement amount once paid.
Start a separation
Click New Separation and fill in:
| Field | Notes |
|---|---|
| Employee | Search active employees by name, code, or email |
| Type | Resignation, Termination, Retirement, End of Contract, Death, or Absconding |
| Notice Date | Optional |
| Separation Date | Required |
| Last Working Day | Optional |
| Reason | Internal notes only — not shown to the employee |
Creating the separation notifies HR and the employee (sent to both official and personal email, since the official mailbox is often disabled around separation).
An employee can have only one open separation at a time, and someone already marked separated cannot have a new one started. Settle or cancel the existing record first.
The clearance checklist
Every separation opens with a six-item clearance checklist. Three items are auto-flagged — they reflect live data and refresh each time you open the record:
| Auto-flagged item | Marked done when… |
|---|---|
| Assets returned | No company assets are still issued to the employee |
| Loans settled | No outstanding loan balance remains |
| Provident Fund settled | A PF settlement type has been chosen (at settlement time) |
The other three are manual — HR ticks them off: IT access revoked, Knowledge transfer, and Exit interview.
Because auto-flagged items track real state, you cannot simply tick them Done — you resolve the underlying work (return the assets, clear the loan) or mark the item Waived with a note. As items are completed, the clearance status moves from Pending to In Progress to Ready to Settle. Only when everything is Ready to Settle can you complete the settlement.
Preview the settlement
The separation detail page shows a live Settlement Preview so you can see the numbers before committing:
- Years of service and last basic salary (from the current salary assignment).
- Leave encashment — unused, encashable leave balance × the per-day rate, itemised by leave type.
- Gratuity — computed as last basic × years of service, subject to your workspace's eligibility rule (5 years in Pakistan). Employees below the threshold accrue none.
- Provident Fund balance.
- Outstanding loans.
Complete the final settlement
Click Complete Settlement to finalise. In the dialog you choose how to handle the Provident Fund and whether to issue the experience certificate:
| PF settlement type | Effect |
|---|---|
| Full withdrawal (paid to employee) | PF balance is paid out and added to the cash settlement |
| Transfer to another PF trust | PF is moved to a named trust — you must enter the recipient |
| Forfeit (write-down to zero) | PF is written off and paid to no one |
The final cash payout is:
final cash = leave encashment + gratuity + (PF only when withdrawal) − outstanding loans
You can override the auto-computed gratuity (for example, forfeiting it on a misconduct termination), and untick the experience-certificate option if you don't want one issued.
Completing settlement is permanent. In one step it writes the PF ledger entry, records leave encashment, posts the payout as a (non-taxable) payroll adjustment for the current month, and flips the employee's status to separated. If the net comes out negative — loans exceed everything else — it is posted as a deduction the employee owes. Separated is a terminal status written only by settlement — it cannot be picked by hand from the profile status control, and a separated employee can no longer be assigned a salary structure.
After settlement, the experience certificate is generated through HR Letters and the employee is emailed a summary of the settlement with the certificate PDF attached (sent to official and personal email).
Account closure and the grace period
A configurable grace period (default 30 days, set under /admin/settings/offboarding) governs when the person's access to your workspace ends. What closes at the end of it is the membership in your company — not necessarily the person's whole account:
- Sign-in email is a personal address — the account stays active after the membership closes, ready for a future employer on the platform (and any other companies they belong to are untouched).
- Sign-in email is a company-owned official address and no other active membership remains — the whole account goes dormant at closure: login and password reset stop working. This protects the person if your company later recycles that mailbox to someone else. A dormant account is revived only by a new invitation/membership, with a forced password setup.
The seeded "account closing soon" warning email tells employees who sign in with a company address to switch to a personal one before closure (My Account → Sign-in & Security at /profile). Under the official-email-locked sign-in policy, that switch becomes possible at separation — the grace period exists precisely so it can be used.
Managing separations requires the offboarding.manage permission; viewing requires offboarding.view.
What HR sees by email
| Event | Who is notified |
|---|---|
| Onboarding started | HR |
| Onboarding task assigned | The assigned user |
| Onboarding completed | The employee |
| Probation ending soon | HR (daily digest) |
| Employee confirmed | The employee (with letter) |
| Separation initiated | The employee and HR |
| Clearance completed | HR |
| Final settlement paid | The employee (with certificate) |