Onboarding, offboarding and probation reviews that land on the right desk

When a new member accepts their invitation to your organisation, HRMS raises their onboarding checklist. Each item can name who usually does it and carry a short note on how to do it right, and every tick records who made it and when. A checklist is ticked over days, often by more than one person, so it can be saved as progress without closing the step.

The joiner has their own part to do, and it comes first. Before they see the rest of the app they go through a short flow under your organisation’s logo: a welcome, their personal and bank details, any contracts waiting for them to review and sign, and the documents you ask them to upload.

The member’s profile carries an Onboarding & offboarding card: for each checklist, where it stands, who has it and how much is ticked. HR does not have to ask around to know whether the laptop was handed over.

Deactivating a member raises two offboarding checklists — one for HR and one for the manager — so access, equipment and handover do not depend on one person’s memory. Deactivation asks for an exit type: voluntary (resigned, contract ended) or involuntary (terminated). The exit type sets the order of the steps: on an involuntary exit the security-critical steps come before the conversation; on a voluntary one they close on the last working day.

If a checklist was not raised at deactivation, the next morning’s sweep raises it. A step with nobody to give it to — no reporting manager, no department head — is flagged as such on the profile instead of sitting unassigned. Final pay for a leaver is prepared separately, as a final settlement in Ledgr.

HR’s probation list is worked out from each member’s start date and your probation length, in four tabs: Due, Overdue, Upcoming and Needs attention — no start date, a review nobody could be assigned to, or a decision that failed to apply. Each row has the two actions that matter: confirm the member as permanent from an effective date, or extend probation by whole months, with extra leave days if the extension carries them. A probation end that passes changes nothing by itself; the member stays on probation until someone decides.

The review starts ahead of the end date by a lead time you set, from 1 to 90 days, reminders nudge people as a step’s due date nears, and HR is reminded by email. The review runs as a process — typically the manager’s evaluation, then HR’s decision — and when it completes, the evaluation is kept as a PDF on the member’s profile and the employee can read their own copy. A banner on the list links straight to the members on probation who have no reporting manager, so no review stalls for want of someone to give it to.

Each process is drawn as a flowchart: Start, one card per step joined by connectors, then End. A step is a form to fill, a decision to make or something to acknowledge, and it goes to the reporting manager, the department head, anyone with a given permission or role, named people, or the person under review — with up to five fallbacks for when the first choice is missing — and gets a number of days to be done in. Each decision is a row that says where it leads: the next step, a named step further on or back, or End. A decision can also apply an action from a fixed catalogue, so nothing can be wired up that the platform cannot carry out. Drag a card by its grip to reorder the steps.

Forms are built separately and reused across processes, with short and long text, number, date, choose-one, yes/no, rating and checklist fields. A field’s key is fixed when it is first saved, so renaming a question never orphans the answers already given, and a review in progress keeps the frozen copy of the form it started with. HR can create a new process, start one by hand for a member from their profile, switch a process off, or delete it.

Every member has My Tasks, because anyone can be an assignee — a line manager evaluating a report may hold no HR permission at all. A task shows the subject’s facts, every step so far with its answers and, when it is your turn, the form and the decision. A checklist task shows how far it has got as “N of M”. A step can be reassigned when the manager has left, is away or was simply the wrong person, though never to the person under review, and a notification links straight to the task.