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Automate contract expiry process with greytHR Workflows

Updated in September - 2024 | Subscribe to watch greytHR how-to video

The employee contract ends when the job period concludes. This leads to a decision on renewal or termination. 

Renewing contracts involves preparing documents, maintaining records, reviewing benefits, managing notice periods, and gathering feedback. These tasks are, challenging due to the significant manual effort required.

Scenario

An admin receives a notification about an upcoming contract expiry. The employer and employee discuss and decide to renew the contract. The admin then prepares the necessary renewal documents, updates the employee's records, reviews and adjusts benefits and compensation, manages the notice periods for both the current and new contracts, and collects feedback from the employee regarding their experience and any improvements. The admin finds this process challenging due to the manual effort required.

Parties Involved

  • HR Admin/Manager

  • Employee

  • Employer

Importance

For HR Admin/Manager

  • Ensures there are no gaps in employment, maintaining workforce stability.

  • Ensures all legal and regulatory requirements are met, avoiding potential legal issues.

  • Accurate and up-to-date records for organizational management and future reference.

  • Helps manage time and resources effectively, reducing the administrative burden.

For Employee

  • Provides job security and stability.

  • Ensures employees are aware of their new terms, benefits, and compensation, avoiding misunderstandings.

  • Allows employee to give feedback about their experience and suggest improvements.

  • Ensures continuous access to benefits and compensation adjustments without interruption.

Watch the Automate contract expiry process workflow video to know more.

Guidelines for Contract Expiry Management Workflow

greytHR enables admins to efficiently manage contract expiries by streamlining and personalizing workflows. This includes defining tasks for processing contract renewals or terminations, attaching necessary documents, and customizing forms as needed. Workflows can be configured to automatically trigger upon contract expiry.

Initial Requirements

  • Documentation of contract expiry acknowledgment.

  • Access to HR management platforms for processing expiry-related tasks.

  • Understanding of post-expiry policies and obligations, including compliance with employment agreements, company policies, and relevant regulations pertaining to the employee's role.

Create Contract Expiry Workflow Policy

To create an Employee Contract Expiry Workflow Policy, perform the following actions:

  1. From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.

  2. On the Workflow Levels page, click Add Workflow Levels. The form opens.

  3. Under General Settings, from the Workflow Type dropdown list, select Events.

  4. In the Policy Name text box, enter Employee Contract Expiry.

  5. In the Policy Description text box, enter a short description for the Employee Contract Expiry Workflow policy.

  6. From the Event Type dropdown list, select the event type as Employee Contract Expiry.

  7. From the Select Employee Filter dropdown list, select the required employee filter.

  8. Click Save Policy to save the General Settings.

  9. Click Next to move to the Workflow Levels settings.

  10. Select 1 Level/2 Levels/3 Levels/4 Levels/5 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to review the workflow action.

  11. From the Reviewer Level 1 dropdown list, select the first reviewer. 

  12. Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the Employee Contract Expiry Workflow Policy. The actions available for a reviewer are:

  13. Accept & Forward: The Accept & Forward option is available for all levels of reviewers. By selecting the option the workflow action gets accepted. The Forward option allows the reviewer to forward the action to the next-level reviewer. This option is available only if there is more than one reviewer.

  14. Reject: This option is available for all levels of reviewers. 

  15. Click Add Task to add a task list for Reviewer 1. The Create Task pop-up appears. Perform the following steps to create a new task:

  16. In the Task textbox, enter the task name.

  17. In the Description textbox, enter the task description. 

  18. Click Add Attachment(s) to upload any files related to the task.
    Note: You can upload up to a maximum of 5 files.

  19. Click Add Form to add a customized form for the reviewer. The Form Builder pop-up appears. 

  20. In the Form Title textbox, enter the name of the form.

  21. From the Search field list, drag & drop the required form fields and customize the requirements for each field that you want the reviewer to fill.

  22. Click Save to confirm the form.

  23. On the Form pop-up, select the Make Attachments Mandatory for Reviewer checkbox as per your requirements. 

  24. Click Save to complete creating the task.
    Note: You can perform the same steps to appoint more than one reviewer.

  25. Click Next to move to Workflow Policy settings.

  26. Under the Workflow Settings, click Before the event date button. 

  27. From the from the event date drop-down, choose the days you want the event to trigger in advance.

  28. Click Review and Submit to create the workflow policy for Contract Expiry.

Note: Reviewer 1 can only accept and forward to Reviewer 2 once the task list is completed. 

Activate Employee Contract Expiry Workflow Policy

Once you create the  Employee Contract Expiry Workflow Policy, you must configure the dates for the system to trigger the workflows. To ensure that contract expiry is noted in advance and renewed before expiration, you need to trigger the workflow beforehand. 

To activate the Employee Contract Expiry Workflow Policy, perform the following actions:

  1. From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.

  2. On the Workflow Levels page, click the Filter icon. The Apply Filter pop-up appears.

  3. From the Workflow Type dropdown list, select Event. 

  4. Click Apply. The created Employee Contract Expiry Workflow Policy card appears. 

  5. Click the Activate button on the card. The Activate Policy pop-up appears. 

  6. From the Effective date of Activating the Policy dropdown calendar, select the required date. 

  7. Click Confirm. The Employee Contract Expiry Workflow Policy gets activated.

Completion Criteria

  • After you define and activate the workflow policy, the assigned reviewers can review tasks, mark them as completed, or take necessary actions based on their roles as admin or employee.

  • Extract the detailed date-based event workflow policy report through Query Builder.