Updated in February - 2025 | Subscribe to watch greytHR how-to video
Maintaining accurate employee address records is essential for effective communication, payroll processing, and compliance with statutory requirements. By automating the address change request process through the greyHR Request Hub, organizations can improve accuracy, reduce manual effort, and ensure that employee records are kept up-to-date in a timely and transparent manner.
The greytHR Request Hub feature allows employees to request changes to their address information through a streamlined and efficient process.
Managing address change requests involves collecting the new address details, validating them, and updating the employee database. Automating this process ensures efficiency and reduces errors, providing a seamless experience for both employees and HR teams.
Employee (Requester): Submits the address change request.
HR Team (Approver): Reviews, approves, and updates the address in the employee database.
As an admin, you can configure a customized workflow for address change requests within the Request Hub.
From the greytHR Admin portal, go to Workflow > Setup > Workflow Levels.
Click Add Workflow Levels.
Under General Settings:
Select the Workflow Type as Request Hub.
Add the Policy Name as Change in Address Request Policy and provide a Policy Description.
Select the Request Type as Change in Address.
Note: You can click the Edit icon to add or modify request types according to your company’s requirements.
Choose the desired Employee Filter.
Click Save Policy and Next to proceed to the Workflow Levels settings.
Select the Workflow Initiator as Employee.
Click Add Task to create a task list for the initiator. Tasks may include:
Submit new address.
Submit any proof for new address.
Click Add Form to create a customized form for the reviewer.
Click Save.
Select the Make Attachments Mandatory for Reviewer checkbox if applicable.
Click Save to finalize the task creation.
Note: Repeat these steps to add more tasks for reviewers.
Similarly, you can create a task list for the selected reviewer.
Click Add Task. Tasks may include:
Verify the new address details.
Validate the supporting documents.
Note: Repeat these steps to add more tasks for reviewers.
Select the required number of Levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).
Select Application Actions based on your requirements. Available actions for reviewers include:
Approve & Forward: Approve the request and forward it to the next reviewer (available when multiple reviewers exist).
Reject: Reject the request (available for all reviewer levels).
Auto-forward Due Days: Specify the number of days after which, if no action is taken by the reviewer, the task automatically moves to the next-level reviewer.
Click Next to proceed to Workflow Policy settings.
Select the Escalation Duration and Escalation Point. If the final reviewer does not take action within the specified duration, the request escalates to the designated escalation point.
Enable Initiator Actions, such as:
Initiator can reopen the workflow.
Enable auto-close based on your requirements.
Info: If you enable auto-close, define the auto-close duration. The system calculates the duration from the request initiation date.
Click Review and Submit to finalize and create the workflow policy for training requirement request activities.
After creating a Request Hub policy, you need to activate it to reflect in the greytHR ESS portal. Click the Activate button on the policy card and choose the required date.
You cannot edit the policy after activation, but you can delete it by clicking Delete. The request also gets deleted from the greytHR ESS portal.
After creating a workflow for address change requests, employees can initiate requests using the Request Hub.
As an employee, you can initiate an address change request from the ESS portal by navigating to Request Hub.
Select the Request Type as Change in Address.
Add Remarks and set the Priority Level.
Add a CC to notify the manager, if necessary.
Complete the task, Mark as Completed, and save the changes.
Click Submit.
The request is routed to HR for review and validation.
To review and take action on an address change request, HR representatives can log in to the greytHR ESS portal and go to To Do > Review.
Click Request Hub.
Select the required request and click View Details.
On the Review Request page, complete the assigned task if any.
Note: You can view the previous actions under the Event Timeline section.
Click Accept/Reject.
Once the address change is updated, the employee receives a notification confirming the same.
This structured process ensures that address change requests are handled securely and efficiently, minimizing errors and maintaining up-to-date employee records.