Updated in February - 2025 | Subscribe to watch greytHR how-to video
Maintaining accurate employee records, including family member details, is crucial for administering benefits like insurance, medical allowances, or other dependent-related policies.
The greytHR Request Hub simplifies this process by allowing employees to submit family member addition requests and allows organizations to automate the review and update workflows.
Managing requests for adding family members to employee records involves collecting the required personal details and supporting documents, verifying the information, and updating the employee’s records.
Employee (Requester): Submits the request to add family members.
HR Team (Reviewer): Reviews and updates employee records to include new family member information.
As admins, you can configure a customized addition of family members' request workflow 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 Family Member Addition Request Policy and provide Policy Description.
Select the Request Type as Addition of Family Member.
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 Family Member Details.
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.
Similarly, you can create a task list for the selected reviewer.
Click Add Task. Tasks may include:
Verify the family member’s details.
Verify the supporting documents.
Update the records.
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 the addition of family members' request activities.
After creating a 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 family member addition requests, employees can initiate requests using the Request Hub.
As an employee, you can initiate a request to add family members from the greytHR ESS portal by going to Request Hub.
Select the Request Type as Addition of Family Member.
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.
Once the request is initiated, it is routed to the HR team for review and approval.
To review and take action on an employee’s family member addition 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.
Upon successful validation, HR updates the family member details in the employee’s records.