Employee Request for Experience Certificate via greytHR Request Hub

Updated in February- 2025 | Subscribe to watch greytHR how-to video

An experience certificate is an official document that validates an employee's tenure, role, and contributions in an organization. A structured request workflow for issuing experience certificates ensures timely responses, compliance with company policies, and efficient handling of employee requests.

The greytHR Request Hub automates the experience certificate request process, enabling employees to submit requests easily while ensuring swift approvals and accurate document issuance.

Scenario

Managing experience certificate requests involves verifying employee details, coordinating approvals, and preparing the document. Without a streamlined workflow, the process can lead to delays and administrative inefficiencies.

Parties Involved

• Employee (Requester): Submits the request for an experience certificate.

• Manager (Approver): Reviews and approves the request.

• HR/Admin Team (Issuer): Prepares and issues the experience certificate.

Set Up an Experience Certificate Request Workflow Policy

Admins can configure a customized experience certificate request workflow within the greyt HR Request Hub

 To set up the workflow:

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

1. General Settings

• Click Add Workflow Levels.

• Under General Settings:

1. Select Workflow Type as Request Hub.

2. Add the Policy Name as Experience Certificate Request Policy and provide a brief Policy Description.

3. Select Request Type as Experience Certificate Request. Note: Use the Edit icon to modify request types if needed.

4. Choose the desired Employee Filter to define eligible employees.

• Click Save Policy and Next to proceed.

2. Configure Workflow Levels

• Select the Workflow Initiator as Employee.

• Click Add Task to create a task list for the initiator. Tasks may include:

1. Submitting a request for the experience certificate.

2. Providing necessary employment details (e.g., tenure, designation).

3. Attaching any required documents.

   1. Click Add Form to create a customized form for the reviewer.

   2. Click Save.

   3. Select the Make Attachments Mandatory for Reviewer checkbox if applicable.

   4. 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:

1. Verifying employee details and request validity.

2. Checking for any pending clearances.

3. Approving and issuing the experience certificate.

• Select the required number of levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).

• Select Application Actions based on your requirements.

1. Available actions for reviewers include:

   1. Approve & Forward: Approve the request and forward it to the next reviewer (available when multiple reviewers exist).

   2. Reject: Reject the request (available for all reviewer levels).

   3. 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.

3. 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:

1. Initiator can reopen the workflow.

2. Enable auto-close based on your requirements.

4. Review and Submit

• Click Review and Submit to finalize and create the experience certificate request workflow policy.

5. Activate the Policy

• 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 employee experience certificate request, employees can initiate requests using Request Hub.

How Employees Can Submit an Experience Certificate Request

Employees can initiate an experience certificate request using the greytHR ESS portal as follows:

1. Go to Request Hub.

2. Select the Request Type as Experience Certificate Request.

3. Provide the required details:

4. Purpose of the certificate (e.g., new job, higher studies).

5. Specify the desired format or content, if applicable.

6. Mention the required delivery date, if urgent.

7. Add Remarks or supporting details, if necessary.

8. Attach any relevant documents (e.g., resignation acceptance letter).

9. Add a CC to notify the manager or HR, if required.

10. Click Submit.

Once submitted, the request can be tracked under the Pending tab.

How Managers and HR/Admin Teams Respond to Experience Certificate Requests

For Managers:

1. Log in to the greytHR ESS portal.

2. Navigate to To Do > Review and click Request Hub.

3. Select the required request and click View Details.

4. On the Review Request page:

5. Verify the employee’s tenure and role details.

6. Confirm the completion of exit formalities, if applicable.

7. View previous actions in the Event Timeline section.

8. Click Approve & Forward to forward the request to the HR/Admin Team or Reject with reasons.

For HR/Admin Teams:

1. Access the request through Request Hub.

2. Review the approved details and verify any attached documents.

3. Prepare the experience certificate as per the requested format.

4. Deliver the certificate to the employee (via email or physical copy).

5. Mark the request as Completed once the certificate is issued.

This structured process ensures timely issuance of experience certificates, fostering professionalism and enhancing employee satisfaction.