Updated in September - 2024 | Subscribe to watch greytHR how-to video
Employee confirmation is the official recognition and acceptance of an employee's status after completing a probationary or trial period. This involves assessing the employee's performance, offering feedback, establishing future goals, updating necessary paperwork, and informing about any alterations in employment terms.
Parties Involved
HR Manager
New Employee
IT Department
Manager/Department Head
Finance Department
Employee onboarding is crucial for both the HR admin and the employee for several reasons:
For HR Admin
Guarantees precise and prompt fulfillment of legal and regulatory paperwork.
Sustains systematic and orderly record-keeping for audits and compliance.
Enhances new employee productivity through essential tools and assistance.
Reduces early-stage turnover, thereby conserving time and recruitment expenses.
For Employees
Establishes clear roles and expectations.
Equips employees with essential tools and resources.
Introduces employees to the company culture and facilitates social connections.
Boosts job satisfaction and retention rates.
Watch the Employee confirmation process workflow video to know more.
The Employee Confirmation workflow within greytHR enables admins to personalize workflows for the employee confirmation process. This encompasses defining task lists for reviewers, attaching essential documents, and integrating customized forms. Moreover, these workflows can be configured to initiate automatically upon the employee's confirmation date.
Acknowledgment of confirmation status documented.
Availability of HR management platforms for processing confirmation tasks.
Understanding of post-confirmation policies and obligations includes compliance with employment agreements, company policies, and any updated regulations relevant to their role.
To create an Employee Confirmation Workflow Policy, perform the following actions:
From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.
On the Workflow Levels page, click Add Workflow Levels. The form opens.
Under General Settings, from the Workflow Type dropdown list, select Events.
In the Policy Name text box, enter Employee Confirmation.
In the Policy Description text box, enter a short description for the Employee Confirmation policy.
From the Event Type dropdown list, select the event type as Employee Confirmed.
From the Select Employee Filter dropdown list, select the required employee filter.
Click Save Policy to save the General Settings.
Click Next to move to the Workflow Levels settings.
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.
From the Reviewer Level 1 dropdown list, select the first reviewer.Â
Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the Employee Confirmation Workflow Policy. The actions available for a reviewer are:
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.
Reject: This option is available for all levels of reviewers.Â
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:
In the Task textbox, enter the task name.
In the Description textbox, enter the task description.Â
Click Add Attachment(s) to upload any files related to the task.
Note: You can upload up to a maximum of 5 files.
Click Add Form to add a customized form for the reviewer. The Form Builder pop-up appears.Â
In the Form Title text box, enter the name of the form.
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.
Click Save to confirm the form.
On the Form pop-up, select the Make Attachments Mandatory for Reviewer checkbox as per your requirements.Â
Click Save to complete creating the task.
Note: You can perform the same steps to appoint more than one reviewer.
Click Next to move to Workflow Policy settings.
Under the Workflow Settings, select On the event date to trigger the Employee Confirmation workflow on the specified date of confirmation.
Click Review and Submit to create the Employee Confirmation Workflow Policy.
Note: Reviewer 1 can only accept and forward to Reviewer 2 once the task list is completed.Â
Once you create the Employee Confirmation Workflow Policy, you must configure the dates for the system to trigger the workflows. Since it is an Employee Confirmation Workflow Policy, you can trigger the event on a particular date when an employee gets confirmed.
To activate the Employee Confirmation Workflow Policy, perform the following actions:
From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.
On the Workflow Levels page, click the Filter icon. The Apply Filter pop-up appears.
From the Workflow Type dropdown list, select Event.Â
Click Apply. The created Employee Confirmation Workflow Policy card appears.Â
Click the Activate button on the card. The Activate Policy pop-up appears.Â
From the Effective date of Activating the Policy dropdown calendar, select the required date.Â
Click Confirm. The Employee Confirmation Workflow Policy gets activated.
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.
Pro Tips