Employment changes, positions and probation

Plan promotions, transfers and new reporting lines ahead of time, keep a list of positions, bring former staff back, and confirm or extend probation.

Contents: Who can use it · Screens · Timeline · Future-dated changes · Job change requests · Positions · Grades · Rehire · Probation · Employee IDs · Example · FAQ

Who can use it

Each part has its own permissions on the Roles screen: Timeline (View Timeline), Positions (List, Create, Update, Delete), Rehire (View Rehire Status, Rehire), Job change requests (List, Create, Approve), Probation (List, Confirm, Extend, Update Defaults) and ID formats (List, Update). Employees always see their own timeline.

Timeline, positions, rehire, probation, ID formats and job change requests are on every HR plan. Job change requests are decided through an approval flow. Probation confirmation is also decided only through an approval flow: set up a flow for Probation confirmation first, or confirming is refused.

Where: HR → Probation, HRM → Positions and HRM → Employee IDs and probation. Everything else is on the employee profile (HRM → Employees, open a person).

The screens

Screen	What you do there
Profile tab Timeline	Everything that happened in the person's employment, newest first
Profile tab Job history	Record change (HR, applies directly) or Request change (goes for approval)
Profile tab Employment	Employment details, probation status, Confirm employee, Extend probation, and Rehire for former staff
Positions	The seats of the organization and their budgeted FTE
Probation	Who is nearing the end of probation
Employee IDs and probation	Employee ID formats and Probation defaults

The Timeline tab

The Timeline tab lists joining, job changes, pay revisions, leave, documents and letters in one list. Use the chips Milestones, Job, Pay, Leave, Documents and Letters to show only some kinds. A change dated after today has a Scheduled tag. Click Load more for older entries. Pay, documents and letters only show if you may see them. For a rehired person, the earlier employment continues in the same list.

Future-dated changes

On Job history, click Record change to open Record job change. Pick Effective from and a Reason, then change only what is new. Under Placement: branch, Worker type, department, Designation, Grade, Position, FTE, Standard hours (hours per week), Cost center and Business unit. Under Reporting line: Reports to, Dotted-line manager and HR partner. Click Record change.

• A date today or earlier applies at once. A later date waits, and the change applies automatically early in the morning of that day.
• The previous period ends the day before the new one starts. Fields you did not touch carry over.
• A branch change is also recorded as a transfer.
• A change dated into a locked payroll period gets a Needs retro tag, so payroll can correct it.

Pay works the same way on the Compensation tab (see Employees).

Job change requests

Managers who may not change job records directly ask for a change instead.

1. On Job history, click Request change. Request a job change opens.
2. Choose the Kind of change: Promotion, Demotion, Transfer, New reporting line, Role change or Other.
3. Set Effective from and fill in only what should change: designation, grade, department, branch, Reports to, FTE.
4. Explain "Why this change?" in Notes and click Send for approval.

Nothing changes until the last approver approves. Then the change is written on the requested date (or later, if the date is still ahead). Approvers decide it in HRM → Leaves → Approval inbox; you follow it in HRM → Leaves → Approval requests (Sent by me), where you can also Withdraw it. Only one request per employee can wait at a time. A demotion, a lower grade level or less FTE is marked as lowering pay, so your approval flow can add an extra step.

If no approval flow exists for job changes, people who may record changes themselves get the change applied straight away. Anyone else sees "Job changes are not set up for approval yet. Ask HR to add an approval flow for them."

You can also request a new reporting line from the Org chart by dragging a person onto their new manager.

Positions

Positions lists the seats you plan for, with totals for Positions, Budgeted FTE, Filled FTE and Vacant FTE. Filter by status or tick Only vacant.

1. Click New position.
2. Enter Code (for example ENG-01) and Title. Optionally pick department, designation, branch and Reports to position.
3. Set Budgeted FTE (1 is one full-time seat; 0.5 is half) and the status: Open, Frozen or Closed. Click Save.

To fill a position, pick it in the Position field of Record job change. Only open positions are offered, and the person takes the position's department and designation unless you set others. Headcount is counted from job records, so it never drifts. Over budget means more FTE is filled than budgeted. Delete appears only when nobody sits in the position.

Grade level and band

Grades are set up in HRM setup on the Grade tab. Besides the name and pay range, a grade has a Level (higher is more senior), a Job family and a Band (for example Professional). Approval flows use the level to tell a promotion from a step down.

Rehire

The Rehire card appears on the Employment tab of a former (inactive) employee.

• Eligible for rehire is Eligible, Not eligible or Not decided, with a Note. It is set when the exit is completed in Offboarding and can be changed here.
• Click Rehire to open Rehire this person. Choose the Joining date (not before the leaving date). Keep the employee ID reuses the old ID (the earlier record keeps it with a -P suffix); switch it off to type a New employee ID or take the next one from the format. Designation, department and branch keep the previous value if empty.
• For someone marked Not eligible, fill in Reason for rehiring anyway.

The rehire creates a new employment linked to the old one. Profile, login and history carry over; probation starts again. The card lists every earlier employment, with This employment marking the one you are viewing.

Probation

Probation lists people whose probation ends within the chosen window (Next 7 days to Next 90 days), soonest first, including those already past the end (for example 5 days over). Click a row to open the person's Employment tab.

On the Employment tab, the Probation card shows the status (In probation, Ended, not confirmed, Confirmed or No probation), the Length, Ends on, and the legal maximum from your country pack if one is on file.

• Confirm employee: choose the Effective date, add notes and click Confirm employee. The card shows Waiting for approval until the approval flow decides, and Withdraw pulls it back; once approved, the confirmation date is set and a job history entry is added. If no approval flow covers probation confirmation, nothing is saved and the page says "Probation confirmation is not set up for approval yet. Ask HR to add an approval flow for it."
• Extend probation: enter the New length (days) and a reason. It must be longer than today's length and within the legal maximum. Past extensions are listed under Extensions.

Employee IDs and probation defaults

Employee ID formats tab: click New format. Give it a Name, choose Applies to (a legal entity, or Whole organization), and set Prefix, Entity code, Year (No year, 2 or 4 digits; the number restarts each year), Separator, Number length and First number. The Next ID preview updates as you type. Only one Active format per legal entity, plus one for the whole organization. Changing or deleting a format never rewrites existing IDs.

Probation defaults tab: pick a Legal entity and Worker type (or leave both open for everybody), enter Days and click Save. New employees get the most specific match. With no default, new employees start without probation.

Example scenario

Padma Net Support promotes Nusrat Jahan to Senior NOC Engineer from 1 January. Her manager, Kamal Hossain, opens her Job history, clicks Request change, picks Promotion, sets grade G5 and the new designation, and sends it. HR approves it in December. Her Timeline shows the change with a Scheduled tag, and on 1 January her profile updates by itself. Meanwhile, the Probation list shows new joiner Arif Hasan ending in 12 days; HR clicks Confirm employee.

Tips

• Set up approval flows for job changes and probation confirmation before managers start using them.
• Create the ID format before adding staff, so every new employee gets an ID.
• Check Probation weekly. Rows marked "days over" have passed probation without a decision.

Troubleshooting and FAQ

"Probation confirmation is not set up for approval yet." No approval flow covers probation confirmation, and confirming always needs one. Add a flow for Probation confirmation under HRM → Leaves → Approval flows (every plan), then confirm again.

"A job change for this employee is already waiting for approval." Wait for the open request to be decided, or withdraw it.

I cannot pick a position. Only Open positions are offered. Set the position to Open first.

The extension is refused. The new length is above the legal maximum for the entity's country. The message names the source.

No Rehire card. The person is still active, has already been rehired, or you lack the rehire permission.

Related pages

Employees · Org chart and directory · HRM setup · Offboarding · Onboarding · Payroll runs