Processing probation records as HR manager

Processing probation records as HR manager

Menu Path : HR Manager > Employee Details
Accessible to : HR Manager

HR Managers can review the status of all the employee records which are pending, in process or have completed the probation process.


Probation End Date (System) - this is the end date which is recommended as per the probation policy

Probation End Date (Updated) - this is the end date which has been updated during the probation confirmation process

Pending With - If the probation feedback from employee is mandatory and it has not been given then it will show employee name in pending with column. If assessor has not been mapped then it will show as pending with HR Manager. If employee has submitted the feedback or if employee feedback is optional then it will show the Assessor name in this column.

The actions which are possible on a record depend upon the status and also the type of process which has been configured. For example, it might be allowed for the HR Manager to confirm the employee even without receiving any inputs in a company or the authority to confirm an employee might be with the Assessor.

If there is an approved separation request for the employee the Status column shows it and system does not allow the HR Manager / Assessor to confirm the employee's employment status.

Three cases which need HR manager's attention are detailed below.

Case I : Manager recommends confirmation

In this case HR Manager does not need to do anything. The confirmation letter gets automatically generated and emailed to employee. HR Manager gets an alert informing him of the event. HR Manager can regenerate the letter again. HR Manager can download the probation feedback form also from here as shown in below images.

Case II: Manager recommends extension

In this case HR Manager has the option of approving or rejecting the requested extension. If the HR Manager chooses to reject the extension request then he has to change the status to either Confirmed or Request Separation.


Case III : Manager recommends separation


In this case HR Manager has three option
1. change the status from "Separation Requested" to "Probation Confirmed"
2. change the status from "Separation Requested" to "Extension
3. to retain this status - in which case a separation request will have to be independently created

To do either of the first two actions listed above click on "Edit" action button from the drop-down.


And select the required option. If you request extension then you will have to provide the number of months for which the extension is to be applied.


Refer to the article on Management Initiated Separation for more details.

Note :
1. If the managers or HR manager finalize the status as Request Separation no alert is sent to the employee. The probation status tab on My Profile is hidden.
2. If multiple assessors are configured then unless all assessors have given their inputs the status will not be updated.


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