Human Resources · Reference

End-to-end workflows

How work moves through Human Resources from start to finish, who does each step and what the system does in response.

On this page (19)

New employee to system user Profile change maker-checker Document expiry to renewal campaign Transfer and headcount Candidate to offer to hire to employee to contract Pay change with two-person approval, retroactive Offboarding to final settlement Dispute hold on a leaver Benefit enrolment and end Annual leave: request, approval, balance and report Accrual plan: author, independent review, in force, monthly run, year end Manual balance correction with a second approver Missed swipe to payable day Weekly timesheet with variance From working week to schedule and absences Expense claim to settlement Trip with advance settled by its claim Company card statement to claim Performance review (API only)

New employee to system user

Who: HR officer A, HR manager B, system admin C

#	What the person does	What the system does
1	A: Employees > New employee: EMP-T010, legal name, join date today; Save	Draft employee created
2	B: Overview > Private information: nationality, date of birth; IDs & visas: Emirates ID 784-1990-7654321-2 with expiry; Documents: Residence visa + required Labour card	Private data saved; no 'Required and missing' banner
3	A: Job & pay > New assignment (department, position, calendar, contract type, manager, FTE 1, from today); Activate assignment	Assignment Active
4	A: Job & pay > New contract (structure, probation 6); Put in force	Contract In force with probation end
5	A: Actions > Activate employee; acknowledge the warnings; Confirm	State Probation; Access tab shows Access request Pending
6	C: Administration > System users > New system user > pick EMP-T010 (or link on the user's Employee tab); then decide the access request Fulfil	Login linked; request Fulfilled; A cannot fulfil a request A raised ('You cannot decide a request you raised.')
7	Sign in as the new user; open Employees > My HR	Own record, documents with numbers and leave balances shown

Profile change maker-checker

Who: Employee E (linked login), HR manager B, HR manager D

#	What the person does	What the system does
1	E: My HR > Request a profile change: personal phone + emergency phone, reason; Submit	Pending; form shows Withdraw
2	E (also holding hr.private.manage, if available) opens Approvals	Own request is not listed; deciding it by API -> 'A different HR user must decide this request.'
3	B: Approvals > Profile change > Reject with no reason	Reject disabled / 'Say why you are rejecting this.'
4	D: Approvals > Approve	Employee's private phones updated; revision +1
5	E: My HR	New values shown; notification 'Profile change approved'; can submit a new request again

Document expiry to renewal campaign

Who: HR manager B, employees E1 and E2, HR manager D

#	What the person does	What the system does
1	B: Reporting > Document expiry > 31-60 days	E1's and E2's visas listed (no numbers)
2	B: Reporting > Renewal campaigns: name, Expiry from/to covering both; Preview recipients	Eligible 2 grouped by type
3	B: Launch campaign	History shows 'launched', Recipients 2; E1/E2 get '<type> renewal requested'
4	E1 and E2: My HR > Request renewal with new expiry and a PDF; Submit	Both pending; recipients 'submitted'
5	B: Approvals > type Document renewal	Both renewals listed with the new expiry; the new number is not shown in the inbox
6	D: approve E1, reject E2 with a note	E1's document updated, E2's unchanged; campaign 'completed'; both notified

Transfer and headcount

Who: HR officer A, report viewer R

#	What the person does	What the system does
1	A: Employee in Sales > Actions > Transfer from a date (today + 1) to an Ops position, reason	Sales assignment ends today, Ops starts tomorrow
2	R: Headcount & FTE as of today	Employee counted in Sales
3	R: Headcount & FTE as of tomorrow	Employee counted in Ops; total headcount unchanged
4	A: open History > Timeline	Transfer entry with reason and dates

Candidate to offer to hire to employee to contract

Who: HR recruiter A (recruit.manage, pay.manage, employee.manage, private.manage, contract.manage), HR approver B (recruit.approve), line manager

#	What the person does	What the system does
1	A: Hiring > Candidates > New candidate: Layla Hassan, Source Referral, passport P1234567, Position Sales executive; Save; Screen	Candidate CAN-nnnn, status Screening; not visible in the Employees directory
2	A: Hiring > New hire > step 1 pick the candidate; step 2 fill the offer (start 2026-11-01, contract Limited, probation 6, BASIC 9000 + HOUSING 4000 + TRANSPORT 800); Save offer; Submit for approval	Offer Submitted; total 13,800.00 AED per month; seat reserved from the start date; flow shows 'Waiting for approval'
3	A tries to approve their own offer (API); B: Offers > open the offer > Approve	A refused 'You cannot decide an offer you prepared.'; B: Approved; candidate becomes Offered
4	A: Record acceptance (before the offer's expiry date)	Offer Accepted; flow moves to step 3
5	A: step 3 employee number blank, work email; step 4 default checklist; step 5 Create employee	Employee Draft, assignment Active, draft contract with the three pay lines, onboarding tasks dated from 2026-11-01; offer and candidate Hired
6	A: open the employee > Job & pay > Contracts > open the draft contract; Put in force	Contract In force; probation ends 2027-04-30
7	A: Actions > Activate employee; acknowledge any required-task warnings	Employee state Probation; access request raised; second hire of the same passport refused with 'Nobody is hired twice.'

Pay change with two-person approval, retroactive

Who: HR payroll officer A (pay.view, pay.manage), HR pay approver B (pay.approve), payroll specialist

#	What the person does	What the system does
1	A: Pay & benefits > Pay changes > New change: EMP-T010, Salary, BASIC, effective 2026-08-01 (a frozen period), new 9900.00, reason 'Annual review'; Save	Draft; before 9,000.00, new 9,900.00, difference +900.00
2	A: Submit for approval	Submitted; Retroactive banner names the frozen periods; request cannot be edited
3	A tries Approve (API); B: Approve	A refused 'A pay change is approved by somebody other than whoever wrote or submitted it.'; B: Approved
4	A: Apply without ticking the acknowledgement	Refused with the frozen period names; nothing written
5	A: Apply with the acknowledgement ticked and a reason	Applied; new version written; one adjustment of +900.00 per frozen period from Aug queued; frozen payslips unchanged
6	Payroll: open the next open run	Queued adjustments appear as supplemental lines; Pay history on the employee shows both versions

Offboarding to final settlement

Who: HR officer A (offboard), HR approver B (offboard.approve, hold.manage), payroll officer

#	What the person does	What the system does
1	A: Offboarding > Terminations > Start offboarding: EMP-T010, Resignation, notice today, last day in 18 days; read the preview; Give notice	Termination Draft; employee state Notice; preview showed notice required 30, served 18
2	B: open it > Approve (A is refused)	State Notice; clearances for each required department, recoveries, leave freeze and access cutoff set up
3	A: request a notice waiver with a reason; B: Decide the notice waiver > Approve	Notice item Waived (decided by B, not A)
4	Departments: A records each clearance; asset returned; advance set to Recover from final pay; Freeze leave; Freeze inputs	Guard checklist shows only 'Last day reached' blocking
5	A: Move to cleared; on the last day A: Terminate	State Terminated; employee Terminated; sign-in revoked; payroll told through the termination event
6	Payroll: prepares and posts the final settlement	HR Settlement tile shows Posted then Paid; no amounts visible in HR
7	A: Close	Refused while Posted; allowed once Paid; state Closed

Dispute hold on a leaver

Who: HR manager A (hold.manage), HR manager B (hold.manage), HR officer C (offboard)

#	What the person does	What the system does
1	A: Offboarding > Dispute holds > Place hold: employee on notice, Legal, reason	Hold Open; attached to the employee's termination; Holds counter 1
2	C: bring the termination to Cleared and press Terminate	Refused: 'No dispute hold: 1 open hold(s)'
3	A tries to Release; B: Release with a note	A refused 'A different person must release a hold you placed.'; B: Released, kept in history
4	C: Terminate	Terminated

Benefit enrolment and end

Who: HR payroll officer A (pay.manage), approver B (pay.approve)

#	What the person does	What the system does
1	A: Benefit plans > New plan MED-GOLD (employee 150.00, employer 300.00, mapped components, expatriate, 12 months)	Plan Active
2	A: Pay changes > New change: Benefit, MED-GOLD, effective 2026-11-01; reason; Submit	Shares shown from the plan; eligibility checked
3	B: Approve; A: Apply	Versions written for the employee deduction and employer cost lines; payroll picks them up from 2026-11-01
4	A: second change with End this benefit, effective 2026-12-01; B approves; A applies	Shares go to 0.00 from 2026-12-01; history keeps both

Annual leave: request, approval, balance and report

Who: Aisha (employee), Hana (HR, deciding), Omar (manager), Hamdan (report)

#	What the person does	What the system does
1	HR: Time off > Request leave for Aisha, Annual leave Thu 15 Oct - Tue 20 Oct 2026	Quote shows 4 chargeable days of 6 asked, balance 10, after approval 6; request goes Pending; nothing deducted
2	Check Leave balances for Aisha	Balance 10, Pending 4; a second request would only see 6 available
3	Hana (a different person from Aisha) opens Employees > Approvals and approves	Request Approved; one 'used' row of -4; payroll period 2026-10; notification sent
4	Open Leave balances and the Leave ledger movements for Aisha	Balance 6; Used shows 4 this year; the movement row names the request
5	Aisha asks to cancel from My HR; Hana approves the cancellation	A 'cancellation' row of +4 returns the days; balance 10; payroll adjustment queued if the period was frozen
6	Hamdan runs Reporting > Leave ledger for the month	Opening + Accrual - Used - Expired + Adjustments = Closing for every row; Reconciles Yes

Accrual plan: author, independent review, in force, monthly run, year end

Who: Hana (author, hr.configure), Hamdan (reviewer, hr.leave.policy.approve)

#	What the person does	What the system does
1	Hana creates plan ANNUAL30: 2.5 a month, cap 30, prorate by FTE, carryover capped 5 lapsing after 3 months, with a legal source	Plan v1 Configured; cannot post
2	Hamdan adds his own worked cases (FTE 1 -> 2.5, FTE 0.5 -> 1.25) and clicks Approve plan	All cases Match; plan Approved with a content hash; Hana could not have done this
3	Hana puts the plan in force from 1 Nov 2026	Status In force; five checks ticked
4	Hana previews then runs the accrual As of 30 Nov 2026	Aisha +2.5, part-timer +1.25; run in history; running again skips everyone as 'already run'
5	On 31 Dec 2026 Hana closes the leave year for the plan	A balance of 12 carries 5 (expiring 31 Mar 2027) and lapses 7; balance 5
6	Hana runs Expiry as of 1 Apr 2027	Unused carried units lapse as 'expired' rows; Leave balances shows them in Expired

Manual balance correction with a second approver

Who: Hana (asks), Hamdan (decides), Aisha (employee)

#	What the person does	What the system does
1	Hana: Allocations & adjustments > New request, Allocation +2 for Aisha, lapses 31 Dec 2026, reason 'Worked 2 Dec'	Request Pending; balance unchanged
2	Hana tries to approve her own request	403 'A different HR user must decide this request.'
3	Hamdan approves	One ledger row +2 with expiry; balance up by 2; the request keeps the ledger entry id
4	Hana asks for an adjustment of -1.5 and withdraws it before a decision	Request Cancelled; ledger untouched
5	Hana asks again; Hamdan rejects with a reason	Rejected; ledger untouched; reason visible

Missed swipe to payable day

Who: Aisha, Omar (manager), Hana (hr.attendance.manage), Hamdan (hr.attendance.approve)

#	What the person does	What the system does
1	Punches for Mon 5 Oct 2026 are imported with an 'in' at 09:00 and no 'out'	Day Incomplete with exception 'Missed punch out'; cannot be approved
2	Omar raises a correction: Missing punch out, 18:00, reason 'Forgot to swipe'	Request Pending, raised through Manager
3	Hamdan approves the correction	Correction punch added, original untouched; day complete; Net 8.00 after the 1.00 lunch
4	Aisha also worked until 19:30 on Tue; Hamdan opens the day and approves it with 'Also approve the overtime found'	Overtime 1.50 Daily approved; Payable 9.50
5	Hana runs Attendance exceptions for the week	The Monday and Tuesday days are clean or only approved; footer reconciles punches to payable units
6	Omar tries to approve a correction he raised, then Aisha her own	Both refused

Weekly timesheet with variance

Who: Aisha (employee), Omar (manager)

#	What the person does	What the system does
1	Aisha: Timesheets > New timesheet for the week of 5 Oct 2026	Draft sheet for 5-11 Oct created
2	She adds Mon-Thu 8 h and Fri 12 h on PRJ-ERP (44 h) and saves	Reconciliation: attendance 40.00, variance +4.00, Flagged at tolerance 2.00
3	She submits	Status Submitted; the flag is shown to the approver
4	Omar returns it with 'Friday looks high'	Status Returned; Aisha can edit again
5	Aisha corrects Friday to 8 h and submits	Variance 0.00 within tolerance
6	Omar approves	Status Approved; lines locked; Aisha cannot approve her own

From working week to schedule and absences

Who: Hana (hr.configure and hr.attendance.manage)

#	What the person does	What the system does
1	Create calendar STD40 (Asia/Dubai, 40 h, Mon-Fri) and add holiday 2 Dec 2026	Calendar saved; holiday listed
2	Create shifts DAY (09:00-18:00, lunch unpaid) and NIGHT (22:00-06:00)	Scheduled hours 8.00 and 7.50
3	Create rotating roster ROT3 (DAY, NIGHT, rest) anchored 1 Oct 2026 and assign Aisha with offset 1	Schedule preview shows NIGHT, rest, DAY ... from 1 Oct
4	Assign Basma the fixed shift DAY from 1 Nov 2026	Basma reads from 'assignment'; the calendar is the fallback
5	Generate absent days for 5-9 Oct 2026	Absent rows exist only on scheduled working days; leave days show 'On leave'
6	Open Attendance exceptions filtered to Absent	The generated absences list with the reconciliation footer

Expense claim to settlement

Who: Employee B (ESS) or HR user H, Approver A, Settler F

#	What the person does	What the system does
1	H (or B in ESS > Expenses): new claim 'Client visit', add 2 lines with receipts	Draft with totals
2	Submit	Submitted (or Held if a duplicate - A lets it through with a note)
3	B tries to approve their own claim (if B has hr.expense.approve)	Refused 'A different approver must decide your own claim.'
4	A approves	Approved
5	F settles	Settled; payable to employee frozen; no journal or payment created (finance not wired) - note

Trip with advance settled by its claim

Who: HR user H, Approver A, Settler F

#	What the person does	What the system does
1	H: new trip for B, 4 days, policy GCC-STD, advance 1,000	Draft trip; per diem shown 1,200 (no meals)
2	A approves; F pays the advance	Advance paid
3	H: claim linked to the trip: hotel 700 from advance, taxi 150 employee paid	Totals 850
4	Submit, A approves, F settles	Advance applied 850 (700 + 150); Returnable by employee 150.00; trip Settled

Company card statement to claim

Who: HR configurer C, HR user H

#	What the person does	What the system does
1	C: Load a statement with CC-TEST-1 450 and CC-TEST-2 120	2 lines, Claimed No
2	H: claim line paid on the card with CC-TEST-1	CC-TEST-1 Claimed Yes
3	H: second claim tries CC-TEST-1 (API)	Refused 'That card transaction is already claimed on another line.'
4	Submit, approve, settle	Payable 0.00 for the card line; card total shown separately

Performance review (API only)

Who: HR H, Employee E, Manager M, HR publisher P

#	What the person does	What the system does
1	H: create cycle, preview, launch	Review for E pending_self
2	E: self-assessment; M: manager assessment	Calibration
3	P: calibrate, sign off, publish	Published; E sees it in full only now
4	E: acknowledge (or appeal within the window)	Acknowledged / appealed

Updated 3 October 2026