HR Workflow Automation

A hire accepted in your ATS (Greenhouse, Lever, Workday) triggers a full onboarding workflow automatically across every team involved: IT receives a provisioning request for email, laptop configuration, and application access the moment the hire is confirmed (not on day one when the new joiner is sitting at a blank workstation), employment documents are generated from HRIS data and sent for e-signature via DocuSign before the start date, pre-boarding communication sequences send the schedule, parking instructions, and first-day logistics, mandatory training is scheduled in your LMS, and task assignments with due dates are created for the hiring manager (schedule 30-day check-in, introductions to team) and HR coordinator (verify I-9, confirm benefits enrollment). Every onboarding step tracked in one dashboard showing completion status per new hire and per task. A business hiring 50 people per year recovers 200-400 hours of HR coordinator time annually that was previously spent on manual task coordination.

A termination confirmed in your HRIS triggers offboarding on the correct date with zero risk of early or late access revocation. IT receives access revocation requests for email, Slack, cloud applications, internal systems, and physical access simultaneously, each with the required effective date and confirmation requirement. Exit interview scheduling fires to the outgoing employee and HR manager. Equipment return checklist and collection coordination handled via automated communication. Final payroll flag sent to payroll with termination date and any outstanding leave balance for payout calculation. Separation agreement and compliance document generation for applicable employment types. COBRA or benefits continuation notification where required. Access removal confirmations logged with timestamps for the security audit that asks "was access revoked promptly?", providing the documentation that demonstrates GDPR and SOC 2 access deprovisioning compliance.

Leave requests submitted via employee self-service portal or mobile app trigger an approval workflow to the correct manager with the employee's current leave balance, the dates requested, any team conflicts (other approved leave in the same period), and the balance that would remain after approval, giving the manager the context to approve or decline in one action without consulting a separate system. Approved leave updates the employee record in the HRIS, creates a flag in the payroll system for leave pay calculation, notifies the team calendar so colleagues can plan around the absence, and decrements the entitlement balance. Policy-aware validation checks the request against your entitlement rules (carry-over limits, minimum notice periods, blackout dates) before it reaches the manager. Balances visible in real time to employees without requiring HR to run a balance report on demand.

The data collection and approval chain around your pay run automated so payroll processing is a sign-off and submission rather than a data chase. Timesheet exception review queues surface unapproved hours above threshold, shifts that don't match scheduled hours, and missing timesheets for the pay period, each flagged to the responsible manager for approval before the payroll file is prepared. Leave balance updates flow automatically from the leave system into payroll so leave pay is calculated correctly without manual data transfer. Missing data alerts flag employees with outstanding compliance steps (missing bank details, unsigned employment contract, pending tax form) before the file closes. The sign-off workflow routes the payroll summary to the Finance Director before submission to your payroll provider (ADP, Workday, Paychex, Sage, BambooHR). Post-run payslip distribution, variance reports, and finance journal entries sent automatically.

Integration with payroll providers runs via REST API (ADP Workforce Now API, Workday SOAP/REST services, Paychex Flex API, BambooHR Payroll API) or structured file exchange where API access is restricted to enterprise tiers. FICA and FUTA tax liability calculations are validated against the payroll provider output at each run, with variance detection that flags any employee whose gross or net pay changes more than a configurable threshold (typically 10%) month-on-month, catching data entry errors, duplicate records, and unprocessed salary changes before the run closes. GDPR and CCPA payroll data handling follows the data minimisation principle: payroll workflow automation processes the data required for each step and does not persist sensitive compensation data outside the audit log. Background check status integration via Checkr or Sterling API confirms pre-employment screening completion is recorded in the employee record before the first payroll run is triggered for a new hire.

Annual and mid-year performance review cycles launched on schedule without HR manually sending reminders and chasing completion for three weeks. Launch notification goes to all managers and employees on the cycle start date, with a direct link to their review form. Submission deadline reminders fire at configurable intervals (two weeks out, one week out, final day) with escalating urgency, targeted to individuals who haven't yet submitted rather than blanketing everyone. Completion rate dashboards show HR which teams are behind without having to contact each manager individually. Calibration meeting scheduling triggers automatically when all reviews in a team are submitted, proposing available times based on manager calendars. Once calibration is complete, review results notify employees with a direct link to view their rating and feedback. HR sees aggregate completion data, score distribution, and calibration outcomes across the organization in real time.

Employment compliance tracking across the lifecycle: right-to-work document expiry alerts (Visa, BRP, work permit) fire 90, 60, and 30 days before expiration with direct links to the HR file requiring action; mandatory training completion tracking sends automated reminders to employees with overdue modules and escalates to their manager when a deadline passes; fixed-term and contractor contract renewal notifications fire 60 days before expiry with the option to extend, renegotiate, or terminate; audit-ready logs capture every HR action with timestamp, actor, and the record affected. Employment document generation creates offer letters, salary change letters, role change confirmations, and termination letters from HRIS data with the correct employment terms for the jurisdiction, employment type, and contract structure, sent for manager and HR sign-off before being routed to the employee for e-signature and automatically filed in the employee record.