What is the HR Process feature in Zoho People?

HR Process ensures seamless management of employee transitions in department, designation, location, and employment status. This helps when there is a organizational restructuring or when employees move for personal or professional reasons.

How to use HR Process feature?

Administrators and HR: Setup multiple HR Processes for change in department, designation, etc. These process can include updates to specific employee fields, role based access for raising requests, and an approval process if required. 

Employees and managers: Employees and managers will be able to raise a HR Process request right from their Home > Team > HR process tab. Once it is approved, their new information will be updated in the system.

This feature is enabled on request. Please write to support@zohopeople.com

Setting up HR Processes 

Let us see a use case of setting up a department change HR Process:

1. Enable HR Process by navigating to Settings > Employee Information > HR Process tab > Basic Details > Enable
   
2. Now navigate to Processes tab and click on Add Process
   

3. Let us take an example of a department change process. Now in the Add Process window. Enter the basic information and upload a process document if applicable
   

4. Configure transition fields. These includes the key transition field update, in this case the "Department" of the employee. 
   
5. You can also configure secondary field updates, which in this case is "Location".
   

6. To configure who can raise HR Process requests and to specify if they can raise for others, themselves or both, click on Add Role.
   
7. Select the roles you want to authorize and use the checkoxes to allow requests for self, reportee or enable both. This can be further configured in the next step.
   

8. Finally configure an approver by clicking on Configure Approver. In this case let us select the HR Administrator as the approver. Multiple approvers can be added if required.
   
9. Review your configuration and click Save to confirm.
   

Initiating a HR Process Request

Employee data of joining records must be updated in the employee form in order to initiate HR Processes.

1. Navigate to Home > Team > HR Process > Initiate Process > Select a Process. In this case, we will go with Department Change.
   

2. In the next screen, select the employee you are requesting the transition for. In this case, an employee "Randall" is selected. Multiple employees can also be added. Click on Next once the selection is completed.
   

3. Now select the new department and any associated secondary fields. Enter the effective date and reason for the change.
   

Approving a HR Process Request

1. After a HR Process request is initiated it can be approved by the approver. This can be done from the notification received. (Home > Bell icon) or From Home > Team > HR Process and selecting the corresponding request.