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 an organizational restructuring or when employees move for personal or professional reasons.

Watch our video on HR Process:

How to use the HR Process feature?

Administrators and HR: Set up multiple HR processes when employees transition from one department, designation, and so on to another. These processes 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 an HR Process request right from their Home > Team > HR Process tab. Once it's approved, their new information will be updated in the system.

Setting up HR Processes 

Let's look at 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. Navigate to the Processes tab and click Add Process
   

3. Enter the basic information in the Add Process window and upload a process document, if applicable.

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

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

7. Configure an approver by clicking Configure Approver. In this case, we have selected the HR Administrator as the approver. Multiple approvers can be added if required.
8. Review your configuration and click Save to confirm.
   

Initiating a HR Process Request

1. Navigate to Home > Team > HR Process > Initiate Process.
   
2. 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 named Randall is selected. Multiple employees can also be added. Click Next once the selection is completed.

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

4. Click Submit Request. The HR process is now successfully initiated. 

HR Process can also be initiated from Home > My Space > Overview > HR Process tab

What does "Field cannot be edited due to HR Process association" mean?

​Employee data can be directly edited only once after a user is added. For any further updates, changes must be made through the HR Process feature in Zoho People. For example, to update a user's location, please raise an HR Process request for a location change.

Approving a HR Process Request

1. After an HR process request is initiated, it can be approved by the approver. This can be done from the notification received. (Home > Bell icon) Alternatively, navigate to Home > Team > HR Process and select the corresponding request.

Importing HR Process Data Into Zoho People | Career History Import

1. Navigate to Operations > Employee Information
   
2. Use the drop-down option to select the associated process.
   
   
3. Click the More icon (ellipses icon in the top-right corner) and select the Import option.
   
   
4. Click Upload File to browse and select a file to import.
   

TIP
Click on the Download Sample Template option if you wish to download a sample file.

ALERT:
Ensuring the accurate maintenance of all HR process-related employee records will help preserve the integrity of career history in Zoho People and ensure the proper functioning of employee experience-related records and features.

Exporting HR Process Records

To export employee HR process-associated data, follow the steps below:

1. Navigate to Operations > Employee Information
   
2. Use the drop-down option to select the associated process.
   
3. Click the More icon (ellipses icon in the top-right corner) and select the Export option.
   

Tracking HR Process Requests