The employee hiring/resignation process is managed through a dedicated Employee Workflow that outlines all the steps involved in the hiring/resignation of an employee.

In each employee record, you can view the employee’s current status and the path they have followed within the workflow from the sidebar on the right.

Structure

The workflow is divided into specific statuses that represent the different stages of the employee hiring/resignation process. The standard default configuration of the employee workflow includes at least the following statuses:

• Data Entry
• Hired
• Resigned

However, the workflow can be customized according to your needs by modifying the statuses or adding new ones.
It is important to define in which statuses the employee should be considered Hired or Resigned by setting the appropriate flags. If no flags are set, the employee is considered to be in the pre-hiring stage.

Each status is associated with one or more outcomes. For example:

• The Data Entry status can be associated with the Hire outcome, which moves the employee to the Hired status.
• The Hired status can be associated with the Resign outcome, which moves the employee to the Resigned status.
• The Resigned status can be associated with the Reinstate outcome, which moves the employee back to the Hired status.

Features and Behavior

The workflow behavior is tightly connected to fields in the employee’s personal record.

• Hire Date
• Resignation Date

The platform keeps the Hire Date and Resignation Date fields synchronized with the employee's status.

Hire Date

The hire date indicates the day the employment relationship officially begins. When this field is filled in, the platform automatically transitions the employee to the Hired status and activates them.

The employee is considered hired on the exact date indicated in the field.
For example, if the hire date is November 11, the employee remains in the Data Entry status until 11:59 PM on November 10 and transitions to Hired starting at 12:00 AM on November 11.

If you set a future hire date, the platform does not allow you to manually complete the transition to Hired status.
When clicking the typical "Hire" button, the confirmation screen opens, but upon saving, the following error message appears:

"This status/outcome cannot be applied because a future hire date has been set"

In this case, simply click "Save" in the employee record: the system assigns the Data Entry status, and the transition to Hired will happen automatically at midnight of the indicated day.

Resignation Date

The resignation date indicates the day the employee’s work relationship officially ends.
When a future resignation date is set, the platform does not allow you to complete the transition to Resigned status manually via the "Confirm" button.

Clicking on the "Resign" outcome opens the confirmation screen showing all the actions that will be performed upon resignation. However, if you confirm the operation before the date is reached, the following error message appears:

"This status/outcome cannot be applied because a future resignation date has been set"

In this case, you don’t need to apply the status manually. Just save the record with the resignation date filled in: the platform keeps the employee in their current status and automatically processes the resignation at midnight of the indicated date.

At the scheduled date:

• The employee is moved to the Resigned status
• The system performs all the listed actions on screen, including:
  • Removal from the current position
  • Removal from the current business unit
  • Closure of current contract/role
  • End of current working hours
  • End of current salary
  • Return of assigned equipment
  • Deactivation of teaching status
  • Withdrawal from incomplete training courses
  • Closure of the Altamira HRM account
  • Interruption of ongoing PMP processes

The position in the organizational chart is retained.

Changing an Employee's Status

You can change an employee’s status in three ways:

• Selecting an outcome associated with the status. For example, if an employee is in the Data Entry status, you can click the "Hire" button and the system assigns the Hired status.
• Editing the hire or resignation dates in the personal record. For example, if the Resignation Date field is empty, the employee will return to a permanent Hired status, based on the current Hire Date.
• Clicking Actions > Assign Status. If your company has not configured the workflow as "restricted", you can force the status manually. See also Creating workflows