Employee lifecycle questions

Employee lifecycle questions and answers

• What goes into a full and final settlement?

  Salary to the last working day, leave encashment from the leave ledger, notice pay or recovery from the resignation record, and gratuity where five years of continuous service are complete, less advances, unrecovered assets and any notice shortfall. Each component is drawn from the module that owns it rather than confirmed by email.

• Who can see an employee's documents?

  Visibility is set by role rather than by folder. An employee sees their own file, a reporting manager sees what their role permits, and HR sees what its role permits. The vault is encrypted, and access is governed by the same role-based permissions used across the platform.

• How is probation confirmation handled?

  The probation end date sits on the employee record and raises the confirmation decision before it lapses. The outcome, confirmed, extended, or separated, is recorded with its date, and anything that follows from it, such as eligibility for earned leave, takes effect from that event. The length of probation and the criteria are the employer's policy, not ours.

• What happens when an employee is promoted or transferred?

  It is a change to the existing record rather than a new one, which is what preserves continuity of service for gratuity and leave accrual. The record keeps the grades held, the managers reported to and the locations worked at, each with the date it changed.

• Does an exit checklist cover assets and access?

  Yes. Assets issued and access granted are recorded against the employee when they are given, so the clearance list at exit is generated from what is known rather than assembled from memory. Each item is cleared by whoever is responsible for it, through the same approval routing as everything else.

• How long does onboarding take to set up for a company?

  The configuration is the checklist itself, which documents are collected, which policies are issued, who clears what, and it is defined once and reused. The work is deciding the sequence, not building it, which is why companies usually start from their existing joining formalities rather than designing a new process.

• How is headcount counted for people serving notice or on leave?

  Headcount is the number of active employee records at the moment of reading, including those on approved leave. People serving notice are counted until their last working day, which is why it can differ from a payroll count during a notice period.

• What happens to continuity of service when an employee transfers between entities?

  It is preserved, because the transfer is a dated change on the existing record rather than a new record. This matters concretely: gratuity eligibility and leave accrual are both computed from the original date of joining, and an employee who is recreated has, on paper, started again.

• How is the notice period handled when someone resigns?

  The resignation is recorded with its date, the notice obligation is computed from the contract, and clearance, asset return and knowledge-transfer tasks route to whoever is responsible for each. The final settlement is then assembled from the leave ledger and payroll record rather than negotiated by email.

Where each answer comes from

• Payroll
• Employee Management
• Onboarding & Lifecycle
• HR Analytics
• Small & Medium Enterprises
• IT & Technology