Frappe HRMS – Chapter 2: Employee Lifecycle

Part of the Frappe HRMS documentation series. | Upstream: github.com/frappe/hrms

The Employee Lifecycle module covers everything after hiring: onboarding, skills tracking, promotions, transfers, training, daily work summaries, grievances, separation, and full & final settlements.

1. Employee Onboarding Template

Purpose

A reusable checklist template that standardizes onboarding tasks across the organization. Ensures HR, IT, Admin, and the receiving department all complete their required steps consistently.

Prerequisites

Approved onboarding workflow defined with HR, IT, Admin, and Department Heads
Task list agreed per employee category (office staff, field staff, project-based, etc.)

Steps

Go to HR → Employee Lifecycle → Employee Onboarding Template → New.
Enter Template Name (e.g., Office Staff – Regular, Field Technician, Project-Based).
Add activities under relevant categories:
- HR: Collect documents (birth certificate, SSS, PhilHealth, Pag-IBIG, TIN, diploma), issue company ID
- IT: Create email account, grant system access, issue laptop/phone, configure ERPNext user role
- Admin: Issue uniform, keys, locker assignment
- Finance: Set up payroll bank account, mandatory contribution enrollment
- Training: Orientation session, safety briefing, role-specific training
Assign each activity to a Role or specific user.
Save the template.

Next Step

Use this template when creating an actual Employee Onboarding record.

2. Employee Onboarding

Purpose

Tracks the onboarding progress of a specific new hire. Generates a project with tasks based on the template. Each department can see and update their tasks.

Prerequisites

Accepted Appointment Letter
Employee record created (or Job Applicant linked)
Selected Onboarding Template

Steps

Go to HR → Employee Lifecycle → Employee Onboarding → New.
Select the Employee (or Job Applicant if employee record not yet created).
Choose the Employee Onboarding Template.
System auto-populates tasks. Assign due dates and task owners.
Submit. Frappe creates an internal Project with tasks for each department.
Each assignee updates their task status as work is completed.

Next Step

All tasks completed → mark Onboarding as Completed.
Employee record becomes fully active for payroll, leaves, and attendance.

3. Employee Promotion

Purpose

Documents a formal promotion with the old and new property values (designation, grade, department, salary). Creates a permanent audit trail.

Prerequisites

Active employee record
Approved promotion decision with effective date

Steps

Go to HR → Employee Lifecycle → Employee Promotion → New.
Select the Employee.
Set Promotion Date.
Under the Employee Property table, add each changed field:
- Property Name (e.g., Designation, Grade, Department)
- Current Value
- New Value
Submit the record. System updates the Employee master on the promotion date.

4. Employee Transfer

Purpose

Manages lateral transfers between departments, branches, or companies. Updates the employee's reporting structure, cost center, and department without creating a new employee record.

Prerequisites

Written transfer memo or management approval
Target department confirmed

Steps

Go to HR → Employee Lifecycle → Employee Transfer → New.
Select the Employee and set Transfer Date.
Under the Employee Property table, add changed fields:
- Department, Branch, Reports To, Cost Center (as applicable)
Check Create New Employee if the transfer is across legal entities.
Submit.

5. Employee Separation Template

Purpose

Reusable checklist for the offboarding process — mirrors the onboarding template structure. Defines clearance tasks per department for any type of separation.

Steps

Go to HR → Employee Lifecycle → Employee Separation Template → New.
Enter Template Name (e.g., Resignation, End of Contract, Retirement).
Add activities per department:
- HR: Collect resignation letter, conduct exit interview, prepare clearance certificate
- IT: Deactivate system access, revoke email, retrieve equipment
- Admin: Collect company ID, keys, assets
- Finance: Settle advances, compute final pay, process last payroll
Assign each activity to a role.
Save.

6. Employee Separation

Purpose

Manages the complete offboarding process for a departing employee. Ensures clearance is completed by all departments before final pay is released.

Prerequisites

Received resignation letter or HR-approved separation decision
Confirmed last working day
Separation Template selected

Steps

Go to HR → Employee Lifecycle → Employee Separation → New.
Select the Employee and Separation Type (Resignation, End of Contract, Termination, Retirement).
Enter Resignation Date, Notice Date, and Last Working Day.
Choose the Employee Separation Template.
Tasks are auto-populated. Assign owners and due dates.
Submit. Each department updates their clearance tasks.
Once all tasks are marked complete, mark the separation as Completed.

Next Step

Conduct Exit Interview.
Process Full & Final Statement.
Deactivate employee record.

7. Exit Interview

Purpose

A structured form for capturing an employee's feedback before departure. Provides data for attrition analysis and HR policy improvement.

Steps

Go to HR → Employee Lifecycle → Exit Interview → New.
Select the Employee and their Last Working Day.
Assign an Interviewer (HR officer).
Record responses to structured questions (reason for leaving, satisfaction scores, suggestions).
Set status: Scheduled → In Progress → Completed.
Submit.

8. Full & Final Statement

Purpose

Consolidates all financial dues and deductions at the time of employee separation. Produces a settlement document covering final salary, leave encashment, loan balances, advances, and statutory deductions.

Prerequisites

Employee Separation record submitted
All payroll, leave, and advances data up to date

Steps

Go to HR → Employee Lifecycle → Full & Final Statement → New.
Select the Employee and Transaction Date.
System fetches:
- Pending leave encashment
- Outstanding advances
- Loan balances
- Last salary computation
Review and adjust each line.
Submit. Generates a Journal Entry or Payment Entry for final disbursement.

9. Employee Grade

Purpose

Defines salary bands and grading levels. Used in Salary Structure Assignments to tie pay scales to grades and in promotions to record grade changes.

Steps

Go to HR → Employee Lifecycle → Employee Grade → New.
Enter Grade Name (e.g., L1, L2, Manager, Senior Manager).
Define default salary structure if applicable.
Save.

10. Employee Skill Map

Purpose

Records the skills, proficiency levels, and years of experience for each employee. Used for skill gap analysis, promotion decisions, and training planning.

Steps

Go to HR → Employee Lifecycle → Employee Skill Map → New.
Select the Employee.
Add skills:
- Skill Name
- Skill Category
- Proficiency Level (e.g., Beginner, Intermediate, Expert)
- Years of Experience
Save.

Next Step

Reference during Appraisal, Promotion, and Training Planning.

11. Training

11.1 Training Program

Purpose: Defines a structured learning program (curriculum). Groups related training events under a single program name.

Steps:

Go to HR → Employee Lifecycle → Training Program → New.
Enter Program Name, description, objectives, and target audience.
Assign program coordinator.
Save.

11.2 Training Event

Purpose: A specific scheduled training session under a program. Tracks participants, trainer, venue, and attendance.

Steps:

Go to HR → Employee Lifecycle → Training Event → New.
Select the Training Program.
Set Date, Time, Trainer, Venue / Online Link, and Maximum Participants.
Add participating employees.
Save and notify participants.

11.3 Training Feedback

Purpose: Collects participant evaluation of a training event after it is completed.

Steps:

Open the completed Training Event → click Create Training Feedback.
Participants rate content, trainer effectiveness, relevance to job, and overall satisfaction.
Add comments. Submit.

11.4 Training Result

Purpose: Records each participant's outcome — completion status, score, certification earned.

Steps:

Go to Training Result → New. Select the Training Event.
Record per-employee results: Completion Status, Score, Certification.
Save. Update Employee Skill Map if new competencies were gained.

12. Daily Work Summary

Purpose

Automated end-of-day summary emails are sent to a Daily Work Summary Group of employees. Employees reply with their day's accomplishments. Responses are captured in the system.

Setup

Go to HR → Employee Lifecycle → Daily Work Summary Group → New.
Select participating employees.
Set the daily send time and email message.
Save.

Viewing Replies

Access via HR → Employee Lifecycle → Daily Work Summary Replies report.

13. Employee Grievance

13.1 Grievance Type

Purpose: Classifies grievance categories (Payroll Issue, Workplace Conflict, Harassment, Safety Concern, etc.).

Steps: HR → Employee Lifecycle → Grievance Type → New. Enter name and description. Save.

13.2 Employee Grievance

Purpose: Formal complaint record. Enables HR to investigate, track, and resolve issues transparently.

Steps:

Go to HR → Employee Lifecycle → Employee Grievance → New.
Select the Employee, Grievance Type, and date of incident.
Describe the issue and list persons involved.
Assign to HR handler.
Update status: Open → Under Review → Resolved / Escalated.
Record resolution notes and close the grievance.

Reports

Employee Information — comprehensive employee master data export
Employee Analytics — trend analysis on employee attributes (department, grade, etc.)
Employee Birthday — upcoming birthdays for recognition
Employee Exits — separation trends and exit interview analysis
Daily Work Summary Replies — team activity log from daily summary emails

Related Chapters

Frappe HRMS — main index
Frappe HRMS - Ch01 Recruitment — upstream: hiring process
Frappe HRMS - Ch03 Performance Management — appraisals and goal tracking
Frappe HRMS - Ch07 Payroll — final pay and salary computations