View source for Frappe HRMS - Ch02 Employee Lifecycle

= Frappe HRMS – Chapter 2: Employee Lifecycle =

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Part of the [[Frappe HRMS]] documentation series. &nbsp;|&nbsp; Upstream: [https://github.com/frappe/hrms github.com/frappe/hrms]
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The Employee Lifecycle module covers everything after hiring: onboarding, skills tracking, promotions, transfers, training, daily work summaries, grievances, separation, and full & final settlements.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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.

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== 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

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== 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

[[Category:ERPNext]]
[[Category:Frappe HR]]
[[Category:Human Resources]]
[[Category:Employee Lifecycle]]
[[Category:Comfac]]