Run Joining, Confirmation, Transfers and Promotions to a Checklist
Onboarding and employee movement is the GullyHR module that runs an employee's first weeks and every change afterwards: pre-joining tasks, document collection, an onboarding checklist, induction tracking, probation confirmation, and a request-and-approval workflow for transfers, promotions and role changes. An approved change updates the shared employee record, so approvals and attendance follow the person.
Onboarding and Employee Movement in brief
Onboarding and employee movement is the module that runs an employee's first weeks and every change afterwards: pre-joining tasks, document collection, an onboarding checklist, induction tracking and probation confirmation for new joiners, and a single request-and-approval route for transfers, promotions and role changes that updates the employee record once approved.
- GullyHR is an HR consulting, HR services, training and software company based in Bengaluru, working with Indian startups and small and medium businesses.
- It covers both a new joiner's first weeks and every later change to their role, reporting line, location or status.
- Checklists, probation timing and approval levels are configured to your company's own steps and sign-offs, and can differ by department or location where they genuinely do.
- An approved confirmation, transfer, promotion or role change updates the same employee record that attendance, payroll input and reporting already work from.
- It is delivered as configuration, checklist setup and role-specific training within a GullyHR software engagement.
The starting point
Does a Joiner's First Week Depend on Who Is Free?
Joining and movement are processes where each step is easy and the sequence is not. Access, assets, paperwork, induction, confirmation and transfers all depend on different people, and the cost is a first week left to chance and records that disagree.
We configure the checklists and the approval routes, and the record follows the decision.
You may be experiencing:
- A new joiner spending the first two days waiting for an email login because nobody owned the task.
- Two departments onboarding differently, so a first week depends on which manager the joiner landed with.
- Probation confirmation dates passing unnoticed, with an employee technically on probation a year in.
- A promotion agreed in a corridor, the letter arriving weeks later and the payroll figure after that.
- Someone changing reporting manager months ago while leave requests still go to the manager they left.
- Joining documents collected on paper, with one file missing a certificate.
- A transfer between sites after which each location thinks the other is responsible for attendance.
- A new joiner's first week depending on which manager they report to, because nobody wrote the checklist down.
- Joining documents scattered across mail and folders, with no quick way to see what is still outstanding for a joiner.
- A transfer or promotion agreed in conversation, with the record, the attendance approvals and the payroll instruction each updated at a different time.
- A probation review remembered only when the employee asks about confirmation.
What we can help with
What the Module Does
Pre-Joining Tasks
Asset arrangement, system and email access and seating, each with an owner and a due date before day one.
Joining Documents
The document list you actually require, collected against the employee record rather than into a folder, with outstanding items visible per joiner.
Onboarding Checklist
The first days and weeks run to a configured checklist, the same for every new joiner in a department, so the first week stops depending on the manager.
Induction Tracking
Induction sessions and topics tracked against each new employee, so induction is something you can confirm rather than assume.
Probation Confirmation
Probation duration configured to your policy, with the review date calculated from each joining date and the confirmation review arriving as a task before the date.
Transfers
Movement between departments, locations or reporting lines through one route, updating the record when approved.
Promotions
A promotion recorded once, with the new designation and any salary change attached and approved together.
Role and Status Changes
Role changes, reporting-line changes, location changes and other status changes using the same approval route.
The scope
What the Module Covers
These are the joining and movement tasks the module handles. Approval levels, probation duration and the document list are yours to decide. Whether a person is confirmed, transferred or promoted remains your decision.
Pre-Joining Tasks
Assign asset arrangement, system and email access, seating, the welcome note and statutory enrolment paperwork to named owners with due dates before day one.
Joining Documents
Collect the document list you require against the employee record, and see what is still outstanding for each joiner.
Onboarding Checklist
Run the first days and weeks to a configured checklist, so a joiner's first week does not depend on the manager.
Policy Acknowledgement
Include policy acknowledgement as a step on the onboarding checklist.
Induction Tracking
Track induction sessions and topics against each new joiner, to see who has completed safety, policy or role induction and who is pending.
Probation Review Prompts
Configure probation duration to your policy, with the review date calculated from each joining date and the confirmation review arriving as a task before the date.
Transfer Requests
Raise movement between departments, locations or reporting managers as a request, approved by the levels you set and applied to the employee record.
Promotion Requests
Record a promotion once, with the new designation and any revised salary attached, and approved together.
Role and Status Changes
Raise role, reporting-line, location and status changes through the same change-request route.
Approval Levels
Configure who approves each type of change, commonly the current manager, the receiving manager and HR, with a separate sign-off where salary changes.
Employee Movement History
Read an employee's confirmations, transfers and promotions from their record instead of a file of letters.
Checklists by Department or Location
Vary checklists, document lists and induction topics by role, department or site where they genuinely differ.
Working together
Ways to Work With Us
Demonstration and Scoping
A walkthrough against your current joining and movement process, then an agreed scope for checklists, probation rules and approval levels.
Configuration and Rollout
Checklists and workflows configured, tested against a few real cases from your own history, and opened for live use.
Ongoing Support
Changes to checklists, document lists, probation rules or approval levels as departments, locations and policy change.
Approval levels, probation duration and the document list are yours to decide. We configure what you confirm and test it on real cases from your own history first.
The deliverables
What You Receive
Depending on the scope, you receive:
- A configured onboarding checklist covering pre-joining tasks, documents, induction and policy acknowledgement.
- A configured document requirement list with outstanding items visible per joiner.
- Probation rules configured to your policy, with review prompts ahead of each date.
- A configured transfer, promotion and role-change request workflow with your approval levels.
- Roles and access for raising, approving and viewing onboarding and movement requests.
- Training sessions for HR administrators and managers on running and approving each workflow.
- Reference documentation for the onboarding and movement workflows.
- A post go-live review with agreed adjustments to checklists and approval levels.
- Induction topics configured so completion is recorded per joiner.
- Named owners for each pre-joining task and for the probation confirmation decision.
Step by step
From Offer Acceptance to Confirmation
Define the Onboarding Checklist
We draft a checklist from your current practice, configure it and flag the steps that currently depend on one person remembering.
Set Probation and Confirmation Timing
The probation period and the review prompt are configured against each employee's joining date, so the review appears ahead of the date.
Set the Movement Approvals
The request workflow and the approval levels you agree are configured, commonly involving the current manager, the receiving manager and HR, with separate sign-off where salary changes.
Configure Document Collection
The required document list and its storage against employee records are set up, and you decide who collects what and by when.
Train and Run a Real Case
HR administrators and managers are trained on their part, and the workflows are tested against real cases from your own history before they go live. Where it is included in your engagement, we also support the first cycle of each workflow, so HR administrators and managers have someone to ask when the first joiners and movement requests go through.
The difference
What a Checklist Gives You
Configured onboarding and movement help you:
We do not promise outcomes. We record a baseline before work starts, covering how long new joiners wait for access and how many probation reviews are late, and report against it, so you can see what changed and what did not.
- Give a new joiner the same first week whichever department they join, because the checklist is the same.
- Have access, assets and paperwork ready before the joining date, since each task had an owner and a date.
- Review probation confirmations while the date is still ahead rather than months after it passed.
- Update the employee record on an approved transfer or promotion, so approvals and attendance follow the person.
- Hold joining documents against the record, so a missing certificate is visible rather than found in an audit.
- Read an employee's history of confirmations, transfers and promotions from the record instead of a file of letters.
- Chase outstanding joining documents from one list, rather than searching mail and folders.
- See which new joiners have completed induction and which are still pending.
- Stop an informal agreement from quietly becoming a record change, because a promotion takes effect only after the approval route.
- Adjust tasks, owners or approval levels after the first cycle, where practice differed from the design.
Find your fit
Who the Module Is For
Businesses Hiring Often
Companies where onboarding has become inconsistent between joiners and departments.
Companies With Unreviewed Probation
Businesses with a probation period on paper that is rarely reviewed on time because nothing prompts it.
Multi-Department or Multi-Location Businesses
Companies where transfers and promotions travel by letter, mail and word of mouth.
Companies Wanting One Employee History
Businesses that want one place to see every confirmation, transfer and promotion an employee has had.
Growing Businesses
Companies formalising onboarding ahead of a hiring push rather than after it has gone wrong.
Companies Already on GullyHR
Businesses using the platform for employee records who want movement to update that record.
HR Teams Chasing Joining Documents
Teams who collect documents by mail and cannot see what is outstanding for each joiner.
Managers Handling Confirmations
Companies where line managers need a prompt, and a place to record their recommendation, before probation ends.
Good to know
How It Fits Your Workflow
For a new joiner
- HR works through the pre-joining tasks, each with a named owner and a due date.
- Joining documents are collected against the employee record, and outstanding items stay visible.
- The joiner goes through the onboarding checklist and induction, tracked against their record.
- The manager is prompted for the confirmation review before the probation date.
For a later change
- A manager or HR raises a transfer, promotion or role change as a request.
- The request moves through the approval levels you configured.
- Once approved, the shared employee record is updated, so attendance, approvals and reporting follow the person.
The system holds the route and the record. The decision on confirmation, transfer or promotion stays with management.
Good to know
What You Can Track
Joining
- Outstanding joining documents for each joiner.
- Induction sessions and topics completed and pending.
- Pre-joining tasks and their due dates.
Probation and movement
- Probation review dates and confirmation tasks that are due.
- An employee's history of confirmations, transfers and promotions.
These are read from the employee record. The baseline we record before work starts, such as how long joiners wait for access and how many probation reviews are late, lets you compare after set-up.
Good to know
What It Is and Is Not
What the module does
- Runs joining tasks, documents, induction and probation prompts to a configured checklist.
- Routes transfers, promotions and role changes through approval, and updates the shared employee record once approved.
What stays with you
- Whether a probationer is confirmed, extended or not confirmed.
- Who is transferred or promoted, and who approves.
- Any question on employment terms, which should be confirmed with a qualified professional.
The module does not compute payroll. A salary change attached to a promotion is recorded and approved here, and processed through your payroll. The software is separate from our consulting and services, and each is scoped on its own.
Good to know
Getting Started
What you bring
- Your current joining steps: what happens before day one, who does it and when.
- Your required joining document list.
- Your probation policy and who takes the confirmation decision.
- Your approval routes for transfers, promotions and role changes, including where a salary change needs separate sign-off.
- Your employee list and reporting lines, and the names of HR administrators and approvers.
Support
Where it is included in your engagement, we draft the checklist from your current practice, configure the workflows, test them on real cases from your own history, and train HR administrators and managers. If these are not written down yet, we begin from how you onboard today.
Good to know
Access and Data
Who sees what
Access is role-based. A manager approves for their own team and sees nothing outside their reporting line. HR administrators, managers and employees are given access to raise, approve and view requests within their own reporting line.
Agreed at set-up
Joining documents and movement records are personal information. Before go-live we agree with you who holds each role and who can see salary details on a promotion request. Details of data handling are covered in the proposal and the agreement for your engagement.
Good to know
Frequently asked questions
Pre-joining tasks, document collection, the onboarding checklist, induction tracking and probation confirmation for new joiners, plus a request-and-approval workflow for transfers, promotions and role changes that updates the employee record once approved.
Probation duration is configured to your policy and the review date is calculated from each employee's joining date, so the confirmation review appears as a task ahead of the date instead of depending on someone remembering it.
Yes. Checklists are configured to how each department or location actually onboards, with an owner and due date against each task. We confirm the variants you need during scoping, and keep the number small so the checklists stay maintainable.
Whoever you decide. Approval levels are configured during setup, commonly involving the current manager, the receiving manager and HR, with a separate sign-off where a salary change is involved.
Inside GullyHR, yes: an approved transfer, promotion or role change updates the shared employee record that attendance, payroll input and reporting use. A system outside GullyHR would have to be scoped separately.
The module runs in a browser on a laptop or a phone, so a plant manager or a field supervisor can approve without being at a desk. Specific device arrangements are confirmed during implementation.
No. It prompts the review, records the recommendation and routes the approval. Whether a probationer is confirmed, extended or not confirmed is a management decision, and any employment-terms question should be confirmed with a qualified professional.
The module works from the same employee record and reporting hierarchy as the rest, so employee records are normally configured alongside it. Other modules can follow later.
After a demonstration against your current joining and movement process. The proposal sets out the checklists, probation rules and approval levels included, and is agreed in writing before configuration starts.
The list is yours to define. It commonly includes identity proof, education certificates, previous employment documents and the signed offer or appointment letter, held against the employee record with outstanding items visible.
It cannot stop a conversation, but it makes the record follow the decision. A promotion takes effect on the record only once it has been through the approval route.
Pricing depends on the modules, the number of employees and the set-up support you need. Share your requirements and we will send a tailored proposal.
Start Every Joiner and Every Change the Same Way
Configure the checklists, the probation prompts and the approval routes, so the record follows the decision.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
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