Digitise Employee Onboarding, Confirmation, Transfers and Promotions
A new joiner's first week, and every confirmation, transfer or promotion after it, currently depends on whoever remembers to act. Onboarding and employee movement gives each of these a checklist, an owner and an approval route, so nothing depends on memory.
What is onboarding and employee movement?
Onboarding and employee movement is the GullyHR module that manages pre-joining tasks, document collection, onboarding checklists and induction tracking for new employees, and a single change-request workflow for probation confirmation, transfers, promotions and role changes as employees move through the company.
When businesses ask us for this
- A new joiner's laptop, email access and induction depend on which team member happens to remember that week.
- Probation confirmation dates pass unnoticed because nothing prompts anyone to review them.
- A transfer or promotion is agreed verbally, and the paperwork and system update follow weeks later, if at all.
- Two departments have different, undocumented onboarding checklists, so a new joiner's experience depends on where they land.
- An employee's reporting manager changed but nobody updated approvals, so requests still route to their old manager.
- A role change was approved by one manager but the salary or designation update was never confirmed with finance.
- Onboarding documents, such as signed offer letters and ID proof, are collected on paper and later misplaced.
What the work covers
This module configures two connected workflows: how a new joiner is onboarded, from pre-joining tasks through induction and probation confirmation, and how an existing employee's status changes, through transfer, promotion or role change. We configure your onboarding checklist, document requirements, probation review timing and change-request approval levels. You provide your current onboarding steps, the documents you collect, and the approval levels for transfers, promotions and role changes. Delivery is configuration, data setup and role-specific training as part of a GullyHR software engagement.
Pre-joining tasks
Tasks to complete before a new joiner's start date, such as asset arrangement and access setup, tracked with an owner and a due date.
Document collection
A defined list of documents required from a new joiner, collected and stored against their employee record instead of on paper.
Onboarding checklists
A configured checklist for a new joiner's first days and weeks, covering documentation, access, introductions and statutory enrolments.
Induction tracking
Induction sessions and topics tracked against each new joiner, so induction completion is visible rather than assumed.
Probation and confirmation
Probation period and review date tracked automatically from the joining date, so confirmation is reviewed on time instead of being missed.
Transfers
A transfer request and approval route between departments, locations or reporting managers, updating the employee record once approved.
Promotions
A promotion request and approval route covering designation and, where applicable, salary change, recorded against the employee's history.
Role changes
A general change-request route for any change to an employee's role, reporting line or status that needs a defined approval before it takes effect.
How it runs
Process mapping
We review your current onboarding steps, document requirements, probation period and change-approval levels.
Checklist configuration
Pre-joining tasks, document requirements and the onboarding checklist are configured for your typical roles and departments.
Probation and review setup
Probation duration and review timing are configured so confirmation reviews are prompted automatically from the joining date.
Change-request workflow configuration
Transfer, promotion and role-change requests are configured with the approval levels you confirm.
Role and permission setup
Access for HR administrators, managers and employees is defined for raising, approving and viewing onboarding and movement requests.
Training
HR administrators are trained to manage onboarding and process movement requests; managers are shown how to approve requests for their team.
Go-live
The workflows go live for new joiners and pending movement requests, with support through the first cycle.
Review
We review whether checklists and approval routes matched how onboarding and movement actually happened, and adjust configuration where needed.
What you receive
- A configured onboarding checklist covering pre-joining tasks, documents and induction.
- Configured probation duration and confirmation review prompts.
- A configured transfer, promotion and role-change request workflow with defined approval levels.
- Defined roles and access for raising, approving and viewing requests.
- Onboarding documents stored against each employee's record.
- Training sessions for HR administrators and managers.
- Reference documentation for running onboarding and movement workflows.
Who it is for
- Businesses hiring regularly enough that a manual onboarding checklist is becoming inconsistent between new joiners.
- Companies with a probation period that is meant to be reviewed but often is not, due to nothing prompting the review.
- Multi-department or multi-location businesses where transfers and promotions currently happen with inconsistent paperwork.
- Companies wanting one record of every confirmation, transfer, promotion and role change an employee has been through.
- Growing businesses formalising onboarding for the first time, ahead of scaling headcount.
Why GullyHR.
GullyHR also designs onboarding and employee movement processes as part of its consulting work, so this module is configured against a checklist and approval structure your management has actually agreed, rather than a generic template. If your onboarding or movement process itself needs to be designed or tightened before it is configured, that work is available from the same team.
What changes
- A new joiner's onboarding follows the same checklist regardless of which manager or department they join.
- Probation confirmation dates are reviewed on time because the system prompts the review instead of relying on memory.
- Transfers, promotions and role changes follow a defined approval route and update the employee record once approved.
- Onboarding documents are collected and stored against the employee record rather than on paper or in email.
- An employee's full history of confirmations, transfers and promotions is available from their record rather than scattered letters.
Who does what
| Activity | GullyHR | Your team |
|---|---|---|
| Defining the onboarding checklist | Drafts and configures a checklist based on your current practice and role requirements. | Confirms the steps, documents and introductions a new joiner should go through. |
| Setting probation and confirmation timing | Configures the review prompts to trigger from each employee's joining date. | Confirms probation duration and who is responsible for the confirmation decision. |
| Approving transfers, promotions and role changes | Configures the request workflow and approval levels agreed. | Uses the workflow to raise and approve requests once live, and confirms approval levels during setup. |
| Collecting onboarding documents | Configures the document list and storage against employee records. | Collects and uploads or hands over the required documents for each new joiner. |
| Training users | Runs training sessions for HR administrators and managers. | Ensures relevant staff attend training and adopt the workflow for live requests. |
Where the software fits
This module works from the same employee record and reporting hierarchy configured in core employee management, so an approved transfer, promotion or role change updates the record other modules, such as attendance and payroll input, rely on. Probation and review dates are calculated from each employee's joining date, so a confirmation review is prompted as a task rather than depending on someone checking a calendar. Access is role-based, so a manager can approve a request for their own team without seeing requests elsewhere in the business. The module is designed for use by HR administrators, managers and employees on a computer or a mobile browser.
Ways to engage us
- Demonstration and scoping
- A walkthrough of the module against your current onboarding and movement process, followed by agreed scope for checklists and approval levels.
- Configuration and rollout
- Checklists and workflows are configured, tested against sample cases and rolled out for live use.
- Ongoing support
- Continued support for checklist changes or new approval levels as your process evolves.
Questions we are asked
It manages pre-joining tasks, document collection, onboarding checklists and induction tracking for new employees, and a change-request workflow for probation confirmation, transfers, promotions and role changes.
Yes. A small business can use it for a consistent onboarding checklist alone, while a multi-location business can configure checklists and approval routes that differ by department or location where needed.
This module works from the employee record configured in core employee management, where existing data is migrated. Historical onboarding or movement records prior to go-live are generally not re-created unless specifically requested.
Yes, within GullyHR. An approved transfer, promotion or role change updates the shared employee record used by core employee management, attendance and payroll input. Connecting to an external system would be scoped separately.
Implementation includes process mapping, checklist and workflow configuration, and approval-level setup, followed by training for HR administrators and managers.
Probation duration is configured against your policy, and the review date is calculated from each employee's joining date, so the confirmation review is prompted as a task rather than relying on someone remembering it.
Approval levels are configured during setup based on your management's decisions, typically involving the employee's current manager, the receiving manager where relevant, and HR.
The document list is configured to your requirements, commonly including identity proof, educational certificates, previous employment documents and signed offer or appointment letters, stored against the employee's record.
The module is designed for use by HR administrators, managers and employees on a computer or a mobile browser, so approving a movement request does not require being at a desk.
After a demonstration and a review of your current onboarding and movement process, we agree the checklists, documents and approval levels involved, and the proposal sets out scope and delivery before work begins.
Prefer to talk first? +91 80958 58589 · hello@gullyhr.com