Recruit and hire a new employee
Starts when: A warehouse needs an additional person or a departure has to be replaced.
- Open People & workforce > People and select the Recruiting view, then the Requisitions list.
- Click "New requisition", enter the job title, site, headcount and salary range, and save; tick "Open now" to open it immediately, otherwise it stays a draft.
- For a draft requisition, use the status button on its row to open it, so it can receive applicants.
- Click "Pipeline" on the requisition and use "Add applicant" to attach a candidate from your pool or to create a new candidate.
- Open an application and use "Move to another stage" as the person progresses through screening and interviews; use "Turn down" or "Withdraw" when an application ends.
- When you have chosen the candidate, click "Make an offer", enter the offer terms and click "Extend offer".
- Record the candidate's answer with "Accepted" or "Declined" and confirm.
- On an accepted offer, click "Hire", enter the employee code if there is one, keep "Start onboarding" ticked and confirm; the new person now appears in the Directory.
Result: The candidate is hired, an employee record exists in the Directory and the requisition shows how many of its positions are filled.
Next: The onboarding checklist takes over (see the next workflow); the warehouse Manager or Team Leader then plans the new employee's first shifts.
Onboard or offboard an employee with a checklist
Starts when: A new employee is starting, or an employee is leaving the organisation.
- Open People & workforce > People and select the Onboarding & offboarding view.
- Under Templates, check that a suitable template exists; if not, click "New template" and use "Add task" to list each task with its owner and due offset in days.
- Click "Start a checklist", choose the employee, keep the best-match template or choose one, set the anchor date (first or last working day) and click "Start"; the checklist appears as open.
- Open the checklist from the Checklists list to see each task with its owner and due date.
- As each task is done, click "Resolve"; if a task does not apply, use "Skip (with a note)" and explain why.
- Tick "Overdue only" regularly to follow up on tasks that have passed their due date.
Result: Once every task is resolved or skipped, the checklist is completed and its history stays available for audits.
Next: Task owners (for example the Manager or Team Leader for equipment handover) complete their tasks; you close the case when the checklist is complete.
Decide on leave requests and record absences
Starts when: An employee submits a leave request, or an absence has to be recorded on someone's behalf.
- Open People & workforce > Leave and click the Pending card to show only requests awaiting a decision.
- Click the employee's name on a request to open its details and check the Leave Balances shown for that year.
- Click "Approve" to accept the request; its status changes from Pending to Approved.
- To refuse, click "Reject", enter a reason and confirm; the status changes to Rejected.
- If an approved absence no longer applies, open it and use "Cancel leave" with a reason; the status changes to Cancelled.
- To enter leave for an employee yourself, click "+ Request Leave" in the Leave tab, choose the operator, leave policy and dates, and click "Submit".
Result: Every request has a final status, leave balances are up to date and approved absences are visible to planners.
Next: Managers and Team Leaders see approved absences in Daily presence and Scheduling and plan cover accordingly.
Review and approve monthly timesheets
Starts when: A month ends and employees' worked hours have to be validated.
- Open People & workforce > Timesheets and choose the employing entity.
- Under Work schedules, check the contractual working patterns; create one with "New pattern" or give an employee a pattern with "Assign a pattern".
- Choose a person to open their Monthly timesheet and select the month.
- Compare the Worked, Planned and Difference columns and look at days marked as Flagged.
- If the month is correct, click "Approve month"; if something is wrong, click "Return for correction" so the month can be corrected and submitted again.
- Repeat for each person, then check the Overtime tab for overtime recorded in the same period.
Result: Each employee's month is approved, or returned with a clear correction request, so worked hours are reliable for labour costing.
Next: Approved hours feed Labour costing; the Partner Admin processes and closes the costing period.