ZEBSOFT VIDEO TRAINING

Employee management lifecycle

03:09 · English · Anonymised demonstration · Transcript below

Video chapter guide

1. 00:00 — Plan the employee lifecycle
2. 00:19 — Prepare the pre-employment record
3. 00:35 — Set up appropriate portal access
4. 00:53 — Assign pre-start and induction work
5. 01:10 — Retain onboarding checks
6. 01:26 — Communicate the required documents
7. 01:42 — Collect evidence through the portal
8. 01:59 — Manage employment and reviews
9. 02:14 — Manage changes and moves
10. 02:31 — Coordinate the leaving handover
11. 02:49 — Complete exit checks and retain evidence

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Video transcript

Manage employees as a connected lifecycle. Define the stages and responsibilities your organisation needs. This example has Interview, Full Time Employee and Mover types. Use them alongside role, site, portal access and assigned activities; a type label does not complete the work.

Before employment, create the person’s record when authorised. Enter the name, email and employee identifier accurately. Define the interview, information requests and checks needed for the role, and retain appropriate evidence of the decisions made.

Allocate the appropriate system role, site and job role. The Employee role is available for employee access. Keep the access profile appropriate to the person’s stage. A system role controls application access; the job role defines their business responsibilities.

Use configured tasks and workflows to coordinate pre-start and induction activities. In the portal, the person opens assigned work, reads the instructions and provides the requested response. Managers track outstanding items and review completion in the main system.

This library includes a Staff On-Boarding Interview checklist. Use suitable checks for the person and retain the results. Keep checks about the employee distinct from checks they carried out. Resolve gaps before confirming that onboarding is complete.

The portal brings required documents to the employee. They open the current version, review it and confirm that they have read and understood it. New versions require a fresh acknowledgement. Managers review outstanding reading alongside other onboarding actions.

Employees can upload documents and link evidence to a competency where relevant. They enter the dates and supporting details and submit it for review. Managers check the evidence before approval. Uploading a certificate is not the same as confirming competence.

During employment, use the employee record to review their type, job title, system status and review date. Keep role and site allocations current. Use the linked records and review process to maintain the information needed for the work.

For a move or role change, review the Employee Type and review date, then check the job role, site, access and required activities. Revisit document requirements and competency gaps. Changing the type alone does not establish readiness for the new role.

Before leaving, assign the handover and leaver activities through your configured tasks or workflow. Confirm the transfer of responsibilities and outstanding work, return of assets and completion of relevant checks. Use the portal while the person remains authorised to access it.

An Exit Interview checklist is available in this example. Complete the agreed exit process and record its outcome. The responsible administrator must close access at the agreed point. Retain the required employment evidence under your organisation’s retention arrangements; ongoing portal access is a separate decision.