Employee Lifecycle Management

Complete guide to staff onboarding, document management, role assignment, and employee offboarding procedures.

Staff Onboarding Process

A smooth onboarding process helps new employees become productive faster. easyflow streamlines the entire onboarding workflow.

Onboarding Workflow

1

Create Job Requisition

Define the position, department, and requirements.

2

Candidate Selection

Record candidate details after selection process.

3

Send Offer Letter

Generate and send offer letter via email.

4

Document Collection

Collect required documents from the new hire.

5

Profile Creation

Create employee profile in the system.

6

System Access Setup

Create login credentials and assign roles.

7

Orientation

Complete orientation and assign to manager.

Employee Profile Fields

Field CategoryFields
Personal InfoFull Name, Date of Birth, Gender, Marital Status, Blood Group
Contact InfoEmail, Phone, Current Address, Permanent Address
EmploymentEmployee ID, Department, Designation, Reporting Manager, Date of Joining
SalarySalary Type, CTC, Bank Account, PF Number, ESI Number
DocumentsPhoto, Aadhaar, PAN, Address Proof, Educational Certificates

Document Collection & Verification

Required Documents Checklist

Identity Proof

  • Aadhaar Card
  • PAN Card
  • Passport (if available)
  • Driving License

Address Proof

  • Aadhaar Card
  • Electricity Bill
  • Rent Agreement
  • Bank Statement

Educational

  • Highest Degree Certificate
  • Mark Sheets
  • Professional Certifications
  • Previous Experience Letters

Banking & Statutory

  • Cancel Cheque
  • PF Form
  • ESI Form
  • Gratuity Nomination

Document Verification Process

  1. Upload Documents

    Employee or HR uploads scanned copies to employee profile.

  2. Verification Status

    HR reviews and marks documents as Verified, Rejected, or Pending.

  3. Expiry Tracking

    System tracks document expiry (e.g., visa, license) and sends reminders.

  4. Secure Storage

    All documents are encrypted and stored securely.

Admin User Creation & Access Setup

Creating Admin Users

Security Notice: Admin users have significant system access. Follow your organization's access control policies when creating admin accounts.

Invitation Process

1Admin creates invitation with email and role
→
2System sends invitation email
→
3User clicks link and completes registration
→
4Profile created and access granted

First Super Admin Setup

  1. signup company on easyflow
  2. First signuped user becomes Super Admin
  3. Configure company details
  4. Invite additional admin users as needed

Role Assignment & Permission Management

Available System Roles

Super Admin

Full system access across all companies.

Platform Level

Company Admin

Full access to company resources.

Company Level

HR Manager

Manage employees, attendance, and payroll.

Company Level

Department Manager

View and manage team members.

Department Level

Accounts

Access salary and financial modules.

Company Level

Staff/Employee

Self-service access to own data.

Individual Level

Custom Permissions

Admins can assign granular permissions to each role:

Employee Management

  • Add Employee
  • Edit Employee
  • View Employee
  • Delete Employee

Attendance

  • View All Attendance
  • Edit Attendance
  • Approve Corrections
  • Export Reports

Salary & Payroll

  • Process Payroll
  • View Salary
  • Generate Payslips
  • Export Reports

System

  • Settings
  • Users & Roles
  • Audit Logs
  • Integrations

Employee Offboarding Procedures

Proper offboarding ensures smooth transition and protects company assets. Follow the complete exit checklist for every departing employee.

Offboarding Checklist

Exit Interview

  • Schedule exit interview
  • Document feedback

Clearance Process

  • IT asset return (laptop, mobile)
  • ID card and access cards

Financial Settlement

  • Final salary processing
  • Full & Final settlement

Documentation

  • Experience letter
  • Relieving letter

Employee Exit Status Options

Resignation

Employee voluntarily leaves after notice period.

Normal Process

Termination

Company ends employment contract.

Immediate or Notice

Retirement

Employee reaches retirement age.

Standard Process

Absconding

Employee left without notice.

Legal Process

Data Retention

After offboarding:

  • Employee profile marked as inactive (not deleted)
  • Historical records retained for compliance
  • System access revoked immediately
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