Probation Process

Overview

Probation is a trial period at the beginning of employment during which the employer evaluates an employee's performance, behavior, and suitability for the role before confirming them as a permanent staff member.

The Probation Process functionality in StaffingGo allows users to initiate, manage, and complete probation requests through a configurable workflow that includes approvals, notifications, and status updates.

⚙️ Configuration & Workflow Steps

✅ Step 1: Enable Probation Period

Before using the probation process, you must enable the probation feature and define the number of probation days:

• Navigate to:
  HR Options >> Enable Probation

• Enter the probation period in days.

✅ Step 2: Configure the Probation Approval Matrix

To route probation requests appropriately, configure the approval matrix:

• Navigate to:
  Settings List >> Company Setup >> Portal Setting >> Approval Setting

• Add a new Approval Type:

  • Click on + to add Probation Request as a type.

  • Map the desired Approval Type (single or multiple level approvers).

• This setup ensures that probation approval notifications are sent to the correct approvers as per the defined hierarchy.

✅ Step 3: Set Up Probation Mailer Notifications

The system can trigger email notifications to both employees and approvers at various stages of the probation process.

• Navigate to:
  Dashboard Setting >> General Master >> System Mailer

• Select the "Probation Mailer Template" to configure the email body and settings.

Key Notifications:

• Probation Confirmation Request:
  Triggered to the Reporting Manager when a request is raised. You may configure CC/BCC for notification teams.

• Probation Confirmation Processed:
  Sent to the Reporting Manager with actionable options to:

  • Confirm

  • Extend

  • Retain in Probation

✅ Step 4: Map Reporting Manager

Ensure each employee is mapped to the correct Reporting Manager (RM) as defined in the Approval Matrix.

• If the RM is not mapped correctly, the user will encounter a validation error when raising the probation request.

✅ Step 5

 Updating Probation Status

Once the approver has reviewed and confirmed the employee's probation status:

• Update the employee record using the Update Excel Sheet feature.

• Fields to be updated:

  • Probation Status (Confirm / Extend / Probation)

  • Confirmation Date

Notes

• All probation flows are subject to the approval structure defined in your company’s hierarchy.

• Ensure mailer templates are properly configured to avoid missed notifications.

• The system restricts probation request submissions if the approver or RM mapping is incomplete.