Probation Reviews
The Probation Review workflow allows managers and HR to formally assess a new employee at the end of their probation period and record an outcome. The outcome directly updates the employee's employment status in the system.
The Probation Review Workflow
HR triggers review → Manager submits assessment → HR approves (or sends back) → Outcome applied
| Step | Who Acts | What Happens |
|---|---|---|
| Trigger | HR / Admin | A review record is created and assigned to the employee's manager |
| Manager submission | Manager / HOD | Manager fills in the assessment form and submits |
| HR send-back | HR / Admin | Optional — HR returns the review to the manager for corrections |
| HR approval | HR / Admin | HR approves the review and selects an outcome |
| Outcome applied | System | Employee status is automatically updated based on the outcome |
Triggering a Probation Review
Probation reviews are triggered manually by HR or Admin.
- Click Probation Reviews in the sidebar.
- Click New Review.
- Select the employee whose probation is being reviewed.
- The system assigns the review to the employee's reporting manager automatically.
- Click Create.
The assigned manager is notified immediately and the review appears in their Actionable Items queue.
Monitoring Pending Reviews
The Probation Reviews page shows all reviews and their current status. Use the filters to narrow down by:
- Status (Pending Manager Review, Manager Submitted, HR Approved, etc.)
- Department
- Employee name
The sidebar badge shows the count of reviews waiting for your action (as HR/Admin, this is all reviews in Manager Submitted status awaiting your decision).
Manager Submission
The assigned manager receives a notification and fills in the probation assessment form. Their submission includes:
- An assessment of the employee's performance during probation
- A recommended outcome (Confirm, Extend Probation, or Terminate)
- Supporting comments
Once submitted, the review moves to Manager Submitted status and HR is notified.
HR Review — Approving
- Open the review from Actionable Items or Probation Reviews.
- Read the manager's assessment and recommended outcome.
- Select the final outcome:
| Outcome | Effect on Employee |
|---|---|
| Confirm | Status set to Active + Confirmed — employee is now a permanent member of staff |
| Extend Probation | Status remains Active + Probationary — the probation period continues |
| Terminate | Status set to Inactive + Terminated — employment ends |
- Click Approve.
The outcome is applied immediately. The employee and manager are notified of the result.
HR Review — Sending Back
If the manager's submission needs corrections or more information:
- Open the review.
- Click Send Back to Manager.
- Enter a note explaining what needs to be addressed.
- Click Confirm.
The review returns to the manager with your note. The manager will need to revise and resubmit.
Dashboard: Probation Pipeline
The Admin / HR Dashboard includes a Probation Pipeline panel showing all employees currently on Active + Probationary status, ordered by join date. This gives you an at-a-glance view of who is approaching the end of their probation period so you can trigger reviews in a timely manner.
Tips
- Trigger the probation review a few days before the probation period ends to give the manager enough time to complete the form.
- If the manager changes before the review is submitted (e.g., a department restructure), the review can be reassigned — contact your system administrator.
- For employees whose probation is being extended, trigger a new review when the extended period is due. The system does not automatically schedule follow-up reviews.