Probation Reviews
Who can use this: Admin, HR, Manager, and Team Lead
Probation reviews evaluate new employees during their initial probation period (typically 3 months) to determine whether they should be confirmed as permanent staff.
How It Works
Automatic Triggering
When an employee's probation period is nearing completion, the system automatically creates a probation review record and notifies their manager.
Manual Triggering
HR can also manually create probation reviews from the employee's profile when needed.
Review Workflow
Created → Manager Submits → HR Reviews → Approved / Sent Back
Status Flow
| Status | Description |
|---|---|
| Pending | Review created, waiting for manager input |
| Submitted | Manager has submitted their assessment |
| Approved | HR approved the review — outcome is applied |
| Sent Back | HR returned it to the manager for revision |
Step 1: Manager Submits Review
- The manager finds the review in Actionable Items or Probation Reviews in the sidebar.
- Opens the review form.
- Fills in numbered review items using single-select 1 to 5 checkboxes (one score per item):
| Score | Meaning |
|---|---|
| 1 | Unacceptable |
| 2 | Needs Improvement |
| 3 | Meets Expectations |
| 4 | Exceeds Expectations |
| 5 | Outstanding |
- Completes remaining notes and recommendation fields:
| Field | Description |
|---|---|
| Rating Items | Numbered criteria scored from 1 to 5 |
| Strengths | Employee's notable strengths |
| Areas for Improvement | Where the employee needs to develop |
| Recommendation | Confirm, Extend Probation, or Terminate |
| Comments | Additional observations |
- Clicks Submit.
Step 2: HR Reviews
- HR finds the submitted review in Probation Reviews or Actionable Items.
- Reviews the manager's assessment.
- Chooses one of:
Approve
- Clicks Approve.
- The review's recommended outcome is applied to the employee record.
Send Back
- Clicks Send Back with a reason.
- The review returns to Pending status.
- The manager is notified to revise and resubmit.
Outcomes
| Recommendation | Effect on Employee Record |
|---|---|
| Confirm | Employment lifecycle changes to Confirmed |
| Extend Probation | Employee remains Probationary with a new review date |
| Terminate | Employment lifecycle changes to Terminated, activity to Inactive |
Viewing Probation Reviews
- Click Probation Reviews in the sidebar.
- The badge shows the count of reviews pending your action.
- The table shows:
| Column | Description |
|---|---|
| Employee | Employee name and number |
| Department | Employee's department |
| Manager | Reviewing manager |
| Status | Current review status |
| Recommendation | Manager's recommendation (after submission) |
| Created | When the review was created |
Filtering
- By status (Pending, Submitted, Approved, Sent Back)
- By department
- By search (employee name or number)
Signature
The final approved review may include a digital signature / acknowledgment section where the employee confirms they have received the outcome.
Managers and HR can now use:
- Preview Current Signature to open the existing signature file directly
- Download Current Signature to save a copy