How to configure Confirmation Settings ?

The Confirmation Module in our HRMS software streamlines the employee confirmation process, ensuring that all steps, from probation management to final confirmation assessments, are handled efficiently. This module allows HR administrators to configure workflows, set up probation periods, and create detailed assessment templates that supervisors and department heads can use to evaluate employees. By defining multiple levels of approval and setting criteria based on roles or departments, the module ensures a smooth and structured approach to employee confirmations. This guide will walk you through the key features and steps to fully utilize the confirmation module in your HRMS system.

Step 1: Accessing Confirmation Settings

1. Log in to the HRMS system as an admin.
2. Navigate to the Organization Module.
3. Under the organization module, go to HR Workflow Settings.
4. In HR Workflow Settings, select Confirmation Settings.

Step 2: General Settings: The General Settings section allows you to configure the actors involved in the employee confirmation process and their permissions.

• You can add multiple levels of approval, such as the Reporting Supervisor, Head of Department (HOD), or other actors.
• For each actor, there are permissions you can enable:
  • Can initiate employee confirmation
  • Can fulfill confirmation assessment
  • Can request an extension of the probation period

You can toggle these permissions to “Yes” or “No” for each actor. For example:

• Level 1: Reporting Supervisor with all permissions set to "Yes."
• Level 2: Head of Department with permissions adjusted as needed.
• If required, you can add a third level, and so on, depending on your organization's workflow.
• Please note : Final Approver will always be the Admin

Step 3: Probation Period Settings: Below the General Settings, you'll find the Probation Period Settings section. Here's how to configure it:

1. Click on the Edit button to modify the probation period settings.
2. Set the Default Probation Period by entering the number of days (e.g., 25 days).
3. You can also add criteria for different departments. For instance, you can set:
   • Accounts Department: 45 days
   • Finance Department: 30 days
4. Employees in departments with specific probation periods will have their respective periods applied, while others will default to the general probation period.

Step 4: Confirmation Assessment Template: The Confirmation Assessment Template is used to assess employees at the end of their probation. Here's how to create and configure it:

1. Go to the Confirmation Assessment Template section.
2. Start by providing a Label for the template (e.g., General Template).
3. Add any Instructions for filling out the form.
4. Create your questions by choosing a question type:
   • Textbox
   • Dropdown
   • Checkbox
5. For each question, add the Description and required information.
6. You can create as many questions as necessary to ensure a comprehensive assessment.

Once the template is created, it must be assigned during the profile creation process. When the employee reaches their confirmation date, the assigned approvers (e.g., Reporting Supervisor, HOD) will be notified to fill out the assessment template.