When the candidate completes the form, the record enters the approval process defined for its branch. This article explains what approvers do and how, at the last step, an HR user with the Approve E-Welcome permission makes the person an employee.
Before you start
A branch-based approval process must be defined in Configuration > Onboarding > Approval process (Approval processes). If there is none, the record goes straight to Awaiting Authorized Approval.
The person doing the transfer needs Approve E-Welcome.
The branch, department and position the person will work in must exist in Organization Management.
Step by step (approver)
On People > Onboarding list, choose Details in the row menu of a record whose status is {step}. in the approval process and whose step is yours.
The window shows personal information, identity information and documents; if the candidate changed a field later, it appears under Modified Data. You can open documents from their rows and reject them one by one if needed.
Choose one of the buttons at the bottom (Resend and Reject require a reason; for Approve a reason is optional):
Approve: the record moves to the next approver; if you are the last, it becomes Awaiting Authorized Approval. Approve is unavailable while a document is rejected.
Resend: the candidate corrects the form according to your reason; the status becomes Awaiting Revision and the candidate gets an email.
Reject: the window explains this and asks for the reason. The process ends, the documents the candidate uploaded are deleted (the information they entered is kept until the record is deleted) and the status becomes Rejected; no email is sent to the candidate; when they try to log in, they see that their submission was not approved. The rejection notice email (not sent for a rejection at the first step) goes to the first approver of the branch's approval process, or to the person who added the record if the branch has no approval process.
If the person's registry information needs a correction, you can update it yourself with Edit Personal Information in the row menu. Military status is asked of male candidates only; for a female candidate Military Service Status is empty in this window and shows "-" in the Transfer to Personnel List window.
Step by step (HR: start date and transfer)
Choose Employee's Start Date in the row menu. In the Employee Start Dates window, enter the planned date with Set Start Date. The list shows Start Date Approver and Planned Start Date.
While the record is Awaiting Authorized Approval, choose Transfer to Personnel List in the row menu. If no start date was entered, the option is grey.
In the window that opens, check the information and documents one last time and click Transfer to Personnel List.
In the Position Information window, Position Start Date comes from the start date; choose Branch / Department / Position and Manager and click Save. If a manager is defined for the branch, Manager is pre-filled. The manager becomes the employee's manager in approval processes (Assigning position and manager).
Result
If the start date is today or in the past, the person becomes an employee immediately: a user account is created, identity information and approved documents are moved to the registry, position and manager go to the position record, the seniority record opens with the start date, and the record leaves the E-Welcome list. The employee keeps logging in with the email and password used in E-Welcome.
If the start date is in the future, the record becomes Awaiting Transfer and is transferred automatically at 07:00 that morning.
If an employee (active or passive) with the same Turkish ID number exists in the company, a warning opens: if you confirm, the existing employee's information is updated with the E-Welcome data and, if passive, they are activated. If the person is on the blacklist, no transfer is made, the status becomes Blacklisted and you must handle it manually. A rehired employee's seniority (hire) date is not updated automatically; check Personal Information > Seniority.
Common problems
Symptom: Details is not shown.
Cause: The record is not at your step, or you are not defined in that branch's approval process.
Symptom: Transfer to Personnel List is not shown.
Cause: The record is not yet Awaiting Authorized Approval / Awaiting Transfer, or you do not have Approve E-Welcome.
Symptom: Approve or Transfer to Personnel List is disabled.
Cause: A document is rejected.
Fix: If the record is in the approval process, use Resend to ask the candidate for the document again; if it is Awaiting Authorized Approval, start the record over with Reset (Requesting data entry).