HR Specialist — HR guide
Keep the records straight so everyone else's month works.
Runs HR's day: new joiners, documents, requests and the records everyone else relies on being right.
What you will be able to do
- Add a new joiner and start their onboarding
- File documents where retention is applied automatically
- Work the request queue without guessing who approves what
- Keep the directory clean enough to trust
What this role can and cannot do
| Can | Cannot |
|---|---|
|
|
9 steps, each one carried out in the product on .
Find anybody in seconds #
Where HR » People
- Open People.
- Search by name, number or position.
You should see The directory is the spine of everything else — payroll, attendance and access all read from it.
Add a new joiner #
Where HR » People » New employee
- On Employees, click New employee.
- Fill the name, e-mail, number and hire date.
- Pick the department and the position.
- Press Create; set the manager on the record afterwards (Edit profile).
| Field | What to put in it |
|---|---|
| First name / Last name | As on their passport or ID — this is what prints on letters and contracts. |
| Their work address; the login is linked to the person later. | |
| Employee number | Your own reference. |
| Hire date | The first working day. Onboarding tasks are scheduled from it. |
| Department | Drives who can see this person: a line manager sees the departments they manage. |
| Position | The job title, from the position list rather than free text, so reporting stays comparable. |
You should see The person exists once, and every other module reads that one record.
Watch out Link the person to their login as soon as they have one, or self-service and My team will not recognise them.
Worth knowing Link them to a login as soon as they have one. Without it, self-service and My team cannot recognise them.
Work the request queue #
Where HR » Requests
- Open Requests.
- Press the Waiting on me tile.
- Press View on the oldest.
You should see Every request carries its own approval chain, so you never have to ask who signs this one — and the buttons are there when the step is yours, even though your role has no company-wide approve right.
Start somebody's onboarding #
Where HR » Onboarding
- Open Onboarding.
- Start a journey for the joiner.
You should see Tasks are copied from the template at the moment you start, so later template edits cannot rewrite somebody's first week.
Employers are readable, not editable #
Where Settings » Employers
- Open Settings, then Employers.
You should see You see the same list the HR manager edits.
You can read terminations, not apply or cancel them #
Where HR » Terminations
- Open Terminations.
You should see Every termination is listed with its last working day and state. Applying a drafted termination and cancelling a scheduled one are the HR manager's, so neither is offered to you.
Fill the company's own fields in the edit form #
Where HR » People » a person » Edit profile » Custom fields
- Open a person.
- Press Edit profile.
- Open the Custom fields tab.
You should see The company's own fields sit in the same form as the rest of the record.
A fail waiting for HR is the first row on Probation, and you can decide it #
Where HR » Probation
- Open Probation.
- Press Confirm or send back the fail on the first row.
You should see You confirm the fail (the person can then be offboarded) or send it back to the manager with a reason. Everyone else's probation follows by end date.
Worth knowing The button is at the end of the row: scroll the table to the right.
You cannot put a document on legal hold #
Where HR » HR documents
- Open HR documents.
You should see A document row offers no Put on hold or Release hold; ask the HR manager to hold a document.
Termination, legal holds and data-subject requests belong to the HR manager. You prepare everything up to that line.