HR workflow – what is it?

An HR workflow is a workflow in the area of human resources—that is, a sequence of tasks, approvals, and decisions defined within the system through which HR matters pass. It encompasses everything that requires the involvement of several people: the employee, the supervisor, the HR department, and often also accounting or IT. Instead of sending requests and documents via email or on paper, process participants work within a single system that routes the matter to subsequent individuals according to established rules.

The unique nature of HR is that most matters involve personal data. That is why access permissions and the recording of decision history are of particular importance in HR workflows.

How does HR workflow work?

The process is triggered by an event, such as an employee submitting a request or a decision to hire a candidate. A request filled out in an electronic form is sent to the supervisor and then to the HR department. Rules determine the workflow path: extended leave may require additional approval and hiring a new employee triggers tasks for several departments simultaneously, such as preparing equipment and access rights.

Once approved, the system can generate a document, route it for electronic signature, save it in the employee’s file, and transfer the data to the HR and payroll system. Each user sees only what they are authorized to view: the employee sees their own matters, the supervisor sees team matters, and the HR department sees the full scope. This is important for the protection of personal data.

HR processes supported in workflow

Workflow is applied to HR processes that are repetitive and involve several people. These include:

  • vacation requests and other absences,
  • recruitment, from requesting a request to a hiring decision,
  • onboarding of new employees, including documents, access, equipment and training,
  • business trips and settlement of advance payments,
  • changes in terms and conditions of employment, e.g. promotions, salary changes and annexes,
  • periodic evaluations,
  • termination of cooperation, including the return of equipment, withdrawal of access and preparation of documents.

HR workflow and HR and payroll system

Human Resource Information System (HRIS) is primarily a database of employee information and a tool for calculating pay and maintaining records. HR workflow determines how tasks move through the organization before their results are entered into such a system: who submits a request, who approves it, and by when. The two solutions complement each other, and the workflow is often integrated with the HR system to prevent data from being entered twice.