Confirmation Module
Last updated
Was this helpful?
Last updated
Was this helpful?
The confirmation module is designed to effectively manage employee confirmations, extensions, and rejections. The module helps managers and HR to coordinate better and keeps everyone appropriately informed about various stages in the confirmation process.
The confirmation module can be configured according to your company policies with the help of various settings. You can set priorities whether the first-level manager (L1) and second-level manager (L2) are involved, followed by HR through approval matrix.
The system also allows you to configure criteria, reminders, select letter templates, and feedback systems to ensure a smooth and efficient employee status transition. Below is a complete step-by-step guide on how the process operates based on these settings.
Step 1: Log into the cloud portal and to configure the confirmation module, go to the ‘Settings’ menu and under the ‘HR’ tab click on the ‘Confirmation Module’ subtab.
On this page, you can do various settings.
Step 2: Fill in the details in various fields according to your requirements.
Given below is a on various fields and options, and how you can use those to improve your confirmation process.
In this field select a suitable parameter option on which your confirmation process in based. For example, ‘Confirmation Date’.
If your company has a training period, slide on the toggle for the ‘Training Period’ field.
If the company doesn’t have a training period, move directly to the ‘Probation Period’ field.
No - If manager approval is not required for the confirmation
Click on the ‘Save’ button and the employee will be confirmed automatically once their probation period is completed.
Yes - If manager approval is required to confirm the employee.
The additional fields will appear below, so you can configure various aspects such as approval, rejection, reminders and notifications efficiently.
No -The status selected by the manager will be considered as the final decision. (confirm/reject/extend).
Yes - The confirmation will flow to HR after the manager, and HR will take the final decision.
Yes – The system allows you to set the frequency for reminders to notify the manager about the employee's upcoming confirmation date.
‘+’ (Plus Icon) - Add additional reminders.
‘-‘ (Minus Icon) - Remove a reminder.
Notify Higher Managers – Allows you to dd Level 2, Level 3 managers and HR to be notified in the reminder.
So, they can take action on the confirmation if the Level 1 manager does not.
Example:
If the first frequency field is set to ‘2’ days, as the first reminder before the confirmation date, the manager will receive an email and ESS notification.
Click on the ‘+’ button to add another reminder, ‘1’ day before the confirmation date.
Through the ‘Notify Higher Managers’ field, we select ‘HR’ and ‘Level 2’ managers. They will be notified ‘1’ day before along with the manager. If the first level manager doesn’t act on the confirmation then they can.
Set the ‘number of days’ the probation will be extended for
.
No - If you don’t want to send a probation extension letter to the employee.
Yes - If you want to be sent a probation extension letter to the employee.
From the dropdown select the ‘Extension Letter Template’ to be sent to employees.
Note: If the letter template is not created in the HR Letter, please create it first.
No - Feedback won’t be sent to the employee in case of rejection.
Yes – In case you want to send a feedback to the employee if the manager rejects or extends the confirmation.
If the employee accepts the rejection/extension, the process will stop, and the status will be marked as rejected/extended.
If the employee does not accept, it will go to HR for final confirmation/extension/rejection.
Required – HR will be involved in the final confirmation/extension/rejection process.
Not Required - HR will not be involved, and the process will only depend on the manager's decision.
Yes - A custom form needs to be created.
No - The default form will be used.
No – A Confirmation letter will not be sent to the employee.
Yes – A Confirmation letter will be sent to the employee.
Choose the Confirmation Letter to be sent to the employee
Note: If the confirmation letter template is not created in the HR Letter, please create it.
Set the number of days before the extended confirmation end date when the manager will be notified.
Example: If set to 2 days, the manager will be notified 2 days before the employee’s extended confirmation end date via email and on the ESS portal.
Yes – A notification will be sent to HR about the confirmation extension.
No - HR will not be notified of confirmation extension.
No – A rejection letter will not be sent.
Yes - The rejection letter will be sent to the employee.
Select the rejection letter template to be sent to the employee.
Yes - Dropdown will appear to select probation ratings (e.g., Rating 1: Poor Performance, Rating 5: Excellent Performance).
The selected ratings will be displayed on the employee's confirmation page so they can view their performance evaluation.
No – Ratings won’t be displayed in the rating overview.
Step 3: Once all the required configurations are made click on the ‘Save’ button and the settings will be saved for the confirmation module accordingly.
Step 1: Log into the cloud portal, go to the ‘Settings’ menu, and under the ‘HR’ tab click on the ‘Field Creation’ subtab.
Step 2: Click the ‘+’ icon towards the upper right side of the screen. The Field Creation pop-up window will open which allows you to create a new parameter.
Step 3: Fill in the details in the Field creation pop-up as described below.
Select Module
Choose ‘Confirmation’ from the drop-down list. This will indicate that the new parameter belongs to the Confirmation Module.
Field Name:
Provide a Unique Identifier for the field. This will be used in the backend system to store and reference the field's value.
Field Type:
Select the Field Type based on the kind of input or data expected from the user. For example, Text, Checkbox, Date, Dropdown, and Text Area.
Field Value:
For the selected Field Type, provide the corresponding value or options.
For example:
If it's a Dropdown, input the options from which the user can choose such as Approve, Reject, Pending.
If it’s a Checkbox, it may only have Yes or No options.
Example: If the Field Type is ‘Dropdown’, the field values can be ‘Approved’, ‘Reject’ and ‘Pending’.
Label Name:
A label name is a description that will be displayed to the user alongside the field on the confirmation form to help them understand the purpose of the field.
Panel Name:
Panel Name helps break the form into smaller manageable sections of relatable fields. That makes it easier for users to navigate and fill out the form.
Step 4: Fill in additional fields as required to enhance the field configurations.
Is Mandatory:
Select the checkbox to make the field mandatory. This ensures that the user cannot submit the form without completing the field.
Order:
Specify the order number for this field or question to determine its position in the sequence of questions or sections on the confirmation form.
Step 5: Click on the ‘Save’ button to save the Field Configuration. The new field will be added to the Confirmation Form accordingly.
Step 6: Repeat the process above to create more fields according to the requirements.
Summary of Key Fields
Field Name: Unique system identifier for the field (backend reference).
Field Type: Type of input expected (e.g., Text, Date, Dropdown).
Field Value: Values or options for the field (e.g., Yes/No, list of options).
Label Name: The label is displayed to the user alongside the field.
Panel Name: Logical grouping or section name for the field.
Is Mandatory: Marks to make field mandatory.
Order: The position of the field in the form.
This is the process for creating a Custom Form for the Confirmation Module in the system.
Step 1: Log into the ESS portal with the manager’s credentials (rights). Go to the ‘Confirm’ menu and click on the ‘Approval’ submenu.
Step 2: Under the ‘Manager Approval’ tab you will find the list of pending employee confirmation entries. Click on the ‘Manager Status’ button to fill out the Confirmation form configured in the system.
Step 3: Select appropriate options to evaluate the employee’s performance.
Step 4: Choose your ‘Final Recommendation’ option from the drop down such as Confirm, Probation Extended or Probation Rejected.
Step 5: Click on the ‘Submit’ button and your response to employee confirmation will be saved accordingly.
Based on the approval matrix the confirmation request will then flow to L2 (Level 2) and L3 (level 3) managers for approval, before being sent to HR.
Note: The L2 and L3 managers can follow the above steps for employee confirmation.
Step 1: Log into the ESS portal with the manager’s credentials (rights). Go to the ‘Confirm’ menu and click on the ‘HR Approval’ submenu.
Step 2: Under the ‘HR Approval’ tab, you will find the list of pending employee confirmation entries.
Step 3: Click on the ‘Details’ button to view the forms submitted by the managers at various levels.
Step 4: Click the ‘Download’ button to view the forms submitted by the managers at various levels.
Step 5: Click the ‘Manager Status’ button to fill out the Confirmation form configured in the system.
Step 6: Select the details, ‘Final Recommendation’ and enter Remarks as required. Click the ‘Submit’ button and your response to employee confirmation will be saved accordingly.
Note: Below the ‘Submit’ button you can view the Remark and Recommendation by the manager along with the manager’s name.
According to the Final Recommendation selected by HR, the process will flow as listed below.
Confirm
The employee will receive the Confirmation Letter in their ESS Portal and via email.
Probation Extended
The employee's confirmation date will be extended as configured.
The employee will receive a Probation Extension Letter (if configured), in their ESS Portal and via email.
Probation Rejected
The employee will receive a Probation Rejection Letter (if configured) in their ESS Portal and via email
The HR will initiate the separation process.
For any queries, contact support@pockethrms.com
