Workflow Template

Employee Transfer Workflow

Enables HR to process an employee transfer to a new role or department. Captures transfer details, routes through current and destination manager reviews, HR approval, and conditional finance approval for compensation changes, then executes system/payroll updates and handover tasks before confirming the effective date and notifying all parties. Rejections return the request to the requester with a reason.

As organisations grow, internal mobility introduces governance risk when transfer decisions, compensation changes, and system updates are handled inconsistently across departments. The Employee Transfer Workflow gives HR a structured, auditable process for moving an employee to a new role or department, coordinating review by the current and destination managers, formal HR approval, and conditional finance sign-off when compensation is affected. It concludes with system and payroll updates, handover coordination, and effective-date confirmation, keeping HR, line management, finance, and payroll teams aligned throughout.

Business Outcomes

Helps reduce delays caused by inconsistent manager and HR approval routing
Supports clearer audit trails for compensation-related transfer decisions
Designed to improve coordination between HR, finance, and payroll teams
Makes it easier to standardise handover and effective-date confirmation across departments
Streamlines notification of employees and managers once transfers are finalised

Workflow Steps

Steps

1
Create Transfer Request Recordcreate record
Registers the submitted transfer request as a record.
2
Set Status to Submittedupdate record
Marks the transfer request as submitted.
3
Set Status to Under Manager Reviewupdate record
Updates status while awaiting manager decisions.
4
Current Manager Reviewrequest approval
Current manager reviews and approves or rejects the transfer.
5
Route Current Manager Outcome
Branches based on the current manager's decision.
approval_status: "approved"→Destination Manager Review
approval_status: "rejected"→Set Status to Rejected
Default→End
6
Destination Manager Reviewrequest approval
Destination manager reviews and approves or rejects the transfer.
7
Route Destination Manager Outcome
Branches based on the destination manager's decision.
approval_status: "approved"→Set Status to Under HR Review
approval_status: "rejected"→Set Status to Rejected
Default→End
8
Set Status to Under HR Reviewupdate record
Updates status as the request moves to HR approval.
9
HR Approvalrequest approval
HR reviews the transfer request for policy compliance and approves or rejects.
10
Route HR Approval Outcome
Branches based on HR's decision, and whether finance approval is required.
approval_status: "rejected"→Set Status to Rejected
compensation_change: "true"→Set Status to Under Finance Review
Default→Set Status to Approved
11
Set Status to Under Finance Reviewupdate record
Updates status as the request moves to finance approval due to compensation change.
12
Finance Approvalrequest approval
Finance reviews and approves or rejects the compensation change associated with the transfer.
13
Route Finance Approval Outcome
Branches based on finance's decision.
approval_status: "approved"→Set Status to Approved
approval_status: "rejected"→Set Status to Rejected
Default→End
14
Set Status to Approvedupdate record
Marks the transfer as approved and ready for execution.
15
Update Employee System and Payroll Recordscreate task
HR/IT operations updates the employee's system record and payroll details to reflect the new role.
16
Arrange Handovercreate task
Current and destination managers coordinate handover of responsibilities.
17
Confirm Effective Dateupdate record
Confirms the transfer's effective date on the record.
18
Notify Employeesend email
Notifies the employee that their transfer has been confirmed.
19
Notify Current Managersend email
Notifies the current manager that the transfer has been confirmed.
20
Notify Destination Managersend email
Notifies the destination manager that the transfer has been confirmed.
21
Set Status to Rejectedupdate record
Marks the transfer request as rejected before notifying the requester.
22
Notify Requester of Rejectionsend email
Returns the request to the requester with the reason for rejection.

Fields

Requester Email*
Employee Name*
Employee Email*
Current Role*
Destination Role*
Current Manager Email*
+9 more fields

Forms

Employee Transfer Request

12 fields

Data Views

All Transfer Requests

employee_name, current_role, destination_role, proposed_effective_date +1 more

Dashboard Widgets

Transfer Requests by StatusTransfer Pipeline Summary

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

employee transferinternal transferdepartment transferjob transferHR workflow

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Similar Categories

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FAQs

How is this workflow audited within assess.one?

Every status change—submission, manager reviews, HR approval, finance approval, and system updates—is logged with a timestamp and the responsible user. This creates a continuous audit trail from initial request through to effective date confirmation, which can be reviewed by HR or compliance teams at any time within assess.one.

Who has access to transfer requests and approval steps?

Access is defined by role within assess.one, so current managers, destination managers, HR approvers, and finance reviewers only see the steps and data relevant to their part of the process. HR administrators can be granted broader visibility to oversee the full workflow, while sensitive compensation data can be restricted to finance and HR roles only.

How does this integrate with existing payroll and HR systems?

Notifications and downstream actions such as system and payroll record updates can be configured inside assess.one using its built-in integration options, including email and other connected tools. There is no external development project required; integration setup happens directly within the platform's configuration screens.

Can we customise the approval logic and steps?

Yes, the sequence of manager reviews, HR approval, and the conditional finance approval step can be adjusted directly in assess.one to match organisational policy. Teams can add, remove, or reorder steps, change routing rules, and configure notification triggers without needing developer support.

What happens if a manager or HR reviewer rejects the transfer?

A rejection at any review stage routes the request back to the original requester along with the stated reason, halting progression through subsequent approval steps. This keeps the process transparent and gives the requester the information needed to revise or resubmit the transfer request.

When does finance approval get triggered?

Finance approval is a conditional step that only activates when the transfer includes a compensation change. If no compensation adjustment is involved, the workflow can bypass finance review and proceed directly to HR-approved status and system updates.

How long does implementation take?

The Employee Transfer Workflow is a ready-to-use template that can be published in minutes within assess.one. Once live, HR and management teams can begin submitting and processing real transfer requests immediately, with no lengthy setup or external implementation project required.

Who typically needs access to this workflow?

Typical participants include the requester (often HR or the current manager), the current and destination managers, HR approvers, finance reviewers for compensation-impacting transfers, and payroll or systems administrators responsible for record updates. Access for each role is configured within assess.one to match organisational reporting lines.

What compliance considerations should HR teams keep in mind?

HR teams should confirm that approval sequencing reflects internal policy on delegation of authority, particularly around compensation changes requiring finance sign-off. Because each decision point and status change is recorded, the workflow is designed to support internal policy reviews and compliance checks without requiring separate manual documentation.

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