Workflow Template

Employee Transfer Workflow

Manages an employee's transfer to a new role or department: captures transfer details, gathers manager support, routes through HR (and Finance if compensation changes) approval, then executes system/payroll updates and handover before confirming the transfer.

Organisations managing internal moves need a consistent, visible process that captures transfer details, gathers the right input, and records decisions at every stage without relying on scattered emails or spreadsheets. This workflow guides an employee transfer request from initial submission through current and destination manager support decisions, HR approval, optional Finance approval when compensation changes, and on to system/payroll updates and handover before the transfer is confirmed. Requesters, employees, current and destination managers, HR and Finance staff are all involved at defined points, with each request tracked as a record with a reference number, status and timeline.

Business Outcomes

Clearer visibility into where each transfer request stands at any time
Reduced risk of transfers proceeding without manager, HR or Finance input being recorded
Faster routing of compensation-related transfers to Finance only when needed
More consistent handling of system, payroll and handover steps across transfers
Improved traceability of decisions and comments throughout the transfer process

Workflow Steps

Steps

1
Create Transfer Recordcreate record
Creates the employee transfer record from the submitted form data.
2
Set Status to Submittedupdate record
Marks the transfer record status as Submitted.
3
Email Acknowledgement to Requestersend email
Sends the requester an acknowledgement email with the transfer reference number.
4
Current Manager: Record Support Decisioncreate task
Asks the current manager to record whether they support the transfer and any comments.
5
Destination Manager: Record Support Decisioncreate task
Asks the destination manager to record whether they support the transfer and any comments.
6
Route on Manager Support
Checks whether both the current and destination managers support the transfer.
current_manager_support: "Do not support"→Set Status Rejected (Manager Stage)
destination_manager_support: "Do not support"→Set Status Rejected (Manager Stage)
Default→HR Approval
7
Set Status Rejected (Manager Stage)update record
Marks the transfer record status as Rejected because a manager did not support it.
8
Email Requester of Manager Rejectionsend email
Notifies the requester that the transfer was rejected at manager review, including comments.
9
HR Approvalrequest approvalrequires approval
Requests HR to approve or reject the transfer.
10
Route on HR Approval Outcome
Routes the workflow based on HR's approval decision, checking whether compensation changes require Finance review.
approval_status: "rejected"→Set Status Rejected (Review Stage)
approval_status: "approved"→Route on Compensation Change
Default→End
11
Route on Compensation Change
Checks whether compensation changes to determine if Finance approval is required.
compensation_changes: "Yes"→Finance Approval
Default→HR: Update System and Payroll Records
12
Finance Approvalrequest approvalrequires approval
Requests Finance to approve or reject the transfer given the compensation change.
13
Route on Finance Approval Outcome
Routes the workflow based on Finance's approval decision.
approval_status: "approved"→HR: Update System and Payroll Records
approval_status: "rejected"→Set Status Rejected (Review Stage)
Default→End
14
Set Status Rejected (Review Stage)update record
Marks the transfer record status as Rejected because HR or Finance did not approve it.
15
Email Requester of Review Rejectionsend email
Notifies the requester that the transfer was not approved by HR or Finance.
16
HR: Update System and Payroll Recordscreate task
Asks HR to update the employee's system and payroll records and record the completion date.
17
Current Manager: Arrange Handovercreate task
Asks the current manager to arrange the handover of the employee's responsibilities and record the completion date.
18
Set Status to Confirmedupdate record
Marks the transfer record status as Confirmed.
19
Email Confirmation to Employee and Requestersend email
Notifies the employee and requester that the transfer is confirmed from the effective date.
20
Email Confirmation to Requestersend email
Notifies the requester that the transfer is confirmed from the effective date.

Fields

Show all 20 fields

FormEmployee Transfer Request

Requester Name*· Text
Requester Email*· Email
Employee Name*· Text
Employee Email*· Email
Current Role*· Text
Current Department*· Text
Destination Role*· Text
Destination Department*· Text
Destination Manager Name*· Text
Effective Date*· Date
Does Compensation Change?*· Choice
New Salary· Number
Location Change (if any)· Text

TaskCurrent Manager: Record Support Decision

Current Manager Support Decision*· Choice
Current Manager Comments· Long text

TaskDestination Manager: Record Support Decision

Destination Manager Support Decision*· Choice
Destination Manager Comments· Long text

TaskHR: Update System and Payroll Records

HR System/Payroll Update Completed Date*· Date

TaskCurrent Manager: Arrange Handover

Handover Completed Date*· Date

Other fields

Transfer Status· Choice

Requester Name*
Requester Email*
Employee Name*
Employee Email*
Current Role*
Current Department*

Forms

Employee Transfer Request

13 fields

Data Views

Employee Transfers

employee_name, destination_role, effective_date, transfer_status

Dashboard Widgets

Transfers by Status

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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Employee Promotion Workflow Employee Information Change Workflow Employee Onboarding Workflow

Similar Categories

Human Resources

FAQs

What does this workflow record at each stage of the transfer?

The workflow records the transfer record's status as it moves from Submitted to Rejected or Confirmed, along with a timeline of what happened. It also captures the current and destination managers' support decisions and comments, HR and Finance approval outcomes, the date system and payroll updates were completed, and the date handover was completed.

Who is involved in approving an employee transfer?

The current manager and destination manager first record whether they support the transfer, along with any comments. HR then reviews the transfer for approval, and Finance is brought in only when the request indicates a compensation change, giving each party a defined role in the process.

What happens if a manager does not support the transfer?

If either the current manager or the destination manager records that they do not support the transfer, the record's status is set to Rejected and the requester receives an email explaining the rejection, including the manager's comments. This stops the transfer from proceeding to HR or Finance review.

How does the workflow decide whether Finance needs to review the transfer?

After HR approves the transfer, the workflow checks whether the request indicates a compensation change. If compensation is changing, the request routes to Finance for approval; if not, it proceeds directly toward system, payroll and handover steps.

What happens if HR or Finance rejects the transfer?

If HR rejects the transfer, or if Finance rejects it after a compensation change review, the record's status is set to Rejected at the review stage. The requester is then emailed to explain that the transfer was not approved by HR or Finance.

How do we change this workflow if our transfer process is different?

A workflow can be adjusted by describing the desired change in plain English or by editing its steps directly in the workflow editor. Earlier versions are kept, so a workspace can review or return to a prior version of the transfer process at any time.

What happens after HR and Finance approve the transfer?

Once the necessary approvals are in place, HR is assigned a task to update the employee's system and payroll records and record the completion date. The current manager is then assigned a task to arrange handover of the employee's responsibilities and record when that is completed, after which the transfer record status is set to Confirmed.

Who receives updates about the transfer's progress?

The requester receives an acknowledgement email with the transfer reference number when the request is submitted, and further emails if the transfer is rejected at manager or review stage. Once confirmed, both the employee and the requester receive confirmation emails, and the requester receives an additional confirmation email.

Can the employee or destination manager complete their part without a system account?

Yes, participants such as the current manager, destination manager and requester interact with the transfer through forms emailed to them and do not need an account to take part. Their responses, such as support decisions and comments, are saved directly to the transfer record.

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