Workflow Template
Probation Review Workflow
Manages the end-of-probation review process: the manager submits an assessment of a new employee, HR reviews it, the manager records the final outcome (confirm, extend, or end employment), and the workflow updates records, notifies payroll/HR/employee/manager, and schedules follow-up reviews for extensions.
Organisations managing new hire probation periods face compliance exposure when assessments, HR sign-off, and outcome decisions are tracked inconsistently across email and spreadsheets. The Probation Review Workflow gives HR and people leaders a structured, auditable process spanning managers, HR, payroll, and employees, from initial assessment submission through to confirmation, extension, or exit. Each decision point is logged against the employee record, with role-based notifications and follow-up scheduling built in to support consistent governance across the organisation.
Business Outcomes
- Helps reduce inconsistency in how probation outcomes are assessed and recorded across managers and departments
- Supports faster HR review turnaround through structured status tracking
- Improves audit readiness with a centralised, timestamped record of assessments and outcomes
- Reduces manual follow-up effort by automating payroll and stakeholder notifications
- Helps ensure extended probation cases are tracked with scheduled follow-up reviews rather than relying on manual reminders
Workflow Steps
Steps
- 1Create Probation Review Recordcreate record
Registers the probation review submitted by the manager.
- 2Set Status to Submittedupdate record
Marks the review as submitted and awaiting HR review.
- 3HR Reviews Assessmentcreate task
HR reviews the manager's assessment and adds notes before the outcome is decided.
- 4Update Status - Under HR Review Completeupdate record
Persists HR's review notes to the record and moves status to awaiting outcome.
- 5Manager Records Outcomecreate task
Manager records the final probation outcome after HR's review.
- 6Persist Outcome to Recordupdate record
Saves the manager's recorded outcome and notes to the probation review record.
- 7Route on Probation Outcome
Branches based on whether employment is confirmed, extended, or ended.
probation_outcome: "Confirm Employment"→Confirm Employment - Update Recordprobation_outcome: "Extend Probation"→Extend Probation - Update Recordprobation_outcome: "End Employment"→End Employment - Update RecordDefault→End - 8Confirm Employment - Update Recordupdate record
Updates the employee record status to confirmed.
- 9Notify Payroll of Confirmationsend email
Notifies payroll that the employee's probation is confirmed so ongoing terms can be actioned.
- 10Extend Probation - Update Recordupdate record
Updates the record with the new probation end date and status.
- 11Schedule Follow-up Review Taskcreate task
Creates a task for the manager to conduct a follow-up review before the new probation end date.
- 12End Employment - Update Recordupdate record
Updates the record status to reflect the employment ending outcome.
- 13Assign HR to Manage Exitcreate task
Assigns HR a task to manage the employment exit process.
- 14Notify Employee & Manager - Confirmedsend email
Notifies the employee and manager that employment has been confirmed.
- 15Notify Manager - Confirmedsend email
Notifies the manager that the confirmation outcome has been recorded.
- 16Notify Employee & Manager - Extendedsend email
Notifies the employee that their probation period has been extended.
- 17Notify Manager - Extendedsend email
Notifies the manager that the extension outcome has been recorded.
- 18Notify Employee & Manager - Endedsend email
Notifies the employee that their employment is ending following probation.
- 19Notify Manager - Endedsend email
Notifies the manager that the employment-ending outcome has been recorded and HR is managing the exit.
- 20Set Status to Under HR Reviewupdate record
Marks the review as under HR review before the HR review task begins.
Fields
- Employee Name*
- Employee Email*
- Manager Email*
- Role / Job Title*
- Probation End Date*
- Assessment Against Expectations*
- +6 more fields
Forms
Probation Assessment
7 fields
Data Views
Probation Reviews
employee_name, role_title, probation_end_date, review_status +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Categories
FAQs
How is this workflow audited for compliance purposes?
Every step, from assessment submission to HR review and final outcome, is timestamped and persisted directly to the probation review record within assess.one. This creates a traceable history of who submitted what, when HR reviewed it, and how the outcome was recorded, which supports internal audit and employment compliance reviews. HR teams can review the full record history at any time without needing to reconstruct events from email threads.
Who has access to the probation review record and outcome decisions?
Access is role-based and configured inside assess.one, typically limited to the employee's manager, HR reviewers, and payroll where relevant to confirmation notifications. Permissions can be scoped so managers only see records for their direct reports, while HR retains oversight across the organisation. This structure supports data privacy expectations around sensitive employment decisions.
How does this integrate with payroll and HR systems?
Notifications to payroll and HR are configured directly inside assess.one, triggered automatically when a manager confirms employment or an outcome is finalised. There is no separate integration project required; notification recipients, channels, and message content are set up within the platform's workflow configuration. This keeps payroll informed of confirmed hires without manual handoffs.
Can the approval logic and outcome routing be customised?
Yes, the routing logic that directs a probation review to confirmation, extension, or exit handling can be adjusted directly in assess.one to match organisational policy. Step names, required fields, HR review criteria, and notification rules can all be edited without technical development work. This allows the workflow to reflect specific probation policies, such as mandatory second-level HR sign-off for exits.
What happens when a manager records an extension outcome?
When a manager selects the extension outcome, the workflow updates the employee record status and automatically schedules a follow-up review task for a future date. This removes reliance on manual calendar reminders and helps ensure extended probation periods are revisited within policy timeframes. HR and the manager both receive notification of the extension and the scheduled follow-up.
What happens when employment is ended at the outcome stage?
If the manager records an outcome of ending employment, the workflow updates the record status and assigns HR to manage the exit process. Employee and manager notifications are triggered to confirm the decision, keeping all parties aligned on next steps. This structured handoff to HR supports consistent exit handling rather than ad hoc communication.
Who needs to be given access to use this workflow effectively?
At minimum, line managers who conduct probation assessments and HR staff responsible for review and sign-off need access within assess.one. Payroll contacts may also require limited access or notification-only visibility depending on how confirmation notifications are configured. Access levels are managed within the platform and can be adjusted as team structures change.
How long does it take to implement this workflow?
The Probation Review Workflow is a ready-to-use template that can be published and made live within minutes inside assess.one. There is no lengthy implementation project or external software installation involved; once published, teams can begin submitting and reviewing probation assessments immediately. Any customisation to steps or notifications can be made directly in the platform before or after going live.
What approval or review considerations should HR account for?
HR should confirm that assessment criteria and review checkpoints reflect current employment policy before publishing the workflow, since these are configurable fields within assess.one. Consideration should also be given to who is authorised to finalise outcomes, particularly for exit decisions, to maintain appropriate segregation of duties. Reviewing notification recipients periodically helps ensure payroll and stakeholder communications stay aligned with organisational structure.
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