Workflow Template
Probation Review Workflow
Manages the end-of-probation review process: a manager submits a probation review, HR conducts a review, the manager records the outcome, and the workflow branches to confirm employment, extend probation, or end employment — updating the record, notifying stakeholders, and creating the necessary follow-up tasks at each stage.
Organisations managing multiple probation periods across departments need a consistent, auditable way to confirm employment, extend probation, or end employment without relying on informal emails or spreadsheets. This workflow gives managers and HR a shared, structured process from submission through to final outcome, with each request tracked as a record showing its status and timeline. Managers, HR staff, employees, and payroll are each brought into the process only at the stage relevant to them, keeping the process visible without requiring extra administrative overhead.
Business Outcomes
- Supports more consistent handling of probation outcomes across managers and departments
- Reduces reliance on manual follow-up by generating stage-specific tasks automatically
- Improves visibility into where each probation review stands via record status and timeline
- Helps reduce delays in notifying employees and managers of outcomes
- Makes it easier for HR to track exit, payroll, and record-update tasks tied to each outcome
Workflow Steps
Steps
- 1Create Probation Review Recordcreate record
Creates the probation review record from the manager's submission.
- 2Set Status to Submittedupdate record
Updates the record status to Submitted.
- 3Email Acknowledgement to Managersend email
Sends the manager an acknowledgement email with the review reference number.
- 4HR Review Taskcreate task
Creates a task for HR to review the submission and record comments, blocking until complete.
- 5Manager Outcome Taskcreate task
Creates a task for the manager to record the probation outcome, blocking until complete.
- 6Persist Outcome to Recordupdate record
Saves the manager's recorded outcome and new probation end date to the record.
- 7Route on Probation Outcome
Branches the workflow based on the manager's recorded probation outcome.
outcome: "Confirm employment"→HR Update Employee Record Taskoutcome: "Extend probation"→Set Status to Extendedoutcome: "End employment"→Set Status to EndedDefault→End - 8HR Update Employee Record Taskcreate task
Creates a task for HR to update the employee record following confirmation of employment.
- 9Create Payroll Taskcreate task
Creates a fire-and-forget payroll task to process the confirmed employment.
- 10Set Status to Confirmedupdate record
Updates the record status to Confirmed.
- 11Email Confirmation to Employee and Managersend email
Notifies the employee and manager that employment has been confirmed.
- 12Email Confirmation to Managersend email
Notifies the manager that the employee's employment has been confirmed.
- 13Set Status to Extendedupdate record
Updates the record status to Extended.
- 14Email Extension to Employeesend email
Notifies the employee of the extended probation and new end date.
- 15Email Extension to Managersend email
Notifies the manager of the extended probation and new end date.
- 16Create New Probation Review Taskcreate task
Creates a fire-and-forget task for the manager to submit a new probation review before the new end date.
- 17Set Status to Endedupdate record
Updates the record status to Ended.
- 18Create HR Exit Taskcreate task
Creates a fire-and-forget HR task to manage the employee's exit.
- 19Email Outcome to Managersend email
Notifies the manager that the employee's employment has ended.
Fields
Show all 12 fieldsShow fewer fields
FormProbation Review Submission
- Manager Name*· Text
- Manager Email*· Email
- Employee Name*· Text
- Employee Email*· Email
- Role*· Text
- Probation End Date*· Date
- Assessment Against Expectations*· Long text
- Conduct or Attendance Notes· Long text
TaskHR Review Task
- HR Review Comments*· Long text
TaskManager Outcome Task
- Probation Outcome*· Choice
- New Probation End Date (if extended)· Date
Other fields
- Probation Status· Choice
- Manager Name*
- Manager Email*
- Employee Name*
- Employee Email*
- Role*
- Probation End Date*
Forms
Probation Review Submission
8 fields
Data Views
Probation Reviews
employee_name, role, probation_end_date, outcome +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
What does this workflow record at each stage of the probation review?
The record captures the manager's initial submission details, HR's review comments, and the manager's recorded probation outcome along with any new probation end date if extended. The record's status updates as the process moves through Submitted, Confirmed, Extended, or Ended, and its timeline shows what happened and when. Some details, such as payroll notes, exit notes, and new probation review task notes, are recorded on the relevant task rather than on the record itself, since the workflow does not wait for those tasks.
Who is involved in a probation review from submission to outcome?
A manager submits the initial request through the request form, HR then completes a review task recording their comments, and the manager records the final probation outcome in a dedicated task. Depending on the outcome, additional tasks are assigned to HR for updating the employee record, managing payroll, or handling the employee's exit.
How does the workflow handle a decision to confirm employment?
When the manager records 'Confirm employment' as the outcome, the workflow creates a task for HR to update the employee record, which the workflow waits for before setting the record status to Confirmed. A payroll task is also created to process the confirmed employment, and confirmation emails are sent to the employee and manager.
What happens if probation is extended rather than confirmed?
If the manager records 'Extend probation', the record status updates to Extended and the employee and manager are each notified by email of the new probation end date. A follow-up task is created for the manager to submit a new probation review before that new end date, though the workflow does not wait for this task to complete.
What is recorded if employment is ended following the review?
When the outcome is 'End employment', the record status updates to Ended and an HR exit task is created to manage the employee's exit, with exit notes captured on that task. The manager is notified by email that the employee's employment has ended, and each business should confirm its own record-keeping obligations for this stage.
How do we change or customise this probation review workflow?
A workspace can adjust the workflow by describing the desired change in plain English or by editing the steps directly in the workflow editor, such as adjusting task assignments or notification wording. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.
Do employees need an account to take part in the probation review process?
No, employees are only involved through the emailed notifications and forms sent to them at each relevant stage of the process. They are not required to create or manage an account to receive updates on their probation outcome.
How quickly can a workspace start using this workflow?
The template is ready to use, so a workspace can publish it and begin running live probation reviews within minutes, without any installation or separate development project. Managers can start submitting reviews through the request form as soon as the workflow is published.
What tasks does HR handle within this workflow?
HR completes a review task early in the process to record comments on the submission, which the workflow waits for before the manager records an outcome. Depending on the outcome, HR may also receive a task to update the employee record following confirmation of employment or a fire-and-forget task to manage the employee's exit.
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