Employment changes and People Service work¶
Employment information records a person's working relationship with the organization. People Service requests record staff-related work, who is responsible for completing it and evidence of the outcome. Confidential documents belong in the separate personnel-file journey.
These capabilities have backend support. A connected user journey for changing employment status or managing People Service requests has not yet been verified in the frontend or the inspected final designs. This page explains current rules and preparation, rather than providing unverified button-by-button instructions. Use your organization's authorized staff-administration process until its connected release is confirmed.
Understand employment status¶
The recorded employment states are Active, Suspended and Separated. A change requires the person, the intended state, an effective date and time, and a reason. The reason is required and can contain up to 500 characters. The system stores the effective time in UTC, a shared time standard. Confirm the corresponding local date and time with the administrator handling the change.
The current implementation updates the saved state when the change is processed. The effective date is recorded information: it does not schedule a future change. Do not submit a future-dated suspension expecting the person to remain Active until that date. The current rules also allow a change back to Active; an organization must apply its own approval and employment policies before submitting any change.
An employment change is distinct from changing assigned roles, organizational placement or the person's WorkOS access setting. It does not itself switch that access setting off. Some staff selectors use employment status when deciding which people can be chosen. Consequently, a person can stop appearing in an active-person selector while their record remains in the directory. Neither observation proves that all sessions or product access have been revoked.
Before an authorized change, confirm:
- The organization and the correct person, using more than a display name where needed.
- The approved state, effective time and a concise reason.
- Any separate access, role, placement or handover work required by the organization.
- Who will verify the saved state and any affected downstream views.
Submitting the same state, effective time and reason again makes no additional employment change; spaces at the start or end of the reason do not make it different. A different reason or effective time can still update the record even when the state is unchanged. An old effective date is not rejected merely because a later date was previously recorded. Check the latest saved information before correcting it; a date alone is not protection against overwriting a more recent decision.
What a People Service request records¶
A request identifies both the person receiving the service and the staff member assigned to do the work. These can be different people. It also records a summary, service category, work category, complexity and an optional due time. Supported service categories currently include benefits enrolment and general People Service work.
Creating such a record does not by itself enrol someone with a benefits provider, edit their profile, change employment status or file a personnel document. It establishes the work record. Those outcomes need the appropriate separate action and evidence.
Prepare an accurate summary of up to 512 characters, the intended recipient and responsible staff member, and any agreed due time. Both people must be found in the same organization's staff records. Creation does not establish a later reassignment, cancellation or editing workflow; those operations are not exposed by the inspected request interface.
Who can complete the work¶
The current interface requires permission to manage staff. In addition, the signed-in person completing the request, approval, review or operation must be the request's assigned staff member. Having a managerial title or recording someone else as the recipient does not satisfy that rule.
| Recorded outcome | What it means | Important limit |
|---|---|---|
| Request completion | Records an outcome, evidence reference and completion time | The request can be completed once. It does not require a recorded approval or review first. |
| Approval completion | Adds a decision and its evidence | This interface does not route an approval to a separate approver; the assigned staff member records it. |
| Review completion | Adds a decision, quality assessment, whether rework is required, and evidence | The rework choice determines the stored acceptance result. Keep it consistent with the decision and quality assessment. |
| Operation completion | Records that an operation, currently a record update, has been completed | Recording the outcome does not perform the underlying profile or record edit. |
Every completion needs an evidence reference and a valid completion time. The evidence reference can contain up to 512 characters. It is a reference supplied with the outcome, not an attachment upload or proof that the system independently checked the evidence. Follow your organization's rules for accessible, relevant and appropriately protected evidence.
Approval, review and operation entries have their own identities. Reusing one within the same kind of entry is rejected. Completing the request does not currently prevent additional approval, review or operation entries. These rules describe recorded outcomes; they do not establish a sequential approval process or separation of duties.
A completion submission includes the time the work was completed. The current rules require a valid UTC time but do not reject a time solely because it is in the future or before request creation. Record the actual time and correct mistakes through the approved support process. A due time is recorded context, not proof of an automatic reminder, escalation or contractual service guarantee.
What completion contributes to reporting¶
Each supported completion records the person who performed it, that person's role in the recorded outcome and the request's stated complexity. Request and operation completions identify the assigned person as the owner; approval and review completions identify that person as the recorded approver or reviewer. These labels do not create a second approver or an independent review. The assigned-person completion rule still applies.
The person receiving the service is not automatically credited as a contributor by these completion records. Nor do they establish a contribution for everyone mentioned in the request. Check the source record and actual responsibility when investigating disputed attribution.
The current publisher records the cause of an adverse outcome and the person's control over it as unresolved. Recording completion, rejection, rework or a missed deadline does not itself establish that the person caused the problem. Missing delay evidence is not proof that no external obstacle existed. Managers should reconcile the recorded outcome with appropriate evidence before drawing performance conclusions.
The complexity value is supplied with the request; copying it into a contribution does not independently assess difficulty. Likewise, a contribution is an input to reporting, not proof of an awarded score, reward or completed synchronization. Compare disputed results with the source outcome and its processing history; do not repeat the original completion to try to alter a report.
Verify results and recover carefully¶
Employment changes publish staff information for other parts of the platform. People Service completions produce contribution evidence about the recorded work. Processing elsewhere can be delayed; a successful save does not prove that every related view or report has already updated.
| Situation | Appropriate next action |
|---|---|
| You cannot find a person | Confirm the organization and identity with an authorized administrator. A directory result and an active-person choice can have different rules. |
| Completion is denied | Verify both staff-management permission and that you are the assigned person. Do not enter another person's identity as a workaround. |
| The request or entry is already completed | Check the recorded outcome before attempting another entry. Do not create a new identity solely to bypass a duplicate warning. |
| A save times out or its result is unclear | Preserve the request reference and submission time for support. Confirm whether it was saved before starting a fresh submission. |
| A report or related view looks stale | Verify the source record and ask support to check propagation. Do not repeat the original action solely to refresh a report. |
The inspected People Service interface does not provide a general list or detail read for confirming these records. A dependable review and recovery experience remains delivery work. Support requests should include safe identifiers and the outcome you expected, without copying sensitive staff details or evidence into an unrestricted channel.
If you began through the assistant, also read Protected staff work with the assistant. The assigned-person and evidence rules above still apply. A prepared step or conversation result does not independently establish that the intended People Service outcome was saved; a failed return is not proof that no change occurred.
Legacy Staff Record Cards¶
The former Staff Record Cards capability has been retired from the current Workforce contract. Some designs and sample frontend screens still show Staff records, Open, Add File and Upload Staff Record for the old multi-file experience. These controls are not evidence of a supported upload workflow.
Use the personnel-file guide to understand the intended current document journey and its availability limits. It requires a subject, description, record type and one main document, with separate permissions. The retirement does not establish that historical files were migrated or that every old link redirects correctly. A remaining old screen or link should be reported for reconciliation rather than used to submit confidential documents.
What managers and business owners should assess¶
Agree who authorizes employment changes, performs staff services, verifies evidence and handles corrections. Check whether the assigned-person completion model meets the organization's approval requirements before adopting it. Confirm the connected release and recovery process with representative users. The current capabilities do not, by themselves, establish payroll processing, benefits-provider integration, an independent approval chain, certified compliance or a financial return.
For directory and role tasks, continue with the People guide. Full organization-structure administration and the initial user/business walkthrough remain in progress.