People and joiners

Everyone at your employer has one record in People: who they are, their employment periods and every change of terms, their leave, their documents and their joiner, mover and leaver cases. HR (the Manage people, employment and lifecycle permission) does the work on this page.

Start a joiner

At the foot of People, Start a joiner asks for the joiner template, the person's legal and preferred names, work email, employee number, start date, employment type, payroll identifier (the employee's identifier in your payroll provider, if known), job title, department, location, manager, working schedule and pay. Press Start joiner.

Willow creates the person, their first employment period and a joiner case. Each task in the template goes to the person who does it, due relative to the start date:

Everyone sees their tasks on Home. A task marked as needing evidence is done only with a note of what was done, and Willow never acts on an outside system itself. A case completes only when every task is done and the information the template requires is on the record.

Keep the record

A person's page shows Directory (name, work email, role, department, location, manager, status), Private details (personal email, phone, home address, date of birth, emergency contact) and Employment. Edit them from the Edit rows on each card; a person can keep their own private details up to date.

Documents keeps private files by category. Each upload is a new version, and the category decides who can read it. When a category asks for it, the person presses I received this document to acknowledge receipt.

Schedule a change

Schedule a change (mover) under Employment records a promotion, a new manager, new hours or new pay from an Effective from date, with its reason and, if you like, a mover case. The change takes effect on its date. Past, current and scheduled versions all stay in the employment table, marked past, in force or scheduled; a scheduled version can be cancelled before it starts.

Record a leaver

Record a leaver asks for the last day of employment, a private reason and the leaver template. The leaver's tasks go out like a joiner's, including any End this person's Willow access task. The employment period ends on that day and its history stays.

Rehire

When someone comes back, Rehire on their page starts a new employment period with a new joiner case. Earlier periods stay as they were, and Willow access is not restored automatically.