This article will give you an overview of documenting an employee's job change event in Shoobx, by using the 'Employee Job Change' workflow.
Objective of Workflow
This workflow creates a letter for the employee documenting changes in one or more of the following job events:
- Employee Title
- Employee Department
- Employment type (full-time, part-time, exempt, international)
- Salary change
- Stock award change
- Performance-based compensation
Where to Find the Workflow
This workflow can be found in the Human Resources section of the 'Available Company Workflow' page. The workflows listed on this page will depend on your individual access level. If you do not see 'Employee Job Change' listed, please see your Shoobx Administrator for the 'Hiring Manager Workflow Access,' which will allow you to run this workflow.
How the Workflow Works
The workflow will ask you to identify the employee and then specify the changes you would like to make. All fields on this page are pre-populated with the employee's current information.
There are available options on this page that can be included, though not necessary. Creating a custom introductory paragraph for the Employee Job Change Notice and uploading an internal document to support the job change.
After completing this page, you will move on to the Checkpoint screen to review and make any edits before the document is sent out for any necessary signatures.
Frequently Asked Questions
How can I control whether Job Change Notices are viewable to employees?
You control whether or not you'd like your employees to view their Job Change Notice Documentation. There's an "Allow Employees to Access New Job Change Documentation" setting that can be turned on or off.
You can set this setting in the Administration area of Shoobx. (1) Switch to the Administration dashboard (this will be in the upper right hand corner), (2) click on the "Employee Workflows" button, which you'll find on the "HR Settings" panel. (3) On the next screen, click on the "Job Change" tab on the left panel, and (4) find the "Allow Employees to Access New Job Change Documentation" checkbox. Checking it will make it so that employees can see and read the document. Unchecking it will have the opposite result. Be sure to press "save" once you've made your desired changes.
Does the company need to sign Job Change documents?
Company signature is not required on Job Change Documents. It's up to you if you would like a company representative to sign the Job Change Documents. Settings can be changed by following the steps outlined in the FAQ directly above, but after clicking on the "Job Change" tab, you should find the "Who is authorized to sign job change notices?" box. Leave the box empty if you do NOT want to require signatures. If you want to authorize a user to sign job changes and require their signature, enter their name in the box.
Does the employee need to sign Job Change documents?
No, the employee does not sign the Job Change document. There is no setting that would invite them to sign.
Why am I getting a message that the Job Change workflow is locked?
It is possible another workflow that is in progress concerning the same employee is blocking the employee's job change workflow.
If you are having trouble figuring out locks or have any other questions, please reach out to email@example.com for assistance!
Shoobx now offers advanced HR capabilities for growing teams called HR Plus. Shoobx automatically links employment offers to equity management, makes sure employment documents and IP assignments are complete and ready for diligence, and manages exercise windows and equity repurchase at separation time. With HR Plus, you can extend your Shoobx SaaS subscription with a suite of features that make onboarding and managing employees even easier. If you would like to see a demo of HR Plus or have it enabled, please speak with your account manager.