HR · workflow automation

Employee life cycle management, automated end to end

Employee life cycle management inside Odoo — onboarding, probation, disciplinary and offboarding, with approvals and reports from live records.

6Life-cycle stages in Odoo

1Record per employee

0Spreadsheets left

The situation

The HR processes existed, but they lived across Odoo, email and a set of spreadsheets that one person maintained. Onboarding was a checklist somebody remembered. Probation reviews happened when a manager thought of them. Disciplinary cases were a folder. Offboarding was whatever the last person to leave had been asked to sign. Each report was rebuilt by hand, which made it both expensive and unverifiable — two people could produce different headcounts for the same month and neither could show why.

What we did

We mapped the employee life cycle as it actually runs — onboarding, probation, attendance, leave, disciplinary action and offboarding — and moved every stage inside Odoo with a named owner, an approval and a date that the system enforces rather than a person remembering. Probation end dates raise their review before they pass. Disciplinary cases carry their evidence and their outcome on the employee record. Offboarding runs the same checklist every time, including the access and asset returns that get forgotten. Where a stage needed something Odoo does not ship, we wrote a module for it rather than a spreadsheet, so it carries the same permissions and audit trail as everything around it.

The outcome

An employee's whole history — hired, confirmed, warned, promoted, exited — sits on one record, with who approved each step and when. Every HR figure is generated from those records, so two people asking the same question get the same answer and can trace it. The spreadsheets are gone, and with them the person-dependency: the process is in the system rather than in somebody's head.

Client names withheld. Scope and numbers stated exactly.