Work terms on every employee record

How it works

1. HR sets the company rules once in the work terms policy: default work model, hybrid office days, WFH days a month, probation by employment type and notice periods.
2. Each profile's work terms panel shows where the person works, the probation end date with a countdown, confirmation and review status, and today's notice period.
3. HR with edit rights on employees clicks Edit to change one person's work model, office days, probation length or notice period.
4. A blank probation or notice field follows the company rule; a number fixes it for that person only.
5. For hybrid staff, HR picks the office days, and at least one office day is required.
6. A new hire recorded as Active can be put on probation from the panel, with the end date following the rule for their employment type.

What you can set

• Work model: office, work from home, hybrid with chosen office days, or field.
• Default hybrid office days: Monday, Tuesday and Thursday, editable per person.
• WFH: 4 days a month with approval by default; on duty requests unlimited, with approval.
• Probation by employment type: permanent 6 months, trainee 3, contract 0, intern 0.
• Probation per person: 0 to 24 months, where 0 means no probation.
• Notice by default: 15 days during probation and 60 days after confirmation, with overrides per grade.
• Notice per person: 0 to 365 days.
• Reminder before probation ends: 15 days by default.

Why write the work model into the record

Hybrid and field arrangements in Indian offices are often agreed on a phone call and then forgotten. Six months later, a manager asks why a field sales executive is never at his desk, or two analysts on the same team follow different office days without anyone knowing which was approved. Recording the work model on the employee's file makes the arrangement visible to HR and the manager, and the same terms carry the probation and notice rules that matter when the person is confirmed or resigns. Employees raise WFH and on duty requests from self-service, where they are checked against the monthly WFH limit.

Worked example: a field sales executive in Indore

Karan Joshi joins a pharma distributor in Indore as a field sales executive in grade S1. HR sets his work model to Field. The company rule gives permanent staff six months of probation and 15 days' notice during probation, and the work terms policy has a grade override of 30 days' notice for S1 after confirmation instead of the usual 60. Karan's panel shows 15 days of notice while he is on probation. After his confirmation the same panel shows 30 days, without HR touching his record. Had Karan joined with ten years' experience and no probation agreed, HR would have set his probation length to 0 on the panel.

Keep work terms in line with the appointment letter

The notice period and probation shown in ZeniaHR should match what the appointment letter says, because that letter is what the employee signed. Under the OSH Code an appointment letter must be issued to every employee. If your standing orders or letters give a different notice for a grade, set it once as a grade override rather than editing people one by one. Check the Shops and Establishments rules for your state where they set notice terms for shop and office staff.

Frequently asked questions