Onboarding approval

How it works

1. Open Employees and go to Pending approvals, or press Review now on the banner that counts waiting submissions.
2. Open a submission to view the profile and the uploaded documents.
3. To approve, press Approve and Assign, fill the official employment details, with department and designation required, and press Approve and Create Employee.
4. ZeniaHR creates the active employee with an employee code and confirms it on screen.
5. To send it back, press Request changes and write what needs correcting; the record shows Changes Requested with your note.
6. To stop it, press Reject and give a reason, which is visible to HR and to the joiner.

What you can set

• Actions: Approve and Assign, Request changes, and Reject.
• Department and designation required before approval.
• A note with every change request, shown on the record.
• A reason with every rejection, visible to HR and the joiner.
• A banner on the Employees page whenever submissions are waiting.
• New joiners stay inactive until they are approved.
• Onboarding by status and joiners due in the next 30 days on the HR dashboard.

Why approval is its own step

Details typed by a joiner on a phone need a second pair of eyes before they drive salary and statutory filings. A wrong digit in an account number means a failed transfer; a mismatched name between PAN and bank proof means trouble later. The approval step is where HR compares the submission with the documents, and where the joiner's official place in the organization is fixed. Keeping joiners inactive until approval also keeps half-finished profiles out of attendance, payroll and headcount.

Worked example: approving a batch of twelve

On Monday 19 October 2026 the Rajkot hospital's HR executive opens Pending approvals and finds 12 submissions for the new ward. She approves 10, assigning the Nursing department and the right designation to each, and ZeniaHR creates 10 active employees with employee codes.

One submission has a PAN photo too blurred to read, so she presses Request changes with the note PAN photo not readable, please upload a clear one. The twelfth joiner has taken another job, so she rejects that submission with the reason did not join. By Wednesday the corrected profile is back, she approves it, and 11 new staff are ready for their first roster.

What to check before approving

Match the account number, IFSC and account holder name against the bank proof. Check that the name on Aadhaar and PAN matches the profile. Confirm the photo is clear enough for an ID card. Approve before the payroll cut-off so the new employee can get a salary structure for the month, and issue the appointment letter on joining, as the OSH Code requires.

Frequently asked questions