Probation Tracking and Employee Confirmation Software

Probation is easy to start and easy to forget. Six months after joining, nobody has reviewed the person, the confirmation letter was never issued, and the notice period in force is anyone's guess. ZeniaHR keeps a queue of everyone whose probation is ending, overdue first, asks the manager for a 1 to 5 review, and lets HR confirm with a letter saved to the employee's documents, extend with a reason, or record that the person was not confirmed.

Who uses it

HR teamWorks the probation queue, requests manager reviews, confirms with a confirmation letter, extends probation with a reason or records a not-confirmed outcome, and keeps the work terms policy current.

ManagersRate each team member on probation from 1 to 5 with a comment in My Team, on the web or in the app, when HR asks or the end date comes near.

EmployeesGet a notification when they are confirmed or their probation is extended, and find the confirmation letter among their documents.

Company headReceives the same probation reminders as HR and sees probation decisions waiting on the HR dashboard, alongside the other approval queues.

How probation runs in ZeniaHR

Each person's probation end date comes from their record: their own end date if one is set, else the joining date plus their own probation months, else the date on the hiring form, else the company default for their employment type. Everyone whose probation ends within the chosen window appears in the probation queue, with overdue people on top. Long-serving staff who were never on probation do not appear, so the queue stays short and real.

A daily check after 9 am sends a reminder to HR, the company head and the manager when a probation enters the reminder window, once for each end date. The manager rates the person from 1 to 5 in My Team. HR then confirms, extends or records not confirmed. Confirmation moves the status from Probation to Confirmed, which also lifts any leave rule that blocks a leave type during probation in leave management.

Probation, notice and the law

Under the OSH Code an appointment letter must be issued to every employee, and that letter is where probation length and notice terms are first promised. Keep the work terms policy in ZeniaHR matching those letters. Probation itself is set by your standing orders and appointment terms, so read the probationer rights page when drafting them. If a probation with extensions runs towards a year of continuous service, check the notice and termination rules before ending employment.

Probation and confirmation features

Probation trackingSee everyone whose probation ends in the next 30, 60 or 90 days, overdue first, with review status, reminders to HR and managers, and actions on each row.Confirmation and confirmation letterConfirm an employee after probation in one step: the status moves to Confirmed, a confirmation letter is saved to their documents and both are notified.Probation extensionExtend probation by 1 to 12 months with a reason and a fresh review, or record that an employee was not confirmed, from the same probation queue.Manager probation reviewAsk the reporting manager for a probation review; they rate the employee from 1 to 5 with a comment in My Team, and HR reads it before confirming.Probation and notice policySet probation months by employment type, reminder days, auto-confirm or escalate, and notice periods for probation and confirmed staff with grade rules.

See probation and confirmation on your own data

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Frequently asked questions

How does ZeniaHR work out when probation ends?

It reads the employee's own probation end date if one is set, else adds the person's own probation months to the joining date, else uses the date from the hiring form, else adds the company default months for their employment type. A permanent employee who joined on 15 January with a 6-month default ends probation on 15 July.

Can probation be confirmed automatically?

Yes, if you choose confirm automatically in the work terms policy. After 9 am each day ZeniaHR confirms people whose probation has ended, with a confirmation letter, and tells HR and the company head. If confirmation needs the manager's review, automatic confirmation waits until the review is in.

Can managers give probation reviews from the mobile app?

Yes. Managers see team members due for a probation review in My Team on the web and in the ZeniaHR app, and rate each person from 1 to 5 with a comment. The review reaches HR at once and shows in the probation queue before anyone confirms.

Does ZeniaHR create the confirmation letter?

Yes. When HR confirms with the letter option ticked, ZeniaHR creates a confirmation letter with the company name, the employee's designation, joining date and confirmation date, and saves it to the employee's documents under HR. The employee is told the letter is in their documents.