Probation and notice period policy

How it works

1. Open Settings, Policies, Work terms and probation. Press Use recommended values to fill the form, change what your policy says differently, then save.
2. Set probation months for Permanent, Trainee, Contract and Intern staff, and for all other employment types. 0 means no probation for that type.
3. Set the reminder days, what happens when nobody acts, and whether confirmation needs the manager's review.
4. Set notice days during probation and once confirmed, and add grade rows that override the confirmed notice for a grade.
5. For one person, change the probation length or notice days on the Work terms panel of their profile.
6. When HR records a resignation, the last working day is the resignation date plus the notice days, counting the resignation day as day 1.

What you can set

• Probation months: Permanent 6, Trainee 3, Contract 0, Intern 0 and all others 6 in the recommended values.
• Remind HR and the manager 15 days before probation ends, adjustable up to 90 days.
• When nobody acts: keep the person in probation and escalate, or confirm automatically.
• Confirmation needs the manager's probation review: yes in the recommended values.
• Notice period: 15 days during probation and 60 days once confirmed in the recommended values.
• Grade rows: a grade code and its notice days, overriding the confirmed notice for everyone in that grade.
• Where new employees work: office, work from home, hybrid with chosen office days, or field.
• Work from home up to 4 days a month with manager approval, and on-duty days with manager approval.

Why probation and notice sit in one policy

The two rules depend on each other. An employee's notice is usually shorter during probation and longer after confirmation, and the switch happens on the confirmation date. Employment type decides probation length, and grade decides notice for senior staff. Keeping all of it in one work terms policy means the probation queue, the resignation screen and the leave rules read the same numbers. Those numbers should match your appointment letters, which the OSH Code requires for every employee, and your notice period clauses.

Worked example: three resignations on the same day

A Hyderabad pharma distributor uses the recommended values, with one grade row: M3 serves 90 days. On Monday 5 October 2026 three people resign. Ankit is still on probation, so his notice is 15 days and his last working day is Monday 19 October. Farida is confirmed, so she serves 60 days and leaves on Thursday 3 December. Suresh is a confirmed M3 manager, so the grade row applies and his last working day is Saturday 2 January 2027.

In each case the resignation day counts as day 1. If Farida's appointment letter had promised 30 days' notice, HR would set 30 on her Work terms panel before recording the resignation, and her last working day would move to Tuesday 3 November.

Matching the policy to your letters

Probation and notice defaults are read live for everyone without a personal value, so a change affects existing staff as well as new joiners, except people who have already resigned, whose notice was fixed when the resignation was recorded. Before changing notice days, check what your appointment letters promised; where older letters differ, set the person's own notice on their Work terms panel. Apply a new probation length to new joiners by changing it before they join. Publish the final numbers with your HR policies.

Frequently asked questions