Adding a new employee to the HRMS with a clear, structured process ensures consistency, efficiency, and necessary approvals. Without an automated, role-based workflow, HR teams struggle with accountability, compliance risks, and poor visibility into onboarding progress.

With greytHR's Employee Creation Workflow, you can add employees through a clear, multi-level approval process that ensures accuracy and compliance. You no longer need to chase manual approvals as designated reviewers validate employee data at each step in an auditable, structured flow.

Once you enable the Employee Creation Workflow, you, as an admin, need to define the workflow policy as per your company’s requirements. You can easily customize the approval levels and assign the reviewers to ensure every new employee is added accurately.

The Employee Creation Workflow includes:

Setting up the employee creation workflow
Initiate a request to add a new employee
Review employee creation workflow request
Track employee creation workflow request

Set up employee creation workflow

To set up the Employee Creation Workflow, from your greytHR Admin portal, hover over the 9 dots and select Workflow > Setup > Workflow Levels.

On the Workflow Levels page, click Add Workflow Levels to begin setting up the workflow policy.

General Settings

From the Select workflow type dropdown list, select Employee Creation.
In the Policy Name and Policy Description text boxes, enter the name and description of the policy.
Note: The workflow type, Policy Name, and Employee Filter are mandatory fields
Select the required option from the Select Employee Filter dropdown list.
Click Save Policy to save the General Settings.
Click Next to move to the Workflow Levels settings.

Workflow Levels

Under the Workflow Levels settings, choose the number of reviewers as required. You can configure 3 levels of reviewers.
Note: Only admin personas can be set as reviewers as of now.
From the Reviewer Level 1 dropdown list, select a job role as the first reviewer. When a new employee is added, the application goes to the selected job role for approval first.
Note: You can add up to 3 levels of reviewers for approval.
Select the Application Actions option as Approve & Forward/Reject/Approve as per your requirements.
Click Save Policy to save the workflow levels settings.
Click Next to move to Workflow Policy settings.

Workflow Policy

Under the Workflow Policy settings, select the Allow initiator to withdraw workflow checkbox if you want the initiator to be able to withdraw the request after submitting a new employee creation record or before the reviewer approves the request.
Note: Allowing the initiator to withdraw the request is optional
Click the Review and Submit button to create the Employee Creation workflow.

Activate the policy

After creating the Employee Creation Workflow, you need to activate it. Go to the Workflow Levels page and click the Activate button on the policy card, and choose the required date.

Note:

If the policy is active and not linked to any ongoing request, you can delete it directly.
If the policy is active and currently in use, you must first disable it and then delete it.
You can view the disabled policies under the Closed tab.

Initiate a request to add a new employee

Once the Employee Creation Workflow policy is activated, whenever you add any new employee, it will trigger an approval request to the assigned reviewer.

Note:

The workflow will be triggered based on the Employee Filter you have selected while setting up the policy. For Instance, if the filter is set to All Employees, the workflow will be triggered for every new employee added.
However, if a specific filter is applied, the workflow will only be triggered when the Add Employee request matches the selected filter criteria.

While adding a new employee, after you fill in all the details and submit it, if the Employee Creation Workflow is activated, then the request is automatically sent to the reviewers for approval, and the summary page displays the message: Employee details submitted successfully for review.

If the workflow policy is not activated, the new employee is added to the system without requiring the reviewer’s approval.

Review employee creation workflow request

Once the initiator submits an employee creation request, it appears in the Review/Monitor tab for the designated approvers. Reviewers can view the complete details in read-only mode and take quick actions like Approve, Reject, Approve and Forward, and Add Remarks.

Reviewing the employee creation workflow request involves validating the employee details submitted by the initiator and taking appropriate action.

To review the new employee addition request, from your greytHR Admin portal, hover over the 9 dots and select Workflow > Review > Employee Creation.

On the Employee Creation page, the list of new employee cards appears.
Use the Employee, List, and Applied Date Range dropdown filters, select the required options to customize the list of applications.
Click a card to view detailed employee request information, including reviewer remarks and the current status of the request.
Click Detailed View to see the employee’s information across different stages.
Click Next to move to the final step: Payment Mode.
Note: As a reviewer, you can view the employee’s details in read-only mode.
Select Approve/Reject/Approve & Forward to complete the review process.

Alternatively, you can review the employee creation request if you are assigned as a reviewer from the Home page under My Tasks. Click Review to proceed with reviewing the workflow request.

To view the approved or rejected requests, select the Completed option from the List dropdown.

Track employee creation workflow request

As an admin, if you have initiated the request to add a new employee, you can track the employee creation request status.

To track the new employee addition request, from your greytHR Admin portal, hover over the 9 dots and select Workflow > Track > Employee Creation.

On the Employee Creation page, the list of new employee cards appears.
Use the List dropdown filter and select Active to view employee application cards.
Click a card to view detailed employee request information, including reviewer remarks and who the request is currently with.
Click Detailed View to see the employee’s information across different stages in a read-only mode.
If you wish to withdraw the request, click Withdraw.
Note: The Withdraw button appears only if the withdrawal option was enabled during workflow setup.

You can also monitor and view pending employee addition requests by navigating to Workflow > Monitor > Employee Creation.

Employee Creation Workflow: Frequently Asked Questions

What is the greytHR Employee Creation Workflow?

The greytHR Employee Creation Workflow is an automated, role-based process designed to streamline and control the addition of new employees into your HRMS. It ensures consistency, efficiency, and clear approvals by replacing manual methods with a structured, multi-level approval system.

Why should I use the Employee Creation Workflow?

greytHR's Employee Creation Workflow helps maintain data accuracy, improves accountability, ensures compliance, and provides clear visibility into the onboarding process, replacing manual approvals with a structured flow.

How many approval levels can I set up in the Employee Creation Workflow?

You can configure up to 3 levels of reviewers, each with designated roles, to approve employee addition requests.

Can I allow the initiator to withdraw a request after submission?

Yes, while setting up the workflow, you can enable the Allow initiator to withdraw workflow option. If enabled, the initiator can withdraw a submitted request anytime before final approval.

How do I activate the Employee Creation Workflow?

Once you set up the workflow and save the policy, go to the Workflow Levels page and click the Activate button on the policy card, and choose the start date.

Can I delete an active workflow policy?

Yes. If the required policy is active and not linked to any ongoing request, you can delete it directly. If the policy is active and currently in use, you must first disable it and then delete it.

Where do reviewers find pending employee requests?

Reviewers can go to Workflow > Review > Employee Creation to see and act on requests awaiting their approval.

Click Detailed View to see the employee’s information across different stages.
Select Approve/Reject/Approve & Forward to complete the review process.

What actions can reviewers take on a request?

Reviewers can view request details in read-only mode and choose to Approve, Reject, Approve and Forward, or add remarks.

How can I track the status of an employee creation workflow request?

Admins and initiators can go to Workflow > Track > Employee Creation to see the request status, reviewers’ remarks, and who it’s currently with.

What happens if the workflow policy is disabled?

If the policy is disabled, it moves to the Closed tab. You can delete it if no longer needed, but you won’t be able to reactivate it.

What happens if I want to delete an active policy that is currently in use?

If an active policy is currently linked to ongoing requests, you must first disable it, and then you can proceed to delete it. If it's active but not in use, you can delete it directly. Disabled policies can be viewed under the Closed tab.

How can I use the Employee Creation Workflow while adding a new employee?

Once the policy is activated, whenever you add a new employee and submit the details, the request is automatically sent to the reviewers for approval. The summary page then displays the message: Employee details submitted successfully for review.

If the workflow policy is not activated, the new employee is added to the system without requiring the reviewer’s approval.

Where can I see that the Employee Creation Workflow is triggered after adding a new employee?

After you have added a new employee successfully, the Summary page displays the message: Employee details submitted successfully for review if the policy is activated.

What details can reviewers see on the Employee Creation page?

The reviewers can view detailed employee request information, including reviewer remarks and the current status of the request.

Can an admin see who the request is currently with when tracking its status?

Yes, when tracking a request, clicking on a specific card will provide detailed information, including any reviewer remarks and indicate which reviewer or level the request is currently pending with.

How do I create the Employee Creation Workflow in greytHR?

To create the Employee Creation Workflow in greytHR, follow these steps:

Access Workflow Setup:
- From your greytHR Admin portal, hover over the 9 dots and select Workflow > Setup > Workflow Levels. On the Workflow Levels page, click Add Workflow Levels.
Define General Settings:
- In the Select workflow type dropdown list, choose Employee Creation.
- In the Policy Name text box, enter a clear and descriptive name for your policy.
- In the Policy Description text box, provide a brief explanation of the policy's purpose.
- From the Select Employee Filter dropdown list, choose the relevant option.
- Click Save Policy, then click Next.
Configure Workflow Levels:
- Under Workflow Levels settings, select the desired number of approval stages: 1 Level, 2 Levels, or 3 Levels.
- For each selected level (Reviewer Level 1), use the dropdown list to assign a specific job role (such as HR Head, Department Manager) as the reviewer.
- Select the Application Actions for each level, choosing from Approve & Forward/Reject/Approve as per your approval flow.
- Click Save Policy, then click Next.
Set Workflow Policy (Optional Withdrawal):
- Under Workflow Policy settings, you have an optional checkbox: Allow initiator to withdraw workflow. Check this if you want the person who initiates an employee creation request to be able to withdraw it after submission.
- Click the Review and Submit button to finalize the creation of the Employee Creation workflow.
Activate the Policy:
- After creation, the policy is not immediately active. You must activate it by clicking the Activate button on the policy card and then choosing the required effective date.

Once activated, this workflow will automatically trigger for all new employee additions, routing them through the defined approval levels before the employee is fully added to the system.

How can I add a new employee using the Employee Creation Workflow?

After activating the Employee Creation Workflow, to add a new employee, from your greytHR Admin portal, select Add Employee from the Search Actions box.

Note: Alternatively, you can add a new employee from the Analytics Hub page by clicking the Add Employee option.

In the add employee wizard, start updating the employee details.

Basic Information
Employee Position
Statutory Info
Payment Mode

Note: If you’ve enabled the greytHR Rehire Check feature from System Settings, greytHR lets you check if you are hiring a former employee using the employee’s Aadhar and PAN number.

After adding all the details, click Submit, and the summary page displays the message: Employee details submitted successfully for review.

You can also add another employee from here.

Will the employee creation workflow trigger for bulk uploaded employees as well?

The Employee Creation Workflow gets triggered for manually added employees only. Employees added via bulk upload or greytHR Recruit, or Quick Add would not go through the workflow.

What happens if a workflow request to add an employee is rejected?

If a workflow request to add an employee is rejected, the admin will need to resubmit the request and add the employee again.

What happens to the rejected employee request?

When a workflow request to add an employee is rejected, it moves to the Closed tab for the initiator. If needed, the initiator must create a new request with the necessary corrections mentioned by the reviewer in the rejection comments.

Related Articles:

Employee Onboarding Workflow

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