When a simple request takes too many handoffs
An employee asks for time off. Their manager checks a spreadsheet, HR looks up an entitlement and someone updates another calendar. Each extra handoff creates room for conflicting answers and unnecessary access to personal information.
We work through that request with HR, the manager and the employee in mind. A leave balance must have an agreed source; an approval needs the right policy and deputy; a changed request needs a clear effect on the roster or payroll input. Those decisions give the product demonstration a useful purpose.
Employee records, leave and approvals
RubikPeople focuses on employee onboarding, employee information, leave setup, entitlement management, approval workflows and employee self-service. Review the current packaging and responsibilities with us to establish which HR and payroll functions your project needs and how they are licensed.
Build the fit review around your policies
| Policy area | Scenario to demonstrate |
|---|---|
| Employee lifecycle | Map the information needed for joining, changing role, transferring entity and leaving. Separate the data needed by HR from the smaller set managers or finance should access. |
| Leave and eligibility | Bring examples of work patterns, accrual, carryover, joining dates and changes in eligibility. Test policy interpretation with the person responsible for approving it. |
| Approval and visibility | Define deputies, escalation and cancellation rules. Review how an employee checks progress and how a manager understands coverage without seeing unnecessary personal details. |
Prepare for a controlled first rollout
- 01
Clean the source records
Choose a record owner, remove duplicates and reconcile opening leave balances. Preserve the evidence behind adjustments so that questions can be resolved after launch.
- 02
Test realistic exceptions
Include a mid-period starter, a changed work pattern, an amended request and a departing employee. Expected results should be agreed before testing begins.
- 03
Equip the people using it
Provide role-specific instructions for employees, approvers and administrators. Identify who handles a policy question and who handles a system issue.
Agree what happens between HR and payroll.
An approved absence or employee change may need to reach payroll before a cutoff. A later correction may belong in a different period. The fit review needs to establish the authoritative record, effective date and approval at each handoff.
That is also where responsibilities become concrete: HR owns the policy and employee information; payroll validates the pay consequence; the implementation scope defines the system behaviour. Country coverage and statutory requirements need confirmation for the locations involved.