Staff Lifecycle

Manage the complete employee journey through 10 defined lifecycle stages — from initial application through to archival — with full audit trails, automated workflows, and compliance controls.

Lifecycle Stages Overview

Every staff member in Cloud Sentrics moves through a defined set of lifecycle stages. Each transition is logged, requires a reason, and follows configurable validation rules.

Stage	Description	System Access
1. Applicant	Initial application received; candidate has not been screened	None
2. Candidate	Passed initial screening; under consideration for a role	None
3. Hired	Offer accepted; onboarding initiated but not yet started work	Portal (limited)
4. Active	Currently employed and working; full system access	Full access
5. On Leave	Approved leave of absence (maternity, medical, sabbatical)	Portal only
6. Suspended	Under investigation or disciplinary action; access revoked	None
7. Resigned	Voluntary departure; offboarding in progress	None
8. Terminated	Involuntary separation; offboarding in progress	None
9. Transferred	Moved to another branch/entity within the organization	Reassigned
10. Archived	Record retained for compliance; no longer active in any capacity	None

Valid Transition Rules

Not all transitions are allowed. The system enforces the following valid transitions to maintain data integrity:

From Stage	Allowed Transitions
Applicant	Candidate, Archived
Candidate	Hired, Archived
Hired	Active, Archived
Active	On Leave, Suspended, Resigned, Terminated, Transferred
On Leave	Active, Resigned, Terminated
Suspended	Active, Terminated, Resigned
Resigned	Archived
Terminated	Archived
Transferred	Active, Archived
Archived	None (final state)

How to Change an Employee's Status

1. Navigate to Workforce > Staff Directory
2. Click on the staff member's name to open their profile
3. Click the Lifecycle Status badge (shows current status)
4. Select the new status from the dropdown (only valid transitions appear)
5. Enter a Reason for the change (mandatory field)
6. Optionally set an Effective Date (defaults to today)
7. Click Confirm Transition

Status History Timeline

Each staff member has a complete, immutable status history accessible from their profile:

• Timeline View — Visual chronological display of all status changes
• Each entry shows: Previous status → New status, date/time, reason, changed by (admin name)
• Duration tracking — How long the employee spent in each status
• Export — Download full history as PDF for compliance/audit purposes

Bulk Status Change

For scenarios requiring mass updates (e.g., end-of-contract batch, branch closure), use the bulk status change feature:

1. Go to Workforce > Staff Directory
2. Use filters to select the target group (department, branch, contract type)
3. Check the Select All checkbox or select individual staff
4. Click Bulk Actions > Change Status
5. Select the target status (must be a valid transition for ALL selected staff)
6. Enter a shared reason
7. Click Apply to X staff members

Automated Onboarding Checklist

When a staff member transitions to Hired or Active, the system automatically generates a 9-step onboarding checklist. Progress is tracked automatically as each step is completed:

#	Step	Auto-Tracked?	Trigger
1	Personal details submitted	Yes	Profile fields completed
2	Emergency contacts added	Yes	Emergency contact form filled
3	Bank details provided	Yes	Payment info submitted
4	ID documents uploaded	Yes	Required documents uploaded
5	Employment contract signed	Yes	Digital signature completed
6	Portal access activated	Yes	First login recorded
7	Department assignment confirmed	Yes	Department field set by admin
8	Schedule assigned	Yes	Shift/schedule linked
9	Orientation training completed	Yes	Training module marked complete

Automated Offboarding

When a staff member transitions to Resigned, Terminated, or Archived, the system automatically triggers the offboarding workflow:

Immediate Actions (Automated)

• Login disabled — Staff member can no longer sign in to any Cloud Sentrics module
• Portal access revoked — Self-service portal access immediately terminated
• Clock-in blocked — Staff removed from attendance system; clock-in attempts rejected
• Active sessions terminated — Any currently active sessions are force-logged out

Generated Reports

• Exit Report — Auto-generated PDF containing: employment dates, final status, reason for departure, last attendance record, outstanding leave balance, asset return status
• Compliance Snapshot — Summary of all training completed, documents signed, policies acknowledged

Document Archival

• All staff documents moved to Archived Documents folder
• Documents retained per your organization's configured retention period (default: 7 years)
• Archived documents are read-only; cannot be modified or deleted until retention period expires