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People & HR · Joiners, reviews, leavers
Hire them, review them, see them out, on one record that remembers every step.
Open a vacancy and take applications online. Interviewers write their feedback, and the hire creates the employee and starts their onboarding checklist. Review cycles collect a self-review and the manager’s rating against weighted goals. When someone leaves, the offboarding steps start counting from their last day.
WN
Wanjiru Njoroge · Field OfficerHired from applicant · line manager P. Kamau
On probation Checklist · New starterStart date 3 Nov
- −3Signed employment contract on fileHR
- 0Tax, social security and bank details recordedHR
- 0Equipment and system access readyManager
- +5Policies and handbook readEmployee
- +14Role objectives agreed for probationManager
- +60Probation review bookedHR
The handbook step is overdue, so Wanjiru is reminded this morning, and again no sooner than three days from now if it is still open.
Online applicationsa public jobs page for your organization, with a CV upload and a confirmation email
One click from applicant to employeethe hire creates the record on probation and starts onboarding
Steps with an owner and a dateHR, the line manager, the employee or a named person, counted in days
Reviews in three placesthe web, the no-login employee portal and the mobile app
Recruitment
A vacancy, its applicants by stage, and a hire that becomes a person.
Each vacancy has a title, employment type, number of openings and, if you want them, a department, position, location, hiring manager and closing date. Applicants move Applied → Screening → Interview → Offer, or close as Not taken forward or Withdrawn with a reason. The final step is Hire, and only Hire, because Hire is what creates the employee.
Applied2
A. MutuaCV and cover note
Online application
Online application
L. AchiengFrom an email
Referral
Referral
Screening1
D. KipropTwo documents
Job board
Job board
Interview1
S. WambuiVideo call · Thu 10:00
Take forward. Strong on field reporting; asked good questions about the route plan.
Offer1
W. NjorogeOffer accepted by phone
Internal candidate
Internal candidate
Hire W. Njoroge, starting 3 Nov
- Employee record created on probation, with the vacancy’s department and position
- Hiring manager set as line manager
- Onboarding checklist starts on its own
- Vacancy marked Filled when every opening is taken
A public jobs page
Tick Publish online and the vacancy appears on your organization’s jobs page while it is open. Candidates apply without an account, attach a CV and up to four more documents, and get a confirmation email. Each open vacancy carries job-posting data for search engines.
Applicants added by hand
From an email, a referral, an agency or a job board, with the source recorded so you can see where good candidates come from. The same email address can apply to a vacancy only once.
Documents kept confidential
Up to five files per applicant, PDF, Word or image, 10 MB each, stored in the Document Vault as confidential. HR with recruitment access and the interviewer can open them; nobody else.
Interviews with written feedback
In person, by video or by phone, at a future time, with the interviewer notified. They record feedback and a recommendation: take forward, undecided or do not take forward. No HR permission is needed to be the interviewer.
Reschedule rather than rebook
An interview moves to a new time, place or interviewer, and each person affected is told. Closing an application calls off its open interviews and tells the interviewers.
Erasure and retention
A closed application can be erased on request: contact details, notes, feedback and documents go, while the stage and dates stay so your numbers still add up. Set a retention period and unsuccessful applications are erased automatically once they pass it.
Onboarding & offboarding
Steps counted from the first day, or from the last one.
A template is a list of steps, each with an owner and a due date in days. Onboarding counts from the start date and offboarding from the end date, and a negative number falls before it. Templates set to start automatically begin when you add or hire an employee, and when an employee’s status changes to terminated. HR can also start any template by hand from the profile.
New startercounted from the start date
- −3Signed employment contract on fileHR
- 0Workstation, equipment and access readyManager
- +1Induction and introduction to the teamManager
- +5Policies and handbook readEmployee
- +60Probation review bookedHR
Leavercounted from the end date
- −5Handover of work and open tasksManager
- 0Company assets returnedManager
- 0System and building access revokedHR
- +5Final pay, leave balance and deductions settledHR
- +7Certificate of service issuedHR
HR team
Sees every open step across every running checklist on one board, soonest due first, and can tick, reassign or cancel any of them.
Line manager
Ticks their own steps with no HR permission. A step for the manager on an employee with no manager set falls to HR, with the reason shown.
Employee
The new starter ticks the steps that are theirs from their own login, with an optional note.
Named person
IT, facilities or anyone else with a login. Each owner is notified when their steps are created.
Reminders that do not nag
Every morning the owner of an overdue step is reminded, at most every three days per step. Offboarding steps more than three days overdue are copied to HR too, because those are the access and final-pay steps.
A copy, not a link
Starting a template copies it onto the employee, with real people and real dates. Editing the template later, or changing the manager, never reshuffles a checklist already under way.
Termination does its own part
Setting someone to terminated disables their linked login and signs them out, then starts the offboarding checklist. Reinstating them cancels the open offboarding and tells HR.
Performance reviews
Every review shows whose turn it is.
HR opens a cycle with a period, a rating scale of 1 to 3, 4, 5 or 10, optional due dates and the goals everyone starts with. Opening it creates one review for each employee in scope, active or on probation, optionally limited to one department. The reviewer is the line manager when they have an active login, otherwise the HR team, and nobody is asked to review themselves.
1Reviewer
Goals
Add, reword or reweight the goals on their own reviews. A goal the employee has already rated can be reworded but not removed.
2Employee
Self-review
Rate each goal, comment and submit, with work saved along the way. If it holds things up, the reviewer or HR can move on without it.
3Reviewer
Assessment
Rate each goal, give an overall rating within the scale and a summary, then complete the review.
4Employee
Acknowledge
Read the finished review and acknowledge it, with a response of their own if they want one.
Self-review · scale 1 to 5
Quality of field reports×2
Visits completed on plan×1
Team and partner relations×1
The manager’s ratings stay hidden from the employee until the review is complete. While the cycle is open, whoever an overdue step waits on is reminded, at most every three days.
Where an employee does their part
- My Reviews on the webFor employees with a login: the self-review and the acknowledgement, from the self-service tab.
- The mobile appThe same two steps under My Reviews in the AWRA app.
- The no-login employee portalFor staff with no account at all: a personal link opened with a PIN, with an email when the self-review opens and when the review is complete.
Guard rails
The rules that hold whoever clicks.
A filled vacancy takes no more hires
When every opening is filled the vacancy is marked Filled, and a vacancy past its closing date is closed overnight and refuses applications until the date moves.
Hires count against your plan
Hiring an applicant uses an HR seat exactly as adding an employee by hand does, so the limit cannot be stepped around through recruitment.
Access by role, not by rank
Interviewers see only their interviews, managers only their own reviews and steps, and the recruitment, review and checklist permissions decide the rest.
A closed cycle is locked
Finished reviews stay as they are, reviews still in progress are marked Not completed, and nothing in the cycle can change afterwards.
One open copy per template
An employee cannot carry the same checklist twice, and a cancelled checklist is frozen. Unticking a step on a completed list reopens it, and that is recorded.
Hired applicants are never purged
Retention erases only applications that were not taken forward or withdrawn. A hired applicant’s record is now the employee’s.
What AWRA OpsHub does today
- Vacancies with openings, department, position, location, hiring manager, closing date and a draft, open, on hold, closed or filled status.
- A public jobs page per organization for vacancies marked Publish online, with a CV upload, a confirmation email to the candidate and job-posting data for search engines.
- Applicants by stage from Applied to Offer, with a recorded source, up to five confidential documents and a reason when an application closes.
- Interviews in person, by video or by phone, rescheduled or cancelled with the interviewer told, and written feedback with a three-way recommendation.
- Hire that creates the employee on probation with department, position and line manager, marks the vacancy filled and starts onboarding.
- Erasure of a closed application by hand, or automatically after a retention period you set.
- Onboarding and offboarding templates with steps owned by HR, the line manager, the employee or a named person, due in days before or after the start or end date.
- Automatic start on adding or hiring an employee and on termination, with reminders for overdue steps and late offboarding steps copied to HR.
- Review cycles with a rating scale, weighted goals, optional department scope and due dates.
- A self-review, the reviewer’s assessment and the employee’s acknowledgement, with the reviewer’s ratings hidden until the review is complete.
- Employee review steps on the web, in the mobile app and in the no-login employee portal.
More we can add to your workspace
- Recruitment in the mobile app, so a hiring manager can move applicants and an interviewer can write feedback from a phone.
- Checklist steps in the mobile app and the no-login portal, so a new starter without a login can tick their own steps.
- Candidate emails at each stage, such as an interview invitation or a not-taken-forward letter, sent from the applicant page.
- Offer letters drafted from the applicant and the vacancy, signed online.
- Structured interview scorecards with the same criteria for every candidate, alongside the written feedback.
- Peer and upward feedback gathered into a review alongside the manager’s.
- Calibration across a department, comparing overall ratings before reviews are completed.
- Review outcomes feeding pay, proposing an increment on the contract from the overall rating.
Where we point you to a specialist
- We will not rank or reject candidates automatically. Who goes forward is a decision your people make and record.
- We will not show an employee their manager’s ratings before the review is complete. The reviewer writes without being read over their shoulder.
- We will not change a checklist already under way when its template changes. A leaver’s steps stay the steps they started with.
Candidate emails at each stage and recruitment in the mobile app are the two items in that middle column most organizations ask for first. Tell us how you hire today and we will come back with a written spec, a timeline and a price.
Around the lifecycle
Where joining, reviewing and leaving meet the rest of HR.
Employee managementThe record a hire creates, the headcount plan that raises a vacancy, and document expiry alerts. Employee self-serviceThe no-login portal where staff without an account do their self-review. Staff loans and final settlementThe leaver’s final pay that the offboarding checklist points to. Positions and org structureDepartments and line managers, which decide who reviews whom. Asset custodiansThe assets a leaver holds, for the returned-assets step. Document VaultWhere applicants’ CVs are kept as confidential files.
Frequently asked questions
Can candidates apply online?
Yes. Tick Publish online on a vacancy and it appears on your organization’s public jobs page while it is open and before its closing date. Candidates apply without an account, attach a CV and up to four more documents, and receive a confirmation email. The application lands in Recruitment at the Applied stage, marked as an online application.
What happens when we hire an applicant?
Hire creates the employee record on probation with the vacancy’s department and position, sets the hiring manager as line manager when they have an employee record, and starts any onboarding checklist set to start automatically. When every opening is filled the vacancy is marked Filled. Add the contract, pay and statutory numbers before the first payroll.
Do interviewers and line managers need HR access?
No. Being the interviewer is the check for reading an applicant’s documents and recording feedback, being the reviewer is the check for a performance review, and owning a checklist step is the check for ticking it.
Can an employee without a login do their self-review?
Yes, when their employee portal link is live. They open their personal link, enter their PIN and complete the self-review in the Reviews section, and they are emailed when it opens and when the finished review is ready to acknowledge. Employees with a login use My Reviews on the web or in the mobile app.
When do offboarding checklists start?
Offboarding templates set to start automatically begin when an employee’s status changes to terminated, with due dates counted from their end date. The same change disables their linked login and signs them out. If they are set back to active, open offboarding checklists are cancelled and HR is told.
How are applicant records kept or removed?
A closed application can be erased from the applicant page, removing the name, contact details, notes, feedback and documents while keeping the stage and dates. Set a retention period in HR settings and applications that were not taken forward or withdrawn are erased once they pass that age. Hired applicants are never erased this way.
Does the HR system draft offer letters or email candidates at each stage?
Candidates get a confirmation when they apply online. Stage emails and offer letters are items we can add to your workspace; tell us how you hire today and we will scope them.
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