Employee lifecycle
Every change to someone’s job or pay is recorded as a lifecycle event with the person who made it, an effective date and the records it produced. Use Record a change or Record leaving on the profile.
| Event | What it does |
|---|---|
| Hire | Creates the employment period, job and pay records, the onboarding checklist and the sign-in invitation. |
| Transfer, promotion | New job record (department, team, location, manager, title, schedule…) from the effective date. |
| Salary change | New pay record from the effective date (payroll roles only). |
| Probation confirmed | Records the confirmation. |
| Resignation | Notice date and notice period; computes the last working day. |
| Termination | Reason (dismissal, retrenchment, contract end, retirement, death, mutual agreement) and last working day. |
| Rehire | A new employment period on the same employee, keeping their number and history. |
Effective dates
Section titled “Effective dates”Events dated in the future show as Scheduled and take effect on the day, computed from the date (Singapore time), not by a background job. A scheduled change can be cancelled, which restores the records before it. Cancelling a scheduled hire or rehire is not supported; record a termination instead.
The People list shows states derived from the dates: “Starts 16 Nov 2026”, “Leaving 17 Nov 2026”, “Work pass expired”.
Resignations and notice
Section titled “Resignations and notice”The notice date counts as day 1. A 30-day notice given on 3 Nov 2026 gives a last working day of 2 Dec 2026. You can agree a shorter last day.
When the contract states no notice period, Crow HR uses the statutory minimum from MOM’s rules by length of service: 1 day under 26 weeks, 1 week under 2 years, 2 weeks under 5 years, and 4 weeks from 5 years. Check the employment contract: it usually states the notice period.
Leaving
Section titled “Leaving”Only an owner can record leaving for an employee whose sign-in holds an assigned role. The last active owner cannot have a leaving event recorded: appoint another active owner first.
Resignations and terminations create the offboarding checklist from the default template. The day after the last working day the person’s membership becomes former: they can still sign in to read their own released payslips, and nothing else. For the final month’s pay, use an off-cycle final pay run or include them in the regular run (see running payroll).
Each leaver is processed independently. A failure leaves that tenure pending for retry and alerts active owners once; other leavers still transition. Open approval tasks are superseded and re-resolved, and cover to and from the former member is revoked.
Pay changes and finalised payroll
Section titled “Pay changes and finalised payroll”Recurring allowances are pay: adding them at hire or rehire, scheduling changes, and cancelling those changes require compensation permission. Nobody can change or cancel their own allowances; these writes are audited without storing allowance amounts.
A pay change dated in a month whose payroll is already approved or paid is refused unless you mark it retroactive. Crow HR then shows a back-pay warning (BACKPAY_OWED) on the next run. The back-pay amount is not computed: enter it as a “Back pay” item on that run.
Checklists
Section titled “Checklists”Owners and HR admins keep onboarding and offboarding checklist templates. Each item has an assignee role (HR admin, payroll admin, manager or the employee) and a due date relative to the start date or the last working day, for example “Issue KETs, HR admin, +14 days”. Open items appear on each assignee’s Home and can be completed, or skipped with a reason. Cancelling the event that created a checklist cancels the checklist.