---
title: "HR processes: documents, signatures and deadlines"
description: Prepare, launch and follow the HR processes that chain generated documents, electronic signatures and waits around an employee.
url: "https://illizeo.com/en/centre-aide/workflows-hr-processes/"
updated: "2026-11-05"
category: "Platform / Flows & approvals"
---

# HR processes: documents, signatures and deadlines

HR processes are workflows in the **HR processes** category that chain, around one employee, waits, generated documents, signatures, approvals and notifications: end of employment, employment contract, end of probation, amendment, work permit renewal… This article is for HR and administrators who prepare, launch and follow them.

## Before you start

| Permission (role matrix) | What it allows | Default |
| --- | --- | --- |
| HR processes — launch a process for an employee | Access: see an employee's processes on their profile; Execute: launch a process and cancel it | Execute: Administrator, HR Manager |
| Approvals — HR processes | Access: see the approval steps of processes and, with "Approve a request", decide on them | Administrator, HR Manager |
| Settings — Create approval workflow, Settings — Edit workflow, Settings — Approvers / levels | Execute: prepare and activate processes (see [Creating and editing a workflow](https://illizeo.com/en/centre-aide/workflows-create-and-edit/)) | Administrator |

Electronic signatures go through your workspace's provider (DocuSign or Adobe Sign), or through Illizeo's internal validation.

## Supplied processes

Open **Settings › Manage Employees › Workflows**, **Workflows** tab, **HR processes** category. Illizeo supplies inactive processes there, to be reviewed, adapted and activated:

| Process | What it does |
| --- | --- |
| Employment contract | On hiring, the contract (fixed-term or permanent) is prepared, then signed by the person you name for the company, then by the employee. Nothing for an external worker. |
| Prepare the arrival | Seven days before the first working day, the manager and HR are notified. |
| End of probation | Fourteen days before the end of probation, confirmation of employment signed by the line manager then by the employee. |
| Change of position amendment | On the day the position changes, the amendment is prepared then signed by the line manager and the employee. |
| New manager notified | On the day the line manager changes, the new manager and HR are notified. |
| Long sick leave follow-up | After thirty days of sick leave, HR and the manager are notified; HR is reminded thirty days later if the leave continues. |
| Work permit renewal | Ninety days before expiry, the employee and HR are notified; on expiry, HR is alerted if the permit has not been renewed. |
| Equipment return | Seven days before the exit date, the manager and HR receive the list of equipment the employee still holds. |
| End of employment | When an end of employment is recorded: dismissal letter (Switzerland) or acceptance of the resignation, signatures, then the work certificate five days before the end. |
| Dismissal — France | Launched by hand: invitation to the preliminary interview, HR decision after the interview, then the dismissal letter signed by the company and delivered outside the tool. |

![The HR processes category expanded in the Workflows tab: the processes supplied by Illizeo (Employment contract, End of probation, End of employment, Dismissal — France…), with their state, the ILLIZEO badge and their description](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/workflows-hr-processes-01.en_.png?resize=800%2C449&quality=80&ssl=1)
The HR processes supplied by Illizeo, inactive until you activate them.

## Triggers

- **End of employment recorded**, **Hire recorded** and contract changes (**Position change**, **Direct manager change**, work location, working time, contract type, team or department) start the process on the event, or on the effective date of the change.
- Dated triggers start a number of days before the due date, set in **Days before the due date**: end of probation (14 days by default), planned end of a fixed-term contract (30), employee departure (7), work permit expiry (90), upcoming absence (7), employee arrival (7). Illizeo checks them every morning, one process per contract.
- Threshold triggers start after a number of days, set in **Threshold (days)**: long-term sick leave and extended leave (30 days by default).
- **Manual start from the profile**: the process only starts when HR launches it for an employee.

## Steps specific to processes

- **Wait**: **Wait for** **A delay** (in hours or days), **A date of the file** (end of employment, exit date, end of probation, permit expiry…, with an **Offset (days)**) or **An event** (the process signature or document, with **Expires after (days)**).
- **Document**: a **Catalogue template** (dismissal letter, work certificate, amendment, contract…), whose country and language follow the contract and the employee. The **Recipients** complete the information the file does not hold; they are only people who can see the employee's documents, never the employee.
- **Signature**: the **Provider**, the signatories in order (the person who started the process, the line manager, other company signatories, then the employee last), **Expires after (days)** and the **People informed once everything is signed**. The arrows leaving it are named after the outcome: signed, rejected, expired, failed or cancelled.

Approval, Condition, Notification and End steps are used as in any workflow.

![The End of employment process open in the editor: header, Add bar with the Wait, Document and Signature steps, then the left part of the diagram: the end-of-employment trigger, conditions on the last contract, dismissal, Swiss contract and resignation, the dismissal letter approved by HR, the acceptance of the resignation and its signature](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/workflows-hr-processes-02.en_.png?resize=800%2C515&quality=80&ssl=1)
An HR process: conditions, documents, approval and signatures around a departure.

## Launching a process by hand

1. Open the employee's profile, then **More actions › Launch a process**.
2. Choose the **Process** and, if needed, the **Contract** concerned.
3. Click **Launch**.

Only active processes with the **Manual start from the profile** trigger are offered. You can never launch a process on yourself.

![The Launch a process window opened on an employee's profile: with no active process on the Manual launch trigger, it says no process can be launched by hand](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/workflows-hr-processes-03.en_.png?resize=512%2C234&quality=80&ssl=1)
More actions › Launch a process: the window tells you when no process is enabled for manual launch yet.

## Following a process

- On the employee's profile, the **HR processes in progress** block shows each process, its step, its state (**In progress**, **Waiting** until a date, **Completed**, **Cancelled**, **Stopped**) and the processes closed in the last 90 days.
- **Cancel the process** stops it where it is. A signature request already sent stays with its provider: withdraw it from signatures if needed.
- When a document needs information, its recipients receive a notification and an email leading to the **Process document** page: they fill in the **To complete** fields, the document is generated and the process resumes. The page also lets you **Download the PDF**, **Retry the generation** after a failure and **Send for signature again** when the request could not be sent (quota, provider).
- When a signature does not go through, HR is notified.

## Good to know

- A document sent for signature enters the employee's file when it is sent; a document signed by the company only enters it once signed.
- The **Employment contract** process cannot be activated until the person who signs for the company is named on the Signature step.
- A Wait step is never reminded or decided automatically, however long it lasts.
- Illizeo's internal validation does not use the electronic signature quota.

## FAQ

### The message "No process can be launched by hand" is shown.

No active process carries the **Manual start from the profile** trigger. Activate one, for example "Dismissal — France", in the HR processes category.

### I cannot see Launch a process under More actions.

Your role does not hold "HR processes — launch a process for an employee" at the Execute level, or you are on your own profile.

### *Similaire*