Create and manage an employee data proposal

Start from: The Workforce module.

Navigate to Workforce management > Proposals 2.0.

Create an employee data proposal

Select + New proposal.
Select Employee data from the dropdown.

A Select employee dialogue appears. This displays a list of current employees. You can filter the list by State and Work centre to narrow down the results. Select the employee whose data you want to update, then select Load.

The form pre-fills with the employee's current values. You can select any step directly from the left-hand panel to update only the sections that need changes, there is no need to follow the steps sequentially. Required fields are marked with an asterisk (*). Once you have made your changes, select Submit on the final step.

Step 1: Personal data

Update the employee's Name *, 1st surname *, and 2nd surname as needed.
Update the Date of birth and Internal code if applicable.
Select Edit photo or Delete photo to manage the employee's profile image.

In the Setting up the employee app section, update the Employee app access role if needed. You can also select Reset password to generate a new password or Show credentials to view the employee's current login details.

Step 2: Documentation

Update the DNI *. This field is required.
Update the Social security number if available.
Select the Document type from the dropdown.
Update the Document number and Document start date as applicable.

Step 3: Address

Update the Address, Zip code, and City.
Select the Country and Province from the dropdowns.

Step 4: Contact information

Update the employee's E-mail * address.
Update the Phone number.

Step 5: Emergency contact

Update the Emergency contact name and Emergency contact last name.
Select the Relationship from the dropdown.

Step 6: Other data

Update the Bank account if applicable.

Once you have reviewed all steps, select Submit to send the proposal.

Note: If your organisation has configured custom fields, they appear in the section they belong to. Update any relevant values as needed.

Manage an employee data proposal

Once submitted, the proposal appears in the Proposals list with the type Employee data and the status Pending.

Actions menu

Select the three-dot icon (...) on the proposal row to open the actions menu. The options available depend on the proposal's current status and your permissions:

View: Opens the proposal in read-only mode.
Mark/Unmark as supervised: Flags the proposal as reviewed.
Accept: Approves the data change. A confirmation dialogue warns that this action is final and cannot be reversed. Select Accept to confirm.
Reject: Declines the data change. A confirmation dialogue warns that this action is final and cannot be reversed. Select Reject to confirm.
Request information: Returns the proposal to the creator for additional data or corrections. The status changes to Required information.
Delete: Permanently removes the proposal from the system.

Note: Accepting or rejecting a proposal is irreversible. Review the proposal details carefully before confirming either action.

More actions on the proposal

To know more aboutgeneral navigation and actions in the proposals grid, see Get familiar with the Proposals screen.

Note: The actions available depend on your role and permissions. If you cannot see a specific action, contact your administrator to review your role configuration under Workforce > Configuration > Roles. For more information on role management, see Configure permissions for workforce management.

Create and manage a labour conditions proposal

Start from: The Workforce module.

Navigate to Workforce management > Proposals 2.0.

Create a labour conditions proposal

Select + New proposal.
Select Labour conditions from the dropdown.

A Select employee dialogue appears. This displays a list of current employees. You can filter the list by State and Work centre to narrow down the results. Select the employee you want to create the proposal for, then select Load.

The system opens the New labour conditions proposal form. The left-hand panel displays the employee's name, role, and business unit, along with two navigation sections: Employee information and Employee history.

Employee information

Select Employee information in the left-hand panel to update the employee's contractual details. Required fields are marked with an asterisk (*). The form pre-fills with the employee's current values.

Select the Hire date *. This reflects the start date for the new conditions.
Select the Work centre * from the dropdown.
Select the Expected end date and Expiration date if applicable.
Select the Category groups and Category * from the dropdowns.
Select the Contract groups and Contracts * from the dropdowns.
Select the Working day type from the dropdown.

Enter the number of contracted hours for each day of the week (Monday through Sunday). The Total field updates automatically.
Enter any relevant details in the Additional information * field.
Select the Contractual documentation checkbox if contractual documents need to be generated for this change.

Set Work restrictions (shifts) for each day of the week (MO, TU, WE, TH, FR, SA, SU):
- Select the Continuous shift checkbox if the employee works a continuous (non-split) shift on that day.
- Select a restriction from the dropdown. The default value is No restrictions.
- Enter a value in the Hour field if a specific start time applies.
- To apply restrictions on non-working days, enable the Enable restrictions on bank holidays (BH) and holiday eves (HE) toggle.

Employee history

Select Employee history in the left-hand panel to review the employee's current and historical employment records. Each record shows the employee ID, start date, business unit, role, contract type, and contracted hours. Select the expand arrow on any record to view further details such as the termination reason and created/modified information.

This section is read-only and is provided for reference when processing the change.

Once you have completed the employee information, select Save to submit the proposal. Select Cancel to discard the proposal without saving.

Manage a labour conditions proposal

Once submitted, the proposal appears in the Proposals list with the type Labour conditions and the status Pending.

Actions menu

Select the three-dot icon (...) on the proposal row to open the actions menu. The options available depend on the proposal's current status and your permissions:

View: Opens the proposal in read-only mode.
Mark/Unmark as supervised: Flags the proposal as reviewed.
Accept: Approves the change. A confirmation dialogue warns that this action is final and cannot be reversed. Select Accept to confirm.
Reject: Declines the change. A confirmation dialogue warns that this action is final and cannot be reversed. Select Reject to confirm.
Request information: Returns the proposal to the creator for additional data or corrections. The status changes to Required information.
Delete: Permanently removes the proposal from the system.

Note: Accepting or rejecting a proposal is irreversible. Review the proposal details carefully before confirming either action.

More actions on the proposal

To know more aboutgeneral navigation and actions in the proposals grid, see Get familiar with the Proposals screen.

Create and manage a termination proposal

Start from: The Workforce module.

Navigate to Workforce management > Proposals 2.0.

Create a termination proposal

Select + New proposal.
Select Termination from the dropdown.

A Select employee dialogue appears. This displays a list of current employees. You can filter the list by State and Work centre to narrow down the results. Select the employee you want to create the termination proposal for, then select Load.

The system opens the New termination proposal form. The left-hand panel displays the employee's name, role, and business unit, along with two navigation sections: Discharge information and Employee information.

Discharge information

Select Discharge information in the left-hand panel to complete the termination details. Required fields are marked with an asterisk (*).

Select the Termination date *. This is the date the employee's contract ends.
Select the Termination reason * from the dropdown (for example, "End of the contract by the company").
Select the Date of notification to the employee if applicable.
Select the Date of notification to the company if applicable.
Enter any relevant details in the Additional information * field.

Employee information

Select Employee information in the left-hand panel to review the employee's current and historical employment records. Each record shows the employee ID, start date, business unit, department, contract type, and contracted hours. Select the expand arrow on any record to view further details such as the termination reason and created/modified information.

This section is read-only and is provided for reference when processing the termination.

Once you have completed the discharge information, select Save to submit the proposal.

Manage a termination proposal

Once submitted, the proposal appears in the Proposals list with the type Termination and the status Pending.

Actions menu

Select the three-dot icon (?) on the proposal row to open the actions menu. The options available depend on the proposal's current status and your permissions:

View: Opens the proposal in read-only mode.
Mark/Unmark as supervised: Flags the proposal as reviewed.
Accept: Approves the termination. A confirmation dialogue warns that this action is final and cannot be reversed. Select Accept to confirm.
Reject: Declines the termination. A confirmation dialogue warns that this action is final and cannot be reversed. Select Reject to confirm.
Request information: Returns the proposal to the creator for additional data or corrections. The status changes to Required information.
Delete: Permanently removes the proposal from the system.

Note: Accepting or rejecting a proposal is irreversible. Review the proposal details carefully before confirming either action.

Termination validation

When a termination proposal is accepted, the system checks whether the employee already has a termination date registered. If a prior termination exists, the system blocks the action and displays a message indicating the proposal cannot be approved.

Select Accept to close the message. The proposal remains in its current status, and you can reject it from the proposals list if it was created in error.

More actions on the proposal

To know more aboutgeneral navigation and actions in the proposals grid, see Get familiar with the Proposals screen.

Create and manage a hire proposal

Start from: The Workforce dashboard.

Navigate to Workforce management > Proposals 2.0.

Create a hire proposal

Select + New proposal.
Select Hire as the proposal type.

If you manage multiple Business Units in different locations, rhe system opens a pop-up window to select the country of the new hire. Select the specific country and tap Load.

The New hire proposal form opens, divided into three steps: Step 1: Employee data, Step 2: Employment information, and Step 3: Time and attendance. Complete each step and select Next to advance. Required fields are marked with an asterisk (*).

Step 1: Employee data

This step collects the employee's personal and administrative information. The form is organised into collapsible sections.

Personal data: Enter the employee's basic personal data, such as name, surnames, gender, marital status, nationality, date of birth, etc.

Setting up the employee app: In the Employee app access field, define whether the new employee will have access to the employee app.

Documentation: Enter the employee's identity and work-authorisation details:
- Enter the DNI *. This field is required.
- Enter the Social security number if available.
- Select the Document type from the dropdown.
- Enter the Document number, Document start date, and Document end date as applicable.
- Select the Country of the document and the Type of authorisation if required.
- Enter the Registration time if applicable.

Address: Enter the employee's residential address, including Street type, Address, Number, Block, Ladder, Floor, Door, Zip code, City, Country, and Province.
Contact information: Enter the employee's E-mail, Phone 1 with its Phone line type 1, and optionally Phone 2 with Phone line type 2.

Family: Enter details of the employee's legal representative (name, surname, NIF, date of birth) and partner information if applicable. The Children section displays Without children by default. To add dependants, select + Add child.

Emergency contact: Enter the Emergency contact name, Emergency contact last name, Relationship, and Emergency contact phone number.
Other data: Enter banking details (IBAN code, Bank account, BIC code), Salary, Recruitment source, and Academic training. Select the State, Level, Scale, Eventual cause, and Disability level from the dropdowns. Enter the Trial period start and End date of trial period if applicable.

Custom fields: If your organisation has configured custom fields, they appear in each section as configured. Fill in any relevant values.

Select Next to move to Step 2.

Step 2: Employment information

This step defines the employee's contractual and scheduling details.

Note: If the employee has previously worked for your organisation, select Load existing employee data to pre-fill certain fields from their existing record.

Select the Hire date *. This is the date the employee's contract begins.
Select the Work centre * from the dropdown.
Select the Expected end date if the contract is temporary.
Select the Category groups and Category * from the dropdowns.
Select the Contract groups and Contracts * from the dropdowns.
Select the Working day type from the dropdown.
Enter the number of contracted hours for each day of the week (Monday through Sunday). The Total field updates automatically.

Note: If a contract has working hours set per default, once you select it in the dropdown, the contracted hours fields disappear. However, some contracts may have the flexibility to adjust those hours. In those specific cases, the fields still appear and you can edit hours as needed.

Note: The daily hours fields are highlighted in red until they are completed. Ensure the total matches the expected weekly hours for the selected contract type.

Configure the Work restrictions for the employee in each day of the week (MO, TU, WE, TH, FR, SA, SU):
- Select the Continuous shift checkbox if the employee works a continuous (non-split) shift on that day.
- Select a restriction from the dropdown. The default value is No restrictions.
To apply restrictions on non-working days, enable the Enable restrictions on bank holidays (BH) and holiday eves (HE) toggle.

Select Next to move to Step 3.

Step 3: Time and attendance

This step allows you to define specific configurations for employee clock-in.

Define a PIN code for the employee. You can use the circular arrows button to generate a random PIN code.
Type the Card code for the employee.
Select the specific business unit(s) the employee will have access to. You can use the business unit tree filter or the search bar to find the units easily.

Select Next to submit the proposal.

Manage a hire proposal

Once submitted, the proposal appears in the Proposals list with the status Pending.

Actions menu

Select the three-dot icon (?) on the right-hand side of the proposal row to open the actions menu. The options available depend on the proposal's current status and your permissions:

View: Opens the proposal in read-only mode.
Mark/Unmark as supervised: Flags the proposal as Supervised (Yes/No), useful when an additional validation step is required before acceptance.
Accept: Approves the proposal. A confirmation dialogue warns that this action is final and cannot be reversed. Select Accept to confirm.
Reject: Declines the proposal. A confirmation dialogue warns that this action is final and cannot be reversed. Select Reject to confirm.
Request information: Returns the proposal to the creator for additional data or corrections. The status changes to Required information.
Delete: Permanently removes the proposal from the system.

Note: Accepting or rejecting a proposal is irreversible. Review the proposal details carefully before confirming either action.

Duplicate check on acceptance

When a hire proposal is accepted, the system checks the employee's DNI and Social security number against existing records. If a match is found, a dialogue presents three options:

Load existing employee: Reuses the existing record and creates a new employment period. This is recommended for rehires.
Continue: Creates a new employee record despite the match. Use this only if you are certain the records belong to different people.
Cancel proposal: Cancels the proposal without making changes.

More actions on the proposal

To know more aboutgeneral navigation and actions in the proposals grid, see Get familiar with the Proposals screen.

Get familiar with the Proposals screen

Start from: the Workforce dashboard.

Navigate to Workforce management > Proposals from the menu.

The proposals grid

Each row in the list corresponds to a proposal and displays the most relevant information to identify and work with it. The grid includes the following columns:

ID: the unique identifier for the proposal within the system.
Date: the date associated with the proposal, indicating when it was generated or when it takes effect.
Type: the type of proposal: Hire, Termination, Labour conditions, or Employee data.
Employee: the name of the employee the proposal relates to.
State: the current status of the proposal. Possible states are:
- Pending: not yet reviewed or completed.
- Accepted: validated.
- Rejected: not approved.
- Accepted with changes: accepted after one or more values were modified from the original proposal.
- Required information: additional data or actions have been requested before a decision can be made.
Supervised: indicates whether the proposal has already been through an additional review.
Created/Modified by: the user who last created or modified the proposal.

Actions available on each proposal

To the right of each row you will find two options:

Comments: view or add comments on the proposal. Useful for leaving notes, clarifications, or tracking progress.
Attachments: add or consult documents associated with the proposal, such as supporting files or additional information.

Select the three-dot menu (...) on any proposal to access further actions depending on its current state:
- View: consult the content of the proposal.
- Mark as supervised: indicate that the proposal has been reviewed.
- Accept: validate the proposal.
- Reject: discard the proposal.
- Request information: send the proposal back to request more data before making a decision.
- Delete: remove the proposal.

Note: Once a proposal has been accepted or rejected, the actions above are replaced by Detail, which allows you to download a document with the full proposal information.

Search for a proposal

To find a specific proposal quickly, select the Search icon at the top right of the screen.

A search field appears where you can type a proposal ID or an employee name.

The list updates automatically to show matching results. Select the close icon (?) to exit search mode and return to the full list.

Filter proposals

To narrow the list by specific criteria, select the filter icon to open the Filters panel. You can combine the following filters:

Type: filter by proposal type: Hire, Termination, Labour conditions, or Employee data.
State: show only proposals with a specific status, such as Pending, Accepted, or Rejected.
Supervision: filter by whether proposals have been supervised or not.
Date range: use Date from and Date to to define a specific period.
Created/Modified by: filter by the user who created or last modified the proposal.

Select Filter to apply, Cancel to close the panel without changes, or Reset filters to clear all active filters.

Filter by Business Unit

To view proposals from specific business units only, select the Business unit filter icon.

A panel opens where you can define up to three hierarchy levels, such as concept, country, or region, and select the units you want to include.
Use Look for to find a specific unit, Select all to include all visible units, or Collapse to simplify navigation.
Select Filter to apply or Cancel to close without changes.

Note: Only business units you have permission to access will be visible in this panel.

Customise the columns displayed

To choose which columns to show in the list, select the Configuration icon at the top right of the screen.

A panel opens showing all available columns: ID, Date, Type, Employee, State, Supervised by, and Created/Modified by.
Toggle each column on or off as needed. Changes apply to the list immediately.

Create a new proposal

Select + New proposal at the top right of the screen and choose the type of proposal you want to create:
- Hire
- Termination
- Labour conditions
- Employee data.