Workflows
Each workflow connects screens and people into one complete result. It identifies the starting state, the responsible roles, and the state to confirm before hand-off.
People and organisation
Onboard a new employee
Use when: the organisation has agreed a start date. Owner: HR. Start: the employee does not yet have a Rifena record. Finish: the employee has the right profile, organisation assignment, account, contract, and first-day plan.
Manage career and job changes
Use when: a position, title, department, or employment stage changes. Owner: HR with the approver. Start: an agreed change and effective date. Finish: the event is applied on the intended date and history is preserved.
Offboard and rehire
Use when: employment is ending or a former employee is returning. Owner: HR with managers and hand-off owners. Start: an agreed termination or rehire decision. Finish: the lifecycle state is correct without losing history.
Manage by organisation group
Use when: people, managers, and data access need to follow departments or branches. Owner: HR and an administrator. Start: a proposed structure change. Finish: the published hierarchy reflects how the organisation works.
Time and attendance
Run monthly attendance
Use when: an attendance period is ending. Owner: HR or the attendance owner. Start: Attendance open with current shifts and requests. Finish: Attendance closed, ready for payroll.
Manage leave and overtime
Use when: an employee submits or withdraws a request, or an approver must decide it. Owner: the employee and current approver. Start: a new request or a pending one. Finish: a clear approved, rejected, or cancelled state.
Payroll and employee spend
Run monthly payroll
Use when: attendance is closed and payroll must be reviewed, approved, paid, and issued. Owner: payroll, the approver, and finance. Start: an attendance-closed period. Finish: a Paid payroll run with payment results and payslips delivered to the right people.
Control advances, reimbursements, and budgets
Use when: the organisation advances funds, reimburses employee spend, or tracks a budget. Owner: the employee, approver, and finance. Start: a new advance or reimbursement request. Finish: money and the source request have both reached their correct final states.
Compliance and reporting
Review attendance violations
Use when: rules, exceptions and violation statistics must be reviewed by group. Owner: compliance HR or an assigned manager. Start: processed source attendance. Finish: each case has a clear state/reason and reference amounts never become automatic wage deductions.
Handle tax-exemption requests
Use when: an employee needs to submit evidence or the assigned reviewer needs to decide a request. Owner: the employee and tax reviewer. Start: an eligible exemption basis. Finish: evidence belongs to the right request and the approved amount or rejection reason is clear.
Manage insurance and statutory reports
Use when: monthly insurance must be reconciled or a statutory filing must be prepared. Owner: payroll, insurance, tax, or finance. Start: verified period source data. Finish: the ledger reconciles and any portal outcome is accurately recorded.
Performance and access
Manage KPI and performance bonus
Use when: targets, scores, approvals, and an approved bonus must be connected. Owner: managers, HR, and payroll. Start: an active KPI definition and pay period. Finish: the approved score and frozen bonus appear correctly in payroll.
Manage access and account security
Use when: access must be granted, reviewed, or removed. Owner: an administrator with HR. Start: a defined job responsibility. Finish: the person can complete that job and cannot access data outside it.