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Transfers, promotions and group companies

Run several Entities of your group in one account. A person who works for more than one keeps one identity, with their PAN, UAN and group service. Promotions and transfers take effect on a date, go through approval and stay in the history. A move to a sister Entity keeps the UAN and the years of service.
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Why it matters

Groups move people between their companies all the time. A supervisor goes from the trading company to the factory, or a manager is shared by two units. Too often that means leaving one company and joining the other as a stranger. PAN, UAN and family are typed again, and the years of service behind gratuity and leave are lost. In SmartMy HRMS the person is one record across the group, and each Entity holds only the position. A transfer closes the old position the day before and opens the new one on the effective date. The person, the UAN and the group service stay the same. Every promotion, transfer and change has a date, an approval and a line in the history. You can always say who was where, and since when.

The problem it solves

  • Someone moves to a sister company and is entered again from scratch, with a typing mistake in the UAN and no past service.
  • A promotion is agreed for the first of next month, and someone has to remember to change the record on that day.
  • Two years later nobody can say when a person changed department or who approved it.
  • HR of one company should not see the other company's people, but the group head needs the whole picture.

How it works

  1. Add each company of the group as an Entity in your account. Each holds its own employees, policies, calendars, payroll and approval chains.
  2. Make a change order under Employees > Organisation > Transfers & Promotions. Choose the employee, the kind, Effective From and the reason. Kinds: Promotion, Change, or Transfer to Another Entity.
  3. Under New Values, fill in only what changes. The fields: New Entity, New Department, New Designation, New Location, New Manager, New Grade, New Staff Category, New Employment Type.
  4. Send it for approval. It goes through the Promotion / transfer chain of the Entity; HR officers decide it unless you set other levels.
  5. On the effective date the change is applied by itself, by a daily run, and written to the employee's History. A change dated today or earlier is applied when approved.
  6. For a transfer to another Entity, the old record ends the day before, with the reason Transfer within the Group. A new record for the same person starts in the new Entity on the effective date. Their login is given the new Entity too.
  7. For internal moves (Scale), an employee applies to an internal job and the current manager gives consent and a release date. Selecting the employee makes the change order for the agreed date.

Everything it does

One person across the group

  • The person record holds what belongs to the human. That is PAN, Aadhaar, UAN, PF and ESIC numbers, family, nominees, education, past jobs, bank accounts and Group Service Since
  • Each Entity holds an employee record for the position: code, department, designation, manager, location, stage, salary
  • A person working for two Entities at once has one person record and two employee records
  • Employees > Organisation > People (Group) lists every person with their records in each Entity and the stage of each
  • The organisation chart can show several Entities; a person in two appears in both
  • One employee code series runs across the group, so a code is never used twice

Change orders

  • Kinds: Promotion, Change, and Transfer to Another Entity (Growth)
  • Statuses: Draft, Approved, Applied, Cancelled; Cancel stops a change not yet applied
  • Each change order gets its own reference number
  • History records the type: transfer, promotion, designation, department, location, manager, grade, category or type
  • A transfer's history shows From Entity and To Entity on both records
  • A change typed straight on the record is also kept in History, dated today

Transfers to another Entity (Growth)

  • The old record: Last Working Day the day before, Separated On the effective date, stage Separated, reason Transfer within the Group, then archived
  • The new record: the same person, joining date the effective date, and the new department, designation, location and manager. It also takes the new grade, category or type if given
  • The UAN, statutory numbers, family, nominees and bank accounts stay as they are, because they are on the person
  • Group service continues from Group Service Since
  • The new record shows on the change order as New Employee Record

Internal moves (Scale)

  • Rules on the Entity: Months in the Current Role Before Applying, Not With a Disciplinary Action in Force (on to start with), Lowest Appraisal Rating
  • Ask the Current Manager: when the employee is shortlisted (the default) or when they apply
  • The current manager gives or refuses consent with a note, and gives a release date. The hiring manager or recruiter gives theirs. When the two dates are the same, it becomes the Agreed Release Date
  • Escalated when not answered in 7 days (a setting); an HR administrator can ask again after a refusal
  • Move the Employee makes the transfer or promotion order for the agreed date, with its own approval. No new employee record is made inside the same Entity

Several Entities in one account

  • Each Entity keeps its own leave year, financial year, payroll cycle, policies, holiday calendars and approval chains
  • HR roles are given per Entity, and can be limited to departments or locations
  • A person is counted in the Entity that employs them

Who uses it

HR UserMakes change orders and keeps the person record.
HR officers of the EntityApprove promotions and transfers, unless your chain names others.
Current managerGives or refuses consent to an internal move and proposes the release date.
Group HR headHolds HR roles in every Entity and sees People (Group) across the group.

Where you use it

  • Web: Employees > Organisation > Transfers & Promotions, People (Group), Organisation Chart
  • Web: Jobs > Jobs and Referrals > Internal Moves to Consent for managers (Scale)
  • Web and the SmartMy HRMS app: promotions and transfers wait in Approvals; the app is built and in testing, not in the app stores yet
  • The SmartMy HRMS app: Menu > Internal moves for managers (Scale)

What you control

Settings

  • Promotion / transfer approval chain: HR officers of the Entity to start with; add levels or names as you need
  • Months in the Current Role Before Applying: 0 to start with
  • Not With a Disciplinary Action in Force: on
  • Ask the Current Manager: when the employee is shortlisted
  • Manager's Consent: Escalate After (days): 7

Approvals

  • Promotion / transfer: one chain per Entity; HR officers decide by default, with levels you add or Approved at Once. Rejecting cancels the change.

Notifications

  • HR Request to Approve (level): to the approvers of each level of a promotion or transfer, in the app, by push and by email
  • Approval Waiting and Approval Escalated: reminders to approvers when a change waits too long, in the app, by push and by email
  • Consent to an Internal Move Asked: to the current manager, and to those it is escalated to, in the app, by push and by email
  • Consent to an Internal Move Answered: to the recruiter and the hiring manager, in the app, by push and by email
  • These are transactional: they are always sent; a person can switch off a channel such as email, while in-app notices always arrive

Questions

Does the PF account change when someone moves to a sister company?

The person keeps the same UAN and statutory numbers, because they are on the person record shared by the group. The new Entity's own PF code is used from the effective date.

Are leave balances carried to the new Entity?

Not yet. The form has Carry Leave Balances, but the balances are not moved today. The new record starts with the new Entity's leave policy; enter an opening balance if you want the old one kept.

Can a promotion be entered now for next month?

Yes. Approve it with next month's date. It stays Approved until the date and is applied on that day by itself.

Can the same person work for two Entities at the same time?

Yes. Add a second employee record in the other Entity and choose the existing person. They keep one identity, with a position and a pay in each.

Who approves a transfer?

The Promotion / transfer chain of the Entity. To start with, the HR officers decide; you can add a manager or a director as further levels. Nobody approves their own change.

Related features

EMPLOYEES AND ORGANISATIONEmployee records with statutory detailsOne record holds each employee's position, PAN, Aadhaar, UAN, PF and ESIC numbers, family and nominees, education, past jobs, background checks and bank accounts. The stage (probation, confirmed, notice, separated) moves by itself, and every change is kept with its date.ROLES AND ACCESSWho sees what: employees, managers and HR officersEach employee sees only their own records and each manager sees everyone below them. HR staff get roles per Entity, limited to some departments or locations if you wish. A role can also hide parts of the record, such as bank details.VIEWS AND REPORTSEmployee 360 and organisation chartOne screen shows everything about an employee: profile, attendance, leave, pay, loans, assets, documents and what is pending. Each viewer sees only the parts their role allows. The organisation chart covers the whole group, with search, CSV export and open positions.ACROSS SMARTMY HRMSApproval chains and one approvals inboxEvery HR request, from a day's leave to the full and final, goes through its approval chain and waits in one Approvals inbox. Levels, approvers, reminders, escalation and stand-ins are settings you control, per Entity and kind of request.RECRUITMENTJob postings, careers page and job boardsPost a job to your employees, your own careers page, job boards and WhatsApp, with screening and knock-out questions. Each application keeps its source, so you see what each source cost.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.
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