Overview

HR handoff steps define the short checklist your team follows after a new Position request is approved. New organizations begin with one step for adding or updating the Position in the human resources information system (HRIS) and one for creating or posting the opening in the recruiting system.

The checklist tracks work in FTE Tree. Completing a step does not automatically send the Position to an HRIS, recruiting system, or another service.

Access needed

Activity Access needed
Configure HR handoff steps Manage position setup
Create or edit a Position option set for not-needed reasons Manage organization settings
Work an approved handoff Manage HR handoffs plus access to the Position
Access setup See Permissions and roles.

Configure the checklist

Choose Settings > HR handoff steps. You can rename, reorder, add, or deactivate steps. Keep at least one step active.

Turn on ordered handling when each step must finish before the next can start. Require an external reference on selected steps when your team must record an HRIS ID, recruiting reference, ticket number, or similar confirmation.

For a step that may not apply to every Position, you can select a Not-needed option set. When a coordinator marks that step not needed, FTE Tree requires one available choice from the selected Position option set. Leave this setting blank when no reason choice should be required. A Position setup administrator can select an existing set; creating or editing the set requires Manage organization settings access.

Use short action names that describe a result, such as Create Position in HRIS or Post approved opening. Put instructions and ownership expectations in your operating process rather than making the step name difficult to scan.

When changes take effect

Each new handoff receives the active checklist and ordering choice that are in place when the New Position request is approved. For a step with a not-needed option set, it also receives the set name and the choices that are available at that time.

Later setup changes apply only to handoffs created after the change. Every existing handoff keeps its saved checklist and not-needed choices, even when no work has started. Renaming, adding, or making a source choice unavailable does not change an existing handoff. This preserves the instructions and evidence associated with that approval. If a new procedure must also apply to existing work, give coordinators the additional instructions through your normal operating process.

Review setup before launch

Approve a test new-Position request and confirm that:

  • The handoff contains the intended active steps in the intended order.
  • Ordered handling blocks a later step until the prior step is complete.
  • Every required external reference is enforced.
  • Every configured not-needed option set presents the intended reason choices.
  • Coordinators can view and work only the intended Positions.
  • After changing the setup, an earlier test handoff keeps its saved checklist and a later approved Position receives the new checklist.

See Track approved Position handoffs for the day-to-day process.