UX redesign: Core HR, organisation, identity & exit

Part of the UX gap analysis. Places, patterns and treatments follow the IA & principles. Spryple facts come from the crawled Help Center; click counts are estimates (see evidence).

1. Core HR, Organisation, Identity & Exit

Scope: Spryple "Employee Management" (Admin, HR manager, Employee, Super Admin) and "Exit Management". Spryple facts come from the screens catalogue, the workflows (parts A, B, F, L1–L4, L6, L7, L9), the evidence file and the screenshot notes (analysis §21.2, 21.11, 21.12). Design proposals are ours. All click counts are estimates: "documented UI actions" is a count of actions written in the Help Center steps, not a measurement in the live product. Where Spryple is silent we write "not documented".

1.1 UX issues found

ID	Issue (pattern)	Evidence	Pros (why Spryple does it / what works)	Cons (impact on users)	How we handle it (place · pattern · principle)
UX-EMP-01	Credentials are created by hand after an email to the Admin. HR finishes the hire, then a second person must create the login (manual hand-off).	B1 steps 9–10: "an email is sent to Admin to create the new employee's credentials"; A2: Users Login needs Edit, username, Submit (7 documented actions). Trigger is "after the entire process"; exact trigger not documented.	Separates duties: HR cannot mint logins; Admin controls who gets access.	The new hire cannot log in until a third party acts; HR cannot see the status; extra delay on day one; Admin becomes a bottleneck for every hire.	P-PEOPLE › Hiring board · PAT-11 Auto-action + exception review (account created on activation, invite link sent) · UXP-6 Automate the paperwork. See FR-IAM-001, FR-EMP-005.
UX-EMP-02	A default password "Welcome1!" is emailed in plain text, and admins can reveal existing passwords.	A2: password "displays by default as Welcome1!"; credentials email carries URL, Company Code, Username and the password (§21.2). A3 and §21.12: "Existing Password" masked with an eye toggle, so passwords look reversibly stored. If no office email, admin "writes down the credentials and shares them manually".	A simple default gets a user in quickly; no extra step for the employee.	Shared known password for every new account; credentials on paper or email; password visible to staff; the employee must remember to change it. A security and trust defect.	P-ME › Security + invite link · PAT-11 · UXP-6, UXP-10 (the capability "get a person logged in" stays, the password disappears). Single-use activation link, employee sets own password. See FR-IAM-001, FR-IAM-003, FR-IAM-005.
UX-EMP-03	Password reset is a cascade of selects and three modes. Admin picks Location, then Department, then Employee, then a reset option (username, password, or both).	A3: 11 documented UI actions, five steps, three mails ("Reset username", "Reset password", "Reset username & password") from "HR Department". Forced change at next login and audit trail: not documented.	Covers users with no mail access; the admin sees the existing username.	Eleven actions for one reset; three variants for one intent; admin types or sees a password; no self-service route is documented (A1: forgot-password flow not documented).	P-PEOPLE › Person 360 › Access, plus self-service "Forgot password" on login · PAT-5, PAT-11 · UXP-1 Act where you are, UXP-4. See FR-IAM-005.
UX-EMP-04	"Roles & Permissions" is undocumented and is a copy of Users Login.	Screen catalogue: Roles & Permissions description is identical to Users Login ("Create a Username and Password"). A2 variants and §21.12: same screenshot files reused; "no separate role-assignment steps are documented". How roles are assigned: not documented.	None visible; it may simply be a documentation copy-paste.	Admins cannot learn how access is granted; a role assigned inside a person form (B1 step 5 "Employee Role") hides the permission model; risk of over-privileged users.	P-SET › Roles & access · PAT-9 (plain-language role editor with a role preview) · UXP-5, UXP-9. See FR-IAM-009, FR-IAM-010, FR-IAM-025.
UX-EMP-05	Probation and notice period are set in two places.	L2: Onboarding Settings toggle "Probation Period (In Months)"; L1: HR Policies rules 10–12 (onboarding reminders and probation). F1: Offboarding Settings toggle "Notice Period (In Days)"; HR Policies rules 13–15 (offboarding reminders, notice period, days). Which one wins: not documented.	A quick on/off toggle near the module is easy to find.	Two sources of truth for the same rule; admins change one and the other disagrees; the Exit form shows "Notice Period (30)" (§21.11) with no visible origin.	P-SET › Policies › "Probation, notice & exit" (one policy, effective-dated, impact preview) · PAT-9 · UXP-2 One place per job. See FR-EMP-012, FR-ORG-011.
UX-EMP-06	"HR Policies" is 48 numbered rules in one flat list, mixing unrelated domains.	L1: 48 rules covering password (1–9), reminders, week offs, shifts, late deduction, regularization, punch-out, extra-day pay, week-off penalty. Rules 37–42 and 48 need a check box or the update fails with an error. Updates "do not affect existing employees".	One place where an Admin can see every switch; defaults are present.	Attendance, payroll, security and exit rules live under Employee Management; numbers (e.g. "rule 36") replace meaning; silent exclusion of existing employees surprises admins; a check-box-or-error trap.	P-SET › Policies (split by domain) · PAT-9 plain-language editor with example, impact preview and effective date · UXP-9, UXP-5. See FR-ORG-011.
UX-EMP-07	Twenty admin screens, many of them the same master table (add, edit, set Inactive, no duplicates).	Evidence: "For Admin › Employee Management" is the densest admin page (20 screens); 49 configuration screens in total; same Add/Edit/Active-Inactive text for Department, Designation, Work Location, Checklist, Induction, Termination Category, Reason for Separation (L3, L4, L6, L7, F1). Exit also repeats the pattern.	Predictable per screen; duplicate-name rule is sensible; "transfer employees before inactivating" (L4) protects data.	Each master is a separate menu item with its own layout; admins hunt through 20 entries; no inline "add" from the form that needs the value (e.g. a new department while hiring).	P-SET › Masters and Organisation · PAT-9 for rules, one shared masters component with bulk reassign · UXP-2, UXP-1 (inline "add new" at the point of use). See FR-ORG-009.
UX-EMP-08	Attendance, shift and holiday settings are filed under Employee Management.	Screen catalogue: Shift, Shift Timings, Grace Period, Overtime duration, Holidays appear in the Admin Employee Management slice; §21.12 sidebar order: Company Information, Department, Designation, Work Location, Company Logo, Shift, Holidays, Checklist.	Admins find "everything Admin" in one sidebar.	Shift fields are split across three screens (Shift, Shift Timings, Grace Period) for one object; time rules are far from the attendance module where they matter; employees never see holidays where they plan leave.	P-SET › Policies › Attendance & shifts (one shift editor with timing, grace, overtime); holidays in P-SET › Organisation, shown on P-TIME calendar · PAT-4, PAT-9 · UXP-2, UXP-1. See FR-ATT-011, FR-ORG-010.
UX-EMP-09	New hire data is entered three times across three screens. HR creates the hire, the employee fills a form, then HR re-keys work, contact and family data in the directory.	B1: 10 steps, 19 documented UI actions (heaviest workflow in this scope); steps 2, 5, 6, 7 are HR entering data; step 3 the employee enters Personal, Contact, Family, Work Experience, Education and documents; step 4 "Joining Formalities" copies it into Employee Directory. Status "Joined" requirement not documented; what happens when the 24-hour link expires: not documented (§21.2).	The employee pre-fills their own data, which saves HR typing; HR keeps a gate (Joining Formalities) before data lands in the directory.	Many actions and three places for one person; no single view of "where is this hire"; a 24-hour link is easy to miss with no documented recovery.	P-PEOPLE › Hiring & onboarding board · PAT-6 Board + PAT-5 Person 360 · UXP-4, UXP-6. See FR-EMP-001, FR-EMP-002, FR-EMP-005, FR-EMP-018.
UX-EMP-10	Every master checklist is assigned to every new employee and HR updates all items, though items carry a department and an approver.	B4: "All master checklists (Onboarding) are assigned to every new employee". B5: "all checklists are updated by the HR Manager"; §21.2: checklist items show a Department and "Approver Name"; "Add Comments" box beside No Due. L6 note: documentation says new checklist "displays in the Holidays table" (copy-paste error). Employee can act on items: not documented (A6).	Real merit: checklists per department (L6) and the "No Due" sign-off gate (button enabled only when all items are closed) are good controls; we keep both.	HR is the single doer for items owned by IT, Finance, Admin; no due dates; status only Pending/Completed.	P-INBOX tasks to owners + P-PEOPLE board column · PAT-2, PAT-11 · UXP-6, UXP-3. KEEP the department checklists and No Due gate. See FR-EMP-010, FR-EXT-005.
UX-EMP-11	Document approval is a separate screen, away from the person and the checklist.	B3: employee uploads, HR opens Document Approval, View, Approve or Reject (4 documented actions); rejection reason capture and re-upload limit: not documented. Document items also appear in checklist rows with an approver (§21.2).	Real merit: documents uploaded by HR on behalf of the employee are auto-approved (B3); email on each decision keeps the employee informed.	HR must remember to visit a second screen; documents and checklist progress are not seen together; rejected employees get no reason in the docs.	P-INBOX (Documents type, bulk verify) and P-PEOPLE › Person 360 › Documents · PAT-2, PAT-5 · UXP-2, UXP-1. See FR-EMP-009.
UX-EMP-12	Exit is split into five HR screens plus the employee form; the approval status text is inconsistent.	Exit slice: Separation (Employee), Separation pending approvals, Separation Pending Checklist, Termination, plus Offboarding Settings, Termination Category, Reason for Separation. F2: 6 steps, 17 documented actions. F2 statuses: rejection page says "Status is changed from submitted to approved" (source conflict); rejected status value: not documented. F&F, login and payroll effects at exit: not documented (F2, F4).	A retention letter ("discuss with your Reporting Manager or HR", §21.11) before Proceed is a thoughtful, humane step; the relieving date is auto-computed from notice (§21.11).	The user follows one exit across three screens; employees get no status timeline; downstream steps (final pay, access removal) are invisible.	P-REQ (Resignation) → P-INBOX → P-PEOPLE › Exits board · PAT-3, PAT-6, PAT-10 · UXP-8, UXP-2. KEEP retention step. See FR-EXT-001, FR-EXT-002, FR-EXT-009.
UX-EMP-13	Termination is a separate employee picker with a confirm dialog, apart from the person record.	F3: select employee and category, click terminate, alert "Yes/No", then the Termination Pending Checklist (5 documented actions). Effective date beyond the backdated-days rule 37 (0–60): not documented. Employee notice: not documented.	The confirm dialog prevents accidental terminations; the category master gives reportable reasons.	HR leaves the person record to terminate; a second list repeats the same people; an alert, not a preview of consequences (final pay, access, assets).	P-PEOPLE › Person 360 › "Start separation" and Exits board · PAT-5, PAT-6 · UXP-5 Explain the rule at the moment it applies. See FR-EXT-004.
UX-EMP-14	Login instructions are catalogued as separate "screens", per role.	Catalogue rows: "Super Admin Dashboard" (login with Company Code, Username, Password), "User Login" (Managers), "Login with HR manager to Add an Employee" (heading only, no text), "HR manager Main Dashboard" (click Employee Management). A1: Company Code is required on every login.	A clear role-specific path for training.	The same login is described three times; "Company Code" is asked each login; nothing about SSO, lockout or MFA (A1: not documented).	One login at the tenant address (P-HOME after login), role shapes the view · PAT-1 · UXP-3, UXP-10. See FR-IAM-002, FR-IAM-006.
UX-EMP-15	Employee profile is viewed and edited on separate screens with undocumented approval rules.	A5 and catalogue: "My Profile" (read) and "Edit Profile" (button at the top right); password change under the user-menu arrow (A4, 5 documented actions); HR Policies rule 34 "Is employee details editable by employee" is all-or-nothing; which fields are editable and whether edits need approval: not documented.	Self-service reduces HR data entry; rule 34 gives HR a simple safeguard.	Three places for "my details" (Edit Profile, Change Password, Onboarding checklist in the Employee Management menu); an all-or-nothing switch cannot allow safe fields (photo) and block risky ones (bank).	P-ME (sections, inline edit, Security tab) · PAT-5, PAT-9 · UXP-1, UXP-9. See FR-EMP-013, FR-EMP-015.
UX-EMP-16	Bulk entry and reporting lack safety nets and are reduced to a file upload and a column chooser.	B8: Excel upload in 3 documented actions; template, validation errors, partial failures and credential creation: not documented. B7: Employee Reports are a column chooser plus download (§21.2), file formats not documented.	Excel upload and a free column picker are flexible and quick for HR.	No dry-run means silent bad data; reports sit in a module menu instead of a report centre (evidence: 118 report-like screens across the product).	P-PEOPLE › Import wizard (PAT-7), P-INSIGHT report centre (PAT-8) · UXP-9, UXP-2. See FR-ORG-012, FR-EMP-007.
UX-EMP-17	Master-data helpers with low value as standalone screens: Messages Master, seeded separation reasons, Company Logo.	Catalogue: Messages Master (edit all error/success messages per screen; evidence: "Messages Master" ×4 across modules); "Some reasons for separation mentioned below" is a list of values, not a screen; Company Logo is its own screen apart from Company Information (L9, 4 actions).	Tenants can adjust wording; seeded reasons give a good start.	Four copies of a message editor; a list of example values counted as a screen; logo separated from the company form it belongs to.	P-SET › Templates & messages (one editor), P-SET › Masters (seeded values), P-SET › Organisation › Company (logo as a field) · PAT-9 · UXP-2, UXP-10. See FR-ORG-015, FR-ORG-017.
UX-EMP-18	Induction and onboarding checklist for the employee sit behind the "Employee Management" menu, and the employee cannot be seen acting.	A6: Employee Management › Onboarding Checklist shows Induction Program and checklist status; employee actions on items: not documented (3 documented actions). B6: Induction needs types created by Admin first (L7), then HR adds, assigns, edits and cancels (10 documented actions); attendance or completion tracking: not documented.	Showing induction and checklist together gives the newcomer a single "my first days" page.	The new hire must find a menu entry to see to-dos; no prompt on the first screen; the two-step master-then-program setup is heavy.	P-HOME action cards + P-ME onboarding to-dos · PAT-1, PAT-6 · UXP-1, UXP-4. See FR-EMP-010, FR-EMP-011.

1.2 Where every feature goes (all screens addressed)

#	Spryple screen	Audiences	New place › section	Treatment	Why / how it works now
1	Super Admin Dashboard	Super Admin	P-HOME › owner widgets (employee count Active/New/Exit, org KPIs)	MERGE	The documented text is only the login instruction; the dashboard becomes the owner's Home (UXP-3). Login text folds into the single login (see row 24).
2	Company Information	Admin	P-SET › Organisation › Company	KEEP+	One form for legal name, address, entities (FR-ORG-001..003); Edit/Save/Cancel becomes inline edit with autosave draft.
3	Department	Admin	P-SET › Organisation › Departments	MERGE	Shared masters component (add, rename, Inactive, no duplicates, bulk reassign before inactivating); also "add new" inline in the hire form (UXP-1).
4	Designation	Admin	P-SET › Organisation › Designations	MERGE	Same masters component, with an optional department filter replacing the separate mapping screen (row 21).
5	Work Location	Admin	P-SET › Organisation › Locations and ID series	KEEP+	Address with map search; employee ID prefix and seed shown as a live preview ("next ID: NE1042"); shared prefix explained in plain words (FR-ORG-004, FR-ORG-005).
6	Company Logo	Admin	P-SET › Organisation › Company (branding block)	MERGE	A field on the company form: change, remove, jpg/png/svg up to 1 MB with live header preview (FR-ORG-015).
7	Shift	Admin	P-SET › Policies › Attendance and shifts › Shifts	MERGE	One shift editor; rosters and swaps live in P-TEAM (owned by the Attendance part).
8	Shift Timings	Admin	P-SET › Policies › Attendance & shifts › Shift editor (timing fields)	MERGE	Start and end pickers become fields; total hours shown automatically.
9	Grace Period	Admin	P-SET › Policies › Attendance & shifts › Shift editor (grace block)	MERGE	Grace in/out sit with timing; example text: "arrive by 09:15 and you are on time".
10	Overtime duration	Admin	P-SET › Policies › Attendance and shifts › Overtime	REPLACE	Plain-language overtime rule with preview (PAT-9), FR-ATT-027.
11	Holidays	Admin	P-SET › Organisation › Holidays; employees see them on P-TIME calendar	KEEP+	Named calendars per location, duplicate date check, Public/Optional filter; shown at the point of use (FR-ORG-010).
12	Checklist	Admin	P-SET › Masters › Checklists	KEEP+	Per-department onboarding and offboarding templates stay; each item gets an owner and a due offset (FR-EMP-010).
13	Induction	Admin	P-SET › Masters › Induction types	MERGE	The type master is also creatable inline from the program form (UXP-1).
14	Announcements	Admin	P-HOME › Announcements (compose and manage from the Home widget; HR role)	EMBED	Topic, title, dates, Draft/Published/Completed/Cancelled kept (UXP-8); audience targeting arrives in the Engagement part (FR-ENG-001, FR-ENG-002).
15	Messages Master	Admin	P-SET › Templates & messages (module: Employee)	REPLACE	One Templates & messages editor for every module: notification templates plus terminology and label overrides (FR-ORG-017). Editing every on-screen error message per tenant is not carried over (FR-NTF-017, Won't)
16	Users Login	Admin	P-PEOPLE › Person 360 › Access (exception view only)	AUTO	Account is created on activation; Admin sees status and can resend the invite (FR-IAM-001).
17	Roles & Permissions	Admin	P-SET › Roles and access	REPLACE	Spryple has no documented model; we provide role templates, scopes and a role preview (FR-IAM-009, FR-IAM-010, FR-IAM-025).
18	Onboarding Settings	Admin	P-SET › Policies › Probation, notice and exit	MERGE	Probation and reminder toggles join one policy (FR-EMP-012); reminders become notification rules.
19	HR Policies	Admin	P-SET › Policies (split by domain: password, attendance, payroll, probation)	REPLACE	48 numbered rules become plain-language questions with examples and impact preview, with a choice to apply to existing employees (PAT-9).
20	Employee Password Reset	Admin	P-PEOPLE › Person 360 › Access › Send reset link; login page › Forgot password	REPLACE	Admin never types or sees a password; one button, one reset mail (FR-IAM-005).
21	Department Designation Mapping	Admin	P-SET › Organisation › Designations (optional "limit to departments" toggle)	MERGE	The mapping is a field on the designation, so there is no separate screen (FR-ORG-007).
22	Login with HR manager to Add an Employee	Managers	P-PEOPLE › Hiring board › "+ New hire"	DEDUPE	Heading only (no text); the capability is the "+ New hire" action (row 24).
23	HR manager Main Dashboard	Managers	P-HOME (HR widgets) with P-PEOPLE in the main navigation	DEDUPE	"Click Employee Management then HR Manager section" is navigation, replaced by role-based places (UXP-3).
24	Adding New Hire	Managers	P-PEOPLE › Hiring and onboarding board › "+ New hire"	KEEP+	Required fields on one sheet, link sent on save, Hired/Joined states become board columns (PAT-6, FR-EMP-001).
25	Employee Directory	Managers	P-PEOPLE › Directory and Person 360	KEEP+	"Joining Formalities" becomes a Review and activate step on the board (FR-EMP-005, FR-EMP-014).
26	User Login	Managers	Single login, then P-HOME	DEDUPE	Same login as every role; company code comes from the tenant address (FR-IAM-002).
27	Onboarding Pending Checklist	Managers	P-PEOPLE › Hiring board (checklist progress) and Person 360 › Checklists; item tasks in P-INBOX	MERGE	Checklist auto-assigned by department; "No Due" kept as the sign-off (FR-EMP-010).
28	Document Approval	Managers	P-INBOX › Documents; Person 360 › Documents	MERGE	One list with bulk verify and reject-with-reason; HR-uploaded documents stay auto-approved (FR-EMP-009).
29	Induction Program	Managers	P-PEOPLE › Induction programs	KEEP+	Create, assign with a department or person picker, edit, cancel; invitations are automatic (FR-EMP-011).
30	Employee Reports	Managers	P-INSIGHT › People reports (also export from Directory)	MERGE	Column chooser and download become a saved view with schedule (PAT-8).
31	Excel Upload	Managers	P-PEOPLE › Import (PAT-7 wizard)	REPLACE	Template, dry-run, error report, confirm (FR-ORG-012, FR-EMP-007).
32	My Profile	Employee	P-ME › Profile sections	KEEP+	Personal, Work experience, Bank, Family, Education, Documents as tabs (FR-EMP-003).
33	Onboarding checklist	Employee	P-HOME action cards and P-ME › Onboarding to-dos	EMBED	First-days tasks and induction appear on Home; no menu hunt (PAT-1).
34	Edit Profile	Employee	P-ME › Profile (inline edit)	MERGE	Edit in place; per-field edit rule (direct, approval, none) replaces the all-or-nothing switch (FR-EMP-013).
35	Change Password	Employee	P-ME › Security	MERGE	Password, devices and MFA together; policy shown while typing (FR-IAM-003).
36	Offboarding Settings	Admin	P-SET › Policies › Probation, notice and exit	MERGE	Notice days and clearance reminders sit with probation (UX-EMP-05).
37	Termination Category	Admin	P-SET › Masters › Termination categories	KEEP+	Shared masters component; used on the termination sheet (FR-EXT-004).
38	Reason for Separation	Admin	P-SET › Masters › Separation reasons	KEEP+	Shared masters component; used on the resignation sheet (FR-EXT-001).
39	Some reasons for separation mentioned below	Admin	P-SET › Masters › Separation reasons (seeded list)	AUTO	These are seed values (e.g. Better Prospect), not a screen; shipped pre-filled and editable.
40	Separation pending approvals	Managers	P-INBOX › Separation	MERGE	Approve with agreed exit date prefilled, or reject with reason; bulk and swipe (PAT-2, FR-EXT-002).
41	Separation Pending Checklist / Offboarding Pending Checklist	Managers	P-PEOPLE › Exits board (clearance column); item tasks in P-INBOX	MERGE	Offboarding checklist auto-assigned on approval; No Due enabled when all items are closed (FR-EXT-005).
42	Termination	Managers	P-PEOPLE › Person 360 › Start separation (Terminate) and Exits board	KEEP+	Category plus effective date plus consequence preview, then confirm (FR-EXT-004).
43	Separation	Employee	P-REQ › Resignation	MERGE	Retention note shown first; relieving date computed live; status timeline afterwards (FR-EXT-001).

Rows covered: 43 of 43 (Dashboard 1 of 1, Employee Management 34 of 34, Exit 8 of 8).

1.3 Redesigned workflows

All baseline numbers come from workflow-actions.json (documented_ui_actions). "n/d" means the workflow has no documented UI action count. Taps after are estimates (decisions and data the user must provide; prefilled defaults not counted). Where the baseline is 0 the Help Center gives no steps, so no saving is claimed.

ID	Workflow	Spryple documented UI actions	Redesigned flow (where it lives → steps)	Taps after (estimate)	Saving
A1	Login (web)	4	Tenant address → email or SSO → password → Login; lands on P-HOME	3	1 less; company code dropped
A2	Admin creates credentials	7	AUTO on activation (P-PEOPLE); Admin only handles exceptions	0 (exception: 1 resend)	7
A3	Admin password reset	11	Person 360 › Access › Send reset link → confirm	2	9
A4	Change password	5	P-ME › Security → current + new → Save	3	2
A5	Profile edit and picture	5	P-ME › Profile → inline edit → Save (photo tap included)	3	2
A6	Onboarding checklist view	3	P-HOME action card opens the to-do list	1	2
B1	New hire to first login	19	Hiring board: + New hire → details → Send link; employee fills; Verify all → Activate	8	11
B2	Directory maintenance	1	P-PEOPLE › Person 360 inline edit	1	0
B3	Document approval	4	P-INBOX › Documents → Approve (or Reject + reason)	2	2
B4	Checklist assignment	0 (not documented)	AUTO by department on hire	0	n/d
B5	Checklist completion and No Due	3	Owners tick in P-INBOX; HR taps No Due on board card	2	1
B6	Induction program	10	P-PEOPLE › Induction › New (type inline) → pick people → Save	5	5
B7	Employee reports	2	P-INSIGHT saved view → Export	2	0
B8	Excel upload	3	Import wizard: Upload → review dry-run → Confirm	3	0 (adds validation)
B9	Department–designation mapping	5	Designations › "limit to departments" toggle, pick department	2	3
F1	Exit settings	0 (not documented)	P-SET › Policies › Probation, notice and exit; masters	2	n/d
F2	Separation: request, approval, checklist	17	P-REQ › Resignation → P-INBOX approve → Exits board close	7	10
F3	Termination and checklist	5	Person 360 › Start separation → category → confirm → close checklist	4	1
F4	Other exit documentation	n/d (no baseline)	Seeded reasons (AUTO); exit status on Person 360	0	n/d
L1	HR Policies configuration	2	P-SET › Policies › change answer → preview → Save	3	-1 (adds preview, avoids silent errors)
L2	Onboarding and Offboarding Settings	0 (not documented)	Same policy page (UX-EMP-05)	2	n/d
L3	Work Location	11	P-SET › Locations › Add → search address → ID series preview → Save	4	7
L4	Department and Designation	4	P-SET › Masters (or inline in hire form) → name → Save	2	2
L6	Checklist masters	7	P-SET › Masters › Checklists → type → department → items → Save	4	3
L7	Induction types	4	Inline "add type" from the program form	2	2
L9	Company Information and Logo	4	P-SET › Company → edit → logo → Save	3	1

Totals (26 workflows; F4 has no baseline). Documented actions before: 136 (A 35, B 47, F 22, L 32). Taps after (estimate): 72. Several baselines are 0 because the steps are not documented (B4, F1, L2).

Journey 1: B1 New hire to first login

Before (Spryple, documented), 19 actions over 10 steps

1. HR logs in, opens Employee Management, then New Hires (Hired/Joined radio filter).
2. HR clicks Add and enters First, Middle, Last name, Email, Hired On, Joining Date, Designation, Mobile, Emergency contact; Submit.
3. New hire opens a link (valid 24 hours) and enters Personal, Contact, Family, Work Experience, Education and documents.
4. HR clicks Joining Formalities; data is saved in Employee Directory.
5. HR adds Work Information (office email, employment type, role, location, designation, department, manager).
6. HR adds Personal Contact and Family Details (click Add).
7. HR clicks Save; may add Contract, Bank, Experience, Education, Documents.
8. Documents go through Document Approval; checklist runs.
9. An email goes to Admin.
10. Admin creates credentials; employee receives them (with "Welcome1!") and logs in.

After

1. P-PEOPLE › Hiring board › + New hire (PAT-6). Tap 1.
2. One sheet with the required fields; work info prefilled from the offer (department, designation, location, manager picked from lists). Tap 2 (fill and confirm).
3. Send link (email or SMS, 7-day default). Tap 3. The card appears in "Link sent".
4. New hire completes the form on their phone; documents snapped with the camera (employee side: 2 taps). Card moves to "Submitted" (PAT-10 timeline).
5. HR opens the card: Verify all documents in one tap (PAT-2) or reject one with reason. Tap 4.
6. HR reviews work info on Person 360 (PAT-5) and taps Activate on or after the joining date. Tap 5.
7. System creates the account and sends an activation link; the employee sets their own password. Checklist and induction are assigned by department.
8. Employee side: open link, set password (2 taps). Total HR taps 5; with employee side about 8 (estimate).

Taps: 19 documented actions before, about 8 after (estimate). Automatic now: account creation, invite, checklist assignment, reminders, link-expiry reminder to HR (FR-EMP-002, FR-EMP-005, FR-IAM-001). No Admin hand-off, no plain-text password.

Journey 2: B3 Document approval

Before (documented), 4 actions

1. Employee uploads documents; they appear on Document Approval.
2. HR clicks View on each document.
3. HR clicks Approve or Reject.
4. On reject, employee re-uploads; HR is emailed again.

After

1. HR sees a "Documents (6)" card in P-INBOX (or on the hire's board card). The context panel previews the file beside the checklist item (PAT-2).
2. Tap Approve (or Verify all). Reject asks for a one-line reason, which the employee sees. 2 taps.
3. Documents uploaded by HR for the employee stay auto-approved (kept from Spryple).

Taps: 4 before, 2 after (estimate). Automatic now: the employee's re-upload request, status timeline, HR re-notification.

Journey 3: B5 Onboarding checklist and No Due

Before (documented), 3 actions

1. HR updates each checklist item after the process (HR is the only updater).
2. When all are closed, No Due becomes enabled.
3. HR selects No Due (optional comment) and clicks Submit.

After

1. On hire, department checklists are assigned automatically (PAT-11); each item goes to its owner (IT, Finance, Admin, manager) as a task in their P-INBOX; new hire's own items show on P-HOME.
2. Owners tick or approve their item. 1 tap each.
3. When the last item closes, the board card shows "Ready for No Due"; HR taps No Due. 1 tap.

Taps: 3 documented actions for HR before, 2 for HR after (estimate), and the work moves to the right owners. Kept from Spryple: department checklists and the No Due gate. Automatic now: assignment, reminders (replacing the Onboarding Settings toggle), enabling No Due.

Journey 4: F2 Separation (resignation) end to end

Before (documented), 17 actions over 6 steps

1. Employee: Exit Management › Separation › Proceed.
2. Select exit date and reason, enter notes, Submit.
3. Employee may edit, view, cancel before approval.
4. HR: opens Separation Pending Approvals, View.
5. Approve (select Approve Exit Date, reason, Submit) or Reject (reason, Submit).
6. HR opens Separation Pending Checklist, updates items, selects No Due, clicks the button.

After

1. P-REQ › Resignation (3 taps total). The retention note ("talk to your manager or HR") shows first and is kept. Relieving date is computed live from the notice policy; pick the requested date (default LWD) and reason, Submit.
2. A status timeline (PAT-10) is visible to the employee: Submitted → Approved/Rejected → Clearance → Relieved. Withdraw is one tap before approval.
3. P-INBOX › Separation: manager then HR Approve with the exit date prefilled (1 tap each), or reject with reason.
4. On approval the offboarding checklist is generated; owners complete items in P-INBOX; Exits board shows progress.
5. HR taps No Due when ready. 1 tap. Final pay and access removal are queued automatically (FR-EXT-007, FR-EXT-009).

Taps: 17 documented actions before, about 7 after (estimate; employee 3, approvers 2, HR close 1, plus one owner tick). Automatic now: relieving date, checklist, reminders, status changes, access revocation at last day. F&F effects are not documented in Spryple.

Journey 5: F3 Termination

Before (documented), 5 actions

1. HR opens the termination button in Exit module.
2. Select employee and termination category; click Terminate.
3. Alert: Yes or No.
4. Terminated employee shows in Termination Pending Checklist; HR updates items.
5. When all are done, No Due is enabled; HR selects it and clicks.

After

1. Person 360 › Start separation › Termination (PAT-5). 1 tap (employee already known; also reachable from the Exits board).
2. Pick category and effective date (backdating limit checked live, UXP-5). 1 tap for category, date defaults to today.
3. A consequence preview ("access ends 23:59, 3 assets to recover, final pay will be queued") and Confirm. 1 tap.
4. Checklist is generated; owners complete in P-INBOX; HR taps No Due. 1 tap.

Taps: 5 before, about 4 after (estimate). Kept: the confirm gate and the category master. Automatic now: checklist generation, access end, asset and advance flags.

Journey 6: A2, A3, A4 Credentials, reset and password change

Before (documented): A2 7 + A3 11 + A4 5 = 23 actions

1. A2: Admin opens Users Login, clicks Edit, types the username (default password "Welcome1!"), clicks Submit; employee receives credentials by email.
2. A3: Admin selects Location, Department, Employee, then a Reset Option; types username and/or password; clicks Submit; user gets one of three emails. If no office email, admin writes down credentials.
3. A4: Employee clicks the top-right arrow, Change Password, enters current, new and confirm, clicks Submit.

After

1. Account creation (A2): automatic when HR taps Activate; employee receives a single-use link and sets a password that follows the policy shown live. Admin only sees "Invite sent / Activated / Link expired" in Person 360 › Access. 0 taps (1 to resend).
2. Reset (A3): employee uses "Forgot password" (email or SMS code); or Admin opens Person 360 › Access › Send reset link, confirm. 2 taps. For staff without email, an SMS code or in-person "show QR" is used instead of paper credentials.
3. Change password (A4): P-ME › Security: current + new, Save. 3 taps, success toast and a security email (FR-IAM-020).

Taps: 23 documented actions before, about 5 after (estimate). Automatic now: account creation, invite, expiry reminders, lockout, notification on change. No password is ever typed, shown or emailed by an admin.

1.4 UX enhancements beyond Spryple

• [Proposed] Hiring and onboarding board with columns Link sent → Submitted → Documents verified → Checklist done → Active, so HR sees every hire at a glance (UXP-2, UXP-6).
• [Proposed] Link-expiry recovery: reminder to HR and one-tap "Resend link" when the pre-onboarding link nears expiry (UXP-6).
• [Proposed] Smart defaults in the hire sheet: department, designation, location and manager prefilled from the offer or the last hire; employee ID previewed from the location prefix (UXP-4).
• [Proposed] Inline "add new" inside every master dropdown (department, designation, location, reason) so admins do not leave the form (UXP-1).
• [Proposed] Plain-language policy editor with a live example and impact preview, plus an explicit choice "apply to existing employees too" (Spryple only affects new employees, L1) (UXP-5, UXP-9).
• [Proposed] Role preview ("see what a Payroll Manager sees") instead of impersonation (UXP-5; FR-IAM-025).
• [Proposed] Exit timeline for the employee and a withdraw action; the retention note is kept as step one (UXP-8, UXP-10).
• [Proposed] Consequence preview before Terminate/Approve exit: access end time, assets, advances, notice shortfall (UXP-5).
• [Proposed] Checklist items with owners, due offsets and overdue badges, delivered to each owner's inbox (UXP-3, UXP-6).
• [Proposed] Import with dry-run and downloadable error file for employee uploads (UXP-9).
• [Proposed] Home action cards for the new hire: Upload document, Read policy, Attend induction (UXP-1).
• [Proposed] Command bar (⌘K) to jump to a person, "send reset link" or "start separation" (UXP-4).
• [Proposed] Audit trail on Person 360 for role, manager and status changes (Spryple: change history not documented) (UXP-8).

1.5 PRD impact

Proposed ID	UX requirement	Priority (MoSCoW)	Release	Source issue
UX-FR-EMP-01	Auto-create the user account on employee activation and send a single-use activation link; Admin sees invite status in Person 360 (extends FR-IAM-001, FR-EMP-005).	Must	R0	UX-EMP-01, UX-EMP-02
UX-FR-EMP-02	No default or emailed password; no screen or API that reveals a password (extends FR-IAM-003, FR-IAM-005).	Must	R0	UX-EMP-02, UX-EMP-03
UX-FR-EMP-03	Person 360 › Access panel: invite status, resend, send reset link, unlock; replaces the Location → Department → Employee cascade (FR-IAM-005).	Must	R1	UX-EMP-03
UX-FR-EMP-04	Plain-language role editor with role preview, in P-SET › Roles and access (FR-IAM-009, FR-IAM-010, FR-IAM-025).	Must	R1	UX-EMP-04
UX-FR-EMP-05	One "Probation, notice and exit" policy replaces Onboarding Settings, Offboarding Settings and HR Policies rules 10–15 (FR-EMP-012, FR-ORG-011).	Must	R1	UX-EMP-05
UX-FR-EMP-06	HR policy editor grouped by domain with example text, impact preview and an "apply to existing employees" choice (FR-ORG-011).	Should	R1	UX-EMP-06
UX-FR-EMP-07	Shared masters component with inline "add new" from forms and bulk reassignment (FR-ORG-009, FR-ORG-006).	Should	R1	UX-EMP-07
UX-FR-EMP-08	Single shift editor containing timing, grace and overtime fields; holidays shown on the employee calendar (FR-ATT-011, FR-ORG-010).	Should	R1	UX-EMP-08
UX-FR-EMP-09	Hiring and onboarding board with stage columns, link resend and expiry reminder, one-tap Verify all and Activate (FR-EMP-001, FR-EMP-002, FR-EMP-005, FR-EMP-018).	Must	R1	UX-EMP-09
UX-FR-EMP-10	Auto-assign department checklists on hire with item owners, due offsets and tasks in the owner's inbox; keep No Due sign-off (FR-EMP-010, FR-EXT-005).	Must	R1	UX-EMP-10
UX-FR-EMP-11	Documents as an Inbox type with bulk verify and mandatory reject reason; auto-approve HR-uploaded documents (FR-EMP-009).	Must	R1	UX-EMP-11
UX-FR-EMP-12	Resignation as a request sheet with retention note, live relieving date, withdraw, and a visible status timeline (FR-EXT-001, FR-EXT-002, FR-EXT-012).	Must	R2	UX-EMP-12
UX-FR-EMP-13	Exits board with Person 360 "Start separation" for termination and a consequence preview (FR-EXT-004, FR-EXT-009).	Should	R2	UX-EMP-12, UX-EMP-13
UX-FR-EMP-14	Single login for all roles with the tenant address as company code; SSO and MFA entry points on the same page (FR-IAM-002, FR-IAM-006, FR-IAM-007).	Must	R0	UX-EMP-14
UX-FR-EMP-15	Per-field self-edit rules (direct, approval, none) and profile sections with inline edit and a Security tab (FR-EMP-013, FR-EMP-015).	Should	R1	UX-EMP-15
UX-FR-EMP-16	Import wizard with dry-run for employees and saved-view reports in the report centre (FR-ORG-012, FR-EMP-007).	Must	R1	UX-EMP-16
UX-FR-EMP-17	One templates-and-messages editor and seeded masters (separation reasons, termination categories); logo as a company field (FR-ORG-015, FR-ORG-017).	Could	R1	UX-EMP-17
UX-FR-EMP-18	New-hire Home action cards and Me › Onboarding to-dos, including induction invitations (FR-EMP-010, FR-EMP-011).	Should	R1	UX-EMP-18