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Employee Business Rules

Summary​

This register consolidates business-facing rules confirmed by reviewed evidence and separates them from policies that remain unresolved.

Audience​

  • HR managers, HR executives, and business analysts
  • Product owners, Customer Success, solution architects, and QA engineers

Reference Content​

Confirmed​

  1. Every employee record belongs to a tenant.
  2. Employee code is required and unique within the tenant.
  3. First name and email are required when creating an employee.
  4. Email must contain a basic email separator and be unique within the tenant; an employee may retain their own email during update.
  5. A new employee starts with Active status and is marked active.
  6. Valid statuses are Active, On Leave, Suspended, and Terminated.
  7. Terminated makes the employee inactive; the other three statuses leave the record active.
  8. An assigned department must exist and be active.
  9. An assigned designation must exist and be active.
  10. At creation, a department-specific designation must match the selected department.
  11. An assigned reporting manager must be another active employee in the tenant-visible scope.
  12. An employee cannot report to themselves.
  13. Department and reporting-manager assignments are optional and may be cleared.
  14. Employee status, department, manager, creation, profile update, notes, documents, and termination can be represented in history.
  15. Adding a note requires note text.
  16. Adding a document reference requires document type and file name; a negative size is not allowed.
  17. Employee search supports confirmed workforce fields, paging, and sorting.

Requires confirmation​

  • Approved employment-type vocabulary and work-arrangement taxonomy.
  • Required profile completeness and conditional required fields.
  • Date validation among birth, joining, confirmation, transfer, promotion, and exit.
  • Complete organization-cycle prevention and department/designation parity after reassignment.
  • Approval, authority, reason, evidence, and effective-date rules for status and organization changes.
  • Probation, confirmation, transfer, promotion, exit, and rehire process rules.
  • Identity account lifecycle and automatic cross-module synchronization.
  • Sensitive-data access, masking, retention, correction, consent, and audit policy.
  • Downstream consequences for status and organization changes.
  • Duplicate-person detection beyond employee code and email.

Future​

No future Employee business capability is approved by the reviewed evidence. Potential controlled employment types, effective-dated work relationships, lifecycle approvals, and automated cross-module coordination must remain proposals until product ownership confirms them. They must not be presented as committed functionality.

See Also​

Keywords​

  • Employee validation rules
  • HR policy gaps
  • Confirmed behavior

Revision Information​

  • Status: Draft
  • Last reviewed: 2026-07-15
  • Review cycle: Quarterly