Offer Letter and Renewal System — User Manual

This manual covers the day-to-day flow for HR, Manager, and CEO users.

Overview

The system supports two case types:

• Renewal: HR prepares the case, manager justification is collected, and CEO approves and signs.
• New Hire: HR prepares the case, uploads the offer letter, and CEO can approve and sign directly without manager justification.

HR Workflow

1. Open /hr/renewals/new.
2. Choose Renewal or New Hire.
3. Select the employee record and assigned manager.
4. Upload the offer letter and use Extract & Prefill if needed.
5. Complete salary, grade, and date fields.
6. Create the case.

Renewal cases:

• Request manager justification from the case detail page.
• Upload any supporting documents.
• Save the performance snapshot.
• Once all required inputs are present, the case moves to CEO review.

New-hire cases:

• Upload the offer letter on the case detail page.
• The case moves to CEO review automatically after the latest offer letter is present.

Manager Workflow

Managers use /manager/requests to open assigned renewal cases and submit justification.

• New-hire cases do not appear in manager requests.
• Guest justification links can be shared when manager login is not needed.

CEO Workflow

CEO uses /ceo/renewals to review cases.

Renewal cases require:

• latest offer letter
• performance snapshot
• submitted manager justification

New-hire cases require:

• latest offer letter

After approval, CEO can sign the offer letter PDF. Signing closes the case.

Admin Pages

• /admin/settings
• /admin/audit
• /admin/users

Use these pages for settings, audit review, and account administration.

Important Rules

• Locked cases cannot be edited by HR or Manager after CEO decision.
• Signed cases are read-only for all roles.
• Email notifications are queued through the outbox and dispatched by the internal email worker.