Workflows

Shinepoint's workflows guide you step-by-step through common HR processes, acting as interactive checklists with built-in guidance at every stage. They help you follow the correct procedure and avoid missing important steps - particularly valuable when you're dealing with sensitive situations like disciplinary proceedings, redundancy, or managing long-term absence.

#Available Workflows

Shinepoint includes 22 pre-built workflows covering the full breadth of HR processes you're likely to encounter as a UK employer. Each one has been designed with UK employment law and Advisory, Conciliation and Arbitration Service (ACAS) guidelines in mind, giving you confidence that you're following best practice from the outset.

Workflows are organised into five categories.

#Disciplinary and Conduct

These workflows support you through some of the most challenging situations in people management, where getting the process right is essential:

• Disciplinary Procedure - a structured process for addressing misconduct, following the ACAS Code of Practice
• Gross Misconduct - for serious allegations that may warrant summary dismissal, with appropriate investigation steps
• Grievance Procedure - handling formal complaints raised by employees fairly and thoroughly
• Bullying and Harassment - investigating and resolving workplace bullying or harassment complaints
• Substance Misuse - managing substance misuse concerns with the right balance of welfare support and workplace safety
• Whistleblowing Report - processing protected disclosures appropriately and in line with whistleblowing legislation

#Absence and Wellbeing

These workflows help you manage employee absence consistently and support employees returning to work or needing adjustments:

• Absence Management - monitoring and addressing patterns of short-term or long-term absence
• Return to Work - conducting return-to-work conversations and planning any support needed
• Reasonable Adjustments - assessing and implementing reasonable adjustments for employees with disabilities or long-term health conditions under the Equality Act 2010

#Performance and Development

Whether you're supporting an employee who is struggling or recognising someone ready for the next step, these workflows keep the process fair and well-documented:

• Performance Management / Capability - addressing underperformance through a structured capability process
• Probation Review / Extension - reviewing employee performance during probation and deciding on next steps
• Promotion - managing the promotion process with appropriate assessment and documentation
• Demotion - handling demotions sensitively and with a clear, defensible process

#Employment Lifecycle

From someone's first day to their last, these workflows cover the key transitions in the employment relationship:

• Recruitment and Hiring - guiding you from job advert through to offer letter
• Onboarding and Induction - ensuring new starters receive a thorough and welcoming introduction
• Resignation Handling - managing the process when an employee hands in their notice
• Redundancy - following a fair redundancy process with proper consultation
• Fair Dismissal Process - ensuring dismissals are handled fairly and lawfully
• Settlement Agreement - navigating the settlement agreement process correctly

#Family and Flexible Working

These workflows help you manage family-related leave and flexible working requests in line with employees' statutory rights:

• Pregnancy and Maternity - supporting employees through pregnancy, maternity leave, and return to work
• Parental Leave / Paternity / ShPL - managing paternity leave, shared parental leave, and unpaid parental leave
• Flexible Working Request - handling statutory flexible working requests within the required timeframes

#Starting a Workflow

When you need to begin a new process, head to the Workflows section where you'll find the full library of available workflows organised by category. You can browse through the categories or look for a specific workflow by name.

Once you've identified the right workflow for your situation, select it to see a brief overview of what the workflow covers, the steps involved, and how long it typically takes to complete. This helps you confirm you've chosen the appropriate process before committing.

You'll then be asked whether to link the workflow to a specific employee or use it as a general reference. Most workflows - such as a disciplinary procedure or probation review - should be linked to the employee in question, which keeps everything connected and easy to find later. For processes that aren't tied to an individual, such as a general recruitment drive, you can provide a reference instead.

If there's already an active workflow of the same type for the same employee, Shinepoint will let you know before you start a new one. This prevents duplicate processes running in parallel and gives you the option to continue with the existing workflow instead.

#Working Through a Workflow

Each workflow presents its steps in a clear, logical sequence. You'll work through them one at a time, with each step providing guidance on what to do, why it matters, and any legal references you should be aware of.

#Completing Steps

Every step includes one or more fields for you to fill in - these might be text notes, dates, decisions from a dropdown, or file uploads for supporting evidence. Required fields are clearly marked, and you won't be able to move to the next step until mandatory information has been provided.

As you work through a step, your progress is saved automatically. You don't need to complete a step in a single sitting - you can leave and return to exactly where you left off.

#Branching and Decisions

Some workflows adapt based on the decisions you make. In a disciplinary procedure, for example, the steps that follow a hearing will differ depending on whether the outcome is no further action, a formal warning, or dismissal. Shinepoint handles this automatically, showing you only the steps relevant to the path you're on. Your overall progress adjusts accordingly, so you always have an accurate picture of where you stand.

#Supporting Documents

At various points throughout a workflow, you may need to upload supporting documents - investigation notes, medical certificates, letters, or other evidence. File upload fields appear within the relevant step so that everything stays organised alongside the context in which it was gathered.

#Guidance and Legal References

Each step includes practical guidance explaining what to do and why. Where relevant, you'll also find references to specific legislation, ACAS guidance, or case law that underpins the step. This contextual information helps you understand not just what to do, but why it matters - which is invaluable if you ever need to explain your process to a tribunal or legal adviser.

#Timeframes

Workflows include a guided completion timeframe, giving you a sense of how long the overall process should take. When you start a workflow, you can set a due date. Shinepoint will send you notifications as the due date approaches, and again if the workflow becomes overdue, so nothing slips through the cracks.

#Managing Active Workflows

As your business grows, you may find yourself running several workflows at once - perhaps a probation review for a new starter, an absence management process, and a flexible working request all happening simultaneously.

#Tracking Progress

The Workflows section gives you a clear overview of all active workflows, showing the workflow name, linked employee (where applicable), current step, overall progress, and due date for each one. Workflows that are overdue or approaching their deadline are highlighted so you can prioritise your attention.

Your Dashboard also includes a workflow summary, surfacing any urgent or overdue workflows alongside your other compliance priorities. This means you don't need to visit the workflows section specifically to stay informed - the most important items come to you.

#Overdue Workflows

If a workflow passes its due date, Shinepoint will notify you and your team members by email. Overdue notifications are sent periodically rather than daily, keeping you informed without overwhelming your inbox. The workflow itself will be flagged as overdue in both the workflows list and on your Dashboard.

#Completing and Archiving

When you reach the final step of a workflow and confirm completion, the workflow is marked as complete with a timestamp. You can also add completion notes to record any final observations or follow-up actions.

If circumstances change and a workflow is no longer needed - perhaps a grievance is withdrawn or an employee leaves during a probation review - you can cancel the workflow with a reason. Cancelled and completed workflows can be archived to keep your active list tidy, whilst preserving the full record for future reference.

#Workflows and UK Employment Law

Shinepoint's workflows are built around the principles of the ACAS Code of Practice and broader UK employment law. Following a structured, documented process isn't just good practice - it's one of the most effective ways to protect your business in the event of an employment tribunal claim.

Tribunals expect employers to demonstrate that they followed a fair and reasonable procedure. Workflows help you do exactly that by guiding you through each stage, prompting you to gather evidence, hold meetings, and give employees the opportunity to respond. The step-by-step structure creates a natural audit trail that shows you took the matter seriously and acted proportionately.

That said, workflows are designed as guidance rather than legal advice. Every situation is different, and the specific facts of a case can change what constitutes a fair and reasonable response.

For employees, the structured approach that workflows provide also demonstrates fairness. Knowing that their employer is following a recognised process - with clear steps, proper documentation, and the opportunity to have their say - builds trust even in difficult situations.

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Workflows bring together the guidance, structure, and documentation you need to handle HR processes confidently. Used alongside your employee records, document templates, and Dashboard overview, they form a core part of how Shinepoint helps you manage your people responsibilities well.