PeopleHub Documentation

Data Flow ​

Employee Lifecycle Flow ​

Stage 1: Recruitment & Candidate ​

  1. HR creates job requisition
  2. Candidates apply or are sourced
  3. Interviews scheduled and conducted
  4. Candidate selected
  5. Offer letter generated and sent

Data Created: Candidate profile, interview feedback, offer details

Stage 2: Candidate Onboarding ​

  1. Candidate receives onboarding link (isolated portal)
  2. Fills personal information
  3. Uploads documents (ID proof, education, experience)
  4. Submits background verification (BGV) details
  5. Reads and signs policies (e-signature via Digio)
  6. Completes pre-joining formalities

Data Created: Personal details, documents in S3, BGV data, policy acknowledgments

Stage 3: Employee Onboarding (Day 1) ​

  1. HR migrates candidate data to employee record
  2. Assigns employee ID, email, and access credentials
  3. IT provisions laptop and accounts (tracked as tasks)
  4. Admin arranges seating and facilities
  5. HR conducts orientation

Data Created: Employee master record, IT/Admin tasks, access credentials

Stage 4: Active Employment ​

Ongoing Activities:

  • Leave applications and approvals
  • Attendance tracking
  • Project assignments
  • Skill updates and certifications
  • Performance reviews (quarterly/annual)
  • Training and development

Data Created: Leave records, attendance logs, project allocations, OKRs, review feedback

Stage 5: Confirmation ​

  1. Probation period ends (typically 3-6 months)
  2. Manager submits confirmation recommendation
  3. HR reviews and approves
  4. Employee status updated to "Confirmed"

Data Created: Confirmation request, manager feedback, approval workflow

Stage 6: Separation ​

  1. Employee or employer initiates separation
  2. Notice period calculated based on policy
  3. Exit survey filled by employee
  4. Clearance workflow (IT, Admin, Finance, HR, Manager)
  5. Final settlement processed
  6. Access revoked

Data Created: Separation request, exit survey, clearance approvals, final settlement details

Key Data Flows ​

Leave Application Flow ​

Document Upload Flow ​

E-Signature Flow (Digio Integration) ​

Performance Review Flow ​

  1. HR creates performance cycle (quarterly/annual)
  2. Employees set OKRs (objectives and key results)
  3. Manager reviews and approves OKRs
  4. Throughout cycle: Progress updates
  5. At cycle end: Self-assessment by employee
  6. Manager review and rating
  7. Calibration across teams
  8. Final rating published

Master Data Flows ​

Hierarchical Data Management ​

  • Companies → Locations → Departments → Teams
  • Skills → Skill Groups → Skill Clusters
  • Designations → Levels → Grades

Changes to master data cascade down hierarchy and affect:

  • Employee assignments
  • Reporting structures
  • Leave policies
  • Performance templates

Integration Data Flows ​

Inbound (External → PeopleHub) ​

  • ATS: Candidate data (name, email, resume)
  • Digio: E-signature status updates
  • Payroll: Employee salary data (planned)

Outbound (PeopleHub → External) ​

  • Payroll: Employee data, attendance, leave (planned)
  • Workforce Management: Project allocations, timesheets (planned)

Audit Trail Flow ​

Every data modification:

  1. User performs action
  2. API captures: user ID, timestamp, old value, new value
  3. Audit record written to database
  4. CloudWatch logs for API-level tracking

Notification Flow ​

  1. Event occurs in system (leave approved, onboarding complete, etc.)
  2. Main API calls Notifications API with template ID and data
  3. Notifications API fetches template from database
  4. Populates template with dynamic data
  5. Sends email via AWS SES
  6. Logs delivery status

Backup Data Flow ​

Automated Backups ​

  • RDS automated backup to S3 daily
  • Point-in-time recovery enabled (1-35 days)
  • Transaction logs archived continuously

Manual Backups ​

  • Pre-deployment snapshots
  • Major data migration backups
  • Compliance-required backups