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HRIS Lifecycle Processing — Mandate Plans

Mandates PS-001 through PS-004: the core Paylocity data entry work you'll do manually in August while instrumenting for automation.

PS-001: Process New Hires in Paylocity​

What this actually involves​

The full new-hire workflow has 10+ steps across 9 systems:

  1. Trigger: DocuSign arbitration agreement counter-signed by Shlanda or Grecia (not the candidate)
  2. Greenhouse: Recruiter marks candidate as "hired," selects onboarding plan (based on role + state), requests work email via Google Form
  3. Google Sheets: Offer info copied into HCB or HQ pipeline tracker (separate sheets for confidentiality)
  4. Google Drive: Personnel file folder created manually with 4 subfolders (training, benefits, etc.), offer letter pulled from DocuSign
  5. Paylocity: Greenhouse-to-Paylocity overnight feed pushes basic info (name, location, start date). Recruiter confirms rehire status + HCB/HQ designation, hits "Launch Event" (emails new hire with Paylocity invitation)
  6. New hire completes Paylocity onboarding tasks (W-2, benefits, payroll setup)
  7. Onboarding partner verifies completion, hits "complete" to convert from Onboarding module to HR module
  8. Wisetail/LMS: Nickole manually adds the user (72-hour feed delay forces manual add)
  9. Legion (HCB only): File emailed to Agile Engine; processed Sunday night for Monday start
  10. Downstream: Lattice auto-feed from Paylocity (sometimes breaks), Fringe monthly roster email, Slack provisioning for GMs+ via IT form

Who does this today​

PersonWhat they do
SyraOwns the full workflow (~3 weeks in as of late June). Handles both HCB and HQ paths.
Regional recruiters (Victoria, Arianna)Execute field HCB onboarding starting June 2026
NickoleDelivers HQ virtual onboarding (Zoom), manually adds users to Wisetail
ShlandaSends welcome email, handles confidential hires (manually opts out of GH feed to prevent duplicates)
Agile EngineExternal vendor; manages Legion entry for HCB

Volume​

~25 HCB hires per month (possibly up to 100/month across all field staff; conflicting numbers in docs). HQ hires are lower volume but more complex.

What's already built​

  • Greenhouse-to-Paylocity overnight API feed (working but expires August 2026)
  • Zapier: Google Form email to Sheets pipeline row (working)
  • Zapier: auto-folder creation in Google Drive (FAILED; duplicates parent folder instead of nesting)
  • Lattice auto-feed from Paylocity (intermittently breaks)

Concrete tasks​

  1. Shadow Syra for 2-3 complete onboarding cycles (both HCB and HQ paths). Record every step, system, time spent, and decision point.
  2. Document the confidential-hire path separately (Shlanda opts out of the GH feed manually; needs its own process).
  3. Test the Greenhouse-to-Paylocity feed to understand exactly what breaks in August and what manual fallback looks like.
  4. Map the difference between HCB and HQ onboarding (different plan selections, different systems, different timelines).
  5. Fix the Drive folder auto-creation (Zapier failed; build a working version in Apps Script or Claude Code).
  6. Assess the Greenhouse API deprecation impact on your first week and document the manual fallback if the feed breaks before a fix is in place.

People to meet​

PersonQuestions to ask
SyraWalk me through a complete onboarding from "hired" click to Day 1. Where do you spend the most time? What breaks most often? How do you handle the Paylocity overnight feed delay? What does a confidential hire look like for you?
NickoleShow me how you add someone to Wisetail manually. What information do you need that isn't in Paylocity? How long does the 72-hour I-9 delay actually affect you?
ShlandaWhat's the confidential-hire frequency? How do you decide when to opt out of the GH feed? What does the ideal onboarding look like from your perspective?
KyleWhat's the plan for the Greenhouse API expiry? Is there a rebuild in progress or is it on me? What does the Paylocity API scaffolding in the agent code do?

What to look for in mr-people​

  • Any onboarding automation already built (automations/onboarding/ or similar)
  • The leave-feed pattern as a template for onboarding orchestration
  • Any Syra-facing documentation or runbooks

Key files in core​

  • clients/madison-reed/work/MR-onboarding-atlas-population-checklist-2026-06-01.md
  • clients/madison-reed/work/MR-onboarding-syra-step-map-questionnaire-2026-06-01.md
  • meetings/clients/madison-reed/2026-05-14-critical-workflow-mapping-onboarding.md (57-min mapping call with Shlanda)

PS-002: Process Job Changes in Paylocity​

What this actually involves​

The "100+ task checklist" is referenced repeatedly but not fully documented in the core repo. It's the most painful workflow per Shlanda. A job change (promotion, department transfer, comp change, title update) requires updating fields across multiple Paylocity modules, potentially changing benefits, tax withholding, Legion scheduling, Lattice reporting lines, and more.

The pay reconciliation agent runs a Monday-after closeout verification (runJobChangeCloseout()) that checks whether last week's job changes were completed correctly, but this is verification only, not the workflow itself.

Who does this today​

  • Syra — primary owner (took over from previous workflow)
  • Amy and Shantae (HRBPs) — pulled into approval gates and ER-related job changes
  • Payroll handoff to India happens Sunday PM — changes must be complete before then

What's already built​

  • Reconciliation agent verifies Monday-after completion (not the workflow itself)
  • Job change checklist template exists but is a stub with no content: clients/madison-reed/work/audit-intake/annotations/cmprssn-job-change-checklist-template-2026.annotation.md

Concrete tasks​

  1. Get the actual 100+ task checklist from Syra or Shlanda. It may exist as a Paylocity-internal checklist, a Google Sheet, or in someone's head.
  2. Process 3-5 job changes yourself (simple and complex) in August, documenting every step.
  3. Classify each task as rules-based (automatable) vs. judgment (stays human).
  4. Map the approval gates: who signs off on what type of change.
  5. Understand the Sunday PM payroll handoff deadline and what happens when a change isn't complete by then.

People to meet​

PersonQuestions to ask
SyraCan I see the full job-change checklist? Walk me through a simple change vs. a complex one. What's the Sunday payroll handoff deadline and what happens if you miss it? What are the most common errors?
ShlandaWhat triggers a job change vs. a new hire? Which types of changes require your approval? Are there different gates for HCB vs. HQ?
Amy or ShantaeWhen do HRBPs get pulled into job changes? What are the ER-related (Employee Relations) scenarios?

What to look for in mr-people​

  • Any job-change documentation, runbooks, or checklist artifacts
  • The recon agent's jobchange.js file for what it verifies on Mondays

PS-003: Process Terminations in Paylocity​

What this actually involves​

This is the least-documented workflow. No detailed process map exists in the core repo. What's known:

  • Involuntary terminations are triggered by Amy or Shantae (HRBPs)
  • Voluntary terminations (resignations) use manual email templates
  • California has strict final-pay deadlines (final paycheck due on last day for involuntary; within 72 hours for voluntary with notice)
  • System access needs to be revoked across all platforms
  • COBRA benefits continuation needs to be triggered in B Swift
  • The reconciliation agent includes termination in its webhook event list (runs integrity check post-termination)

Who does this today​

  • Amy and Shantae — decision trigger for involuntary
  • Syra and team — administrative processing (offboarding checklist, system removals)
  • Payroll — final pay, benefits cessation

What's already built​

Only post-termination data verification in the reconciliation agent.

Concrete tasks​

  1. Ask for the offboarding checklist (if one exists; it may be informal).
  2. Process or shadow 2-3 terminations in August (voluntary and involuntary if possible).
  3. Document the California final-pay compliance requirements and how the team meets them today.
  4. Map system access revocation across all platforms (who turns off what, in what order).
  5. Identify the overlap with the onboarding checklist (many steps are the reverse).

People to meet​

PersonQuestions to ask
SyraWalk me through what happens when someone resigns. What about involuntary? What systems do you touch and in what order? Is there a checklist or is it from memory?
Amy or ShantaeHow do you initiate an involuntary termination? What's the approval chain? What documentation is required?
ShlandaWhat's the California final-pay compliance process? Have there been close calls?

PS-004: Process LOA Entries in Paylocity​

What this actually involves​

This is the best-documented and most-automated mandate. The leave workflow is extensively mapped and partially live.

Current manual steps (Grecia's load):

  1. Employee requests leave in PulpStream
  2. PulpStream generates state/federal forms, specialist reviews certification
  3. Grecia pulls 3 reports from Legion every Monday, manually reformats, uploads to PulpStream (FMLA eligibility lookback)
  4. Grecia manually updates Paylocity with deductions/leave status (PulpStream and Paylocity are not integrated)
  5. Return-to-work: specialist confirms planned return date

Who does this today​

  • Grecia — owns LOA end-to-end, currently working "two jobs" (compliance during the day, LOA/benefits at night)
  • Amy and Shantae — pulled into leave-related cases alongside workers' comp

What's already built (extensive)​

ComponentStatusWhere it lives
Legion merge + PulpStream SFTP pushLIVE since July 13mr-people repo: automations/leave-feed/
PulpStream tracker ingestLIVE since July 20mr-people repo: daily email export to Grecia's tracker
Leave notifications via SlackLIVE in rehearsal since July 21mr-people repo: automations/leave-notify/
Leave reconciliation (PulpStream vs Paylocity diff)Built, not deployedproduct/mr-people-agents/leave/
Return-to-work remindersBuilt, not deployedproduct/mr-people-agents/leave/
Cert pre-screen (completeness check)Built, disabled (Q15 eval gate)product/mr-people-agents/leave/

Concrete tasks​

  1. Review the live leave-feed and notification system in mr-people to understand what's running.
  2. Shadow Grecia for the manual Paylocity updates she still does (the gap between PulpStream and Paylocity).
  3. Confirm the Grecia walkthrough happened (was scheduled for week of July 27): live tracker share, FFD (Fitness-for-Duty) rule, denial policy, DM membership, status vocabulary.
  4. Assess what's left to automate: the Paylocity re-entry for return-to-work is the main remaining manual step.

People to meet​

PersonQuestions to ask
GreciaWhat's still manual after the leave-feed and notification automations went live? Show me the Paylocity leave-entry process. How do you handle the gap between PulpStream status and Paylocity status?
KyleStatus of the Grecia walkthrough? Did the go-live property flips happen? What's the Q15 eval gate for the cert pre-screen?
ShlandaHow many active LOA cases at any given time? What are the highest-risk scenarios (California litigated claims)?

Key files in core​

  • meetings/clients/madison-reed/2026-07-06-loa-workstream.md (44 min, LOA deep dive)
  • meetings/clients/madison-reed/2026-07-09-grecia-kyle-compliance-task-overview.md
  • clients/madison-reed/work/june/workflow-maps/leave.md
  • product/mr-people-agents/leave/README.md