# Employees automations

What Employees does by itself: three daily jobs that remind of expiring documents and certifications and keep the dated records current, and what happens when an employee is created, changed or archived.

Employees runs three scheduled jobs, two of its own and one of the skills, and sends no email: it produces activities. The rest happens when an employee or a department is saved. The options are explained in [Employees settings](employees-settings).

The jobs are active once the app is installed, and off on a test copy of the database. An administrator stops or starts them in the scheduled actions of the technical menu ([Developer mode and the technical menus](/docs/general-settings/developer-mode-and-technical-menus)).

## Scheduled jobs {#scheduled-jobs}

### HR Employee: Notify Expiring Contract or Work Permit {#expiry-notices}

- **When:** once a day.
- **What it does:** in every company, finds the employees whose work permit expires in exactly the **Work Permit Expiration Notice Period**, 60 days by default, and those whose end date kept by the **Administrator** falls in exactly the **Contract Expiration Notice Period**, 7 days by default. Each gets a **To-Do** activity, such as "The work permit of ... is about to expire.", due on the expiry date and given to the employee's **HR Responsible**, or to the system's own user when none is set. A date missed on its day is not caught up the next day.
- **How to stop it:** stop the job, or leave the expiry dates empty.

### HR Employee: Update Current Version {#current-record}

- **When:** once a day.
- **What it does:** for every employee, makes the dated record in force today the current one. A change of job or department entered with a later date thus takes over on that date.
- **How to stop it:** stop the job. A record dated in the future then does not become the current one by itself.

### Skills: Add an activity to employees with missing or expiring certifications {#certifications}

- **When:** once a day.
- **What it does:** looks at the job positions whose **Expected Skills** include a certification ([How recruitment works](/docs/recruitment/how-recruitment-works)). Each employee of such a position who lacks it, or whose certification ends within three months, gets a **Certifications** activity named after the certification and its level, due on the end date or today. It goes to the employee's user, else the manager's, else the **Recruiter** of the position; with none, nothing is created, and an open activity is never doubled.
- **How to stop it:** stop the job, or remove the certification from the skills of the position.

## When an employee is created {#on-save}

- **When:** an employee is saved for the first time; the contact also follows later changes of the work email and phone.
- **What it does:** creates a work contact with the employee's name, email and phone; sets the coach to the chosen manager; logs in the chatter "Congratulations! May I recommend you to setup an onboarding plan?", with a link to [Launch an onboarding plan](launch-an-onboarding-plan).
- **How to stop it:** it cannot be turned off; the coach can be changed afterwards from the list.

## When a department or an employee changes {#on-change}

### New manager of a department {#department-manager}

- **When:** the **Manager** of an existing department changes.
- **What it does:** the employees of that department whose manager was the former department manager get the new one.
- **How to stop it:** it cannot be turned off; change those employees back if needed.

### Archived employee {#archived}

- **When:** an employee is archived through **Employee Termination**.
- **What it does:** empties the **Manager** and coach of the people who reported to the employee, and the **Time Off** and **Expense** approvers that named the employee's user; archives that user too when asked.
- **How to stop it:** it cannot be turned off; choose the new managers and approvers afterwards.

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- Source: https://jaah.app/docs/employees/employees-automations
- Updated: 2026-10-28
- Version: Employees 19.0.1.1