The Workflow Engine is the audit-friendly backbone of TaviPay. Every legally significant people event — hiring, paying more, changing terms, ending employment — is routed to the right approvers, captured with a signature, and filed against the worker. Nothing happens silently.
Pick a position, fill in the candidate's details, and the system generates a branded PDF with the role's Schedule A job description attached. Routes through HR Manager → Payroll Approver. Signed scan files straight to the new hire's Document Vault as CONTRACT.
Pay rate changes go through the workflow, not directly to the employee record. Current rate auto-populated, new rate captured, percent change shown, effective date set, reason recorded. Posts to payroll on approval.
Role change, department move, hours adjustment, reporting line update, location change. Pick the fields that are changing, set the effective date, route for sign-off, generate the variation letter with the original contract on file.
Resignation, dismissal, redundancy, end-of-contract. Final-pay computation, outstanding-loan warnings, notice period, exit interview, eligibility for rehire — all captured, routed, and locked. ERA-compliant by construction.
From the Admin panel, configure exactly who approves what — with what SLA — for each workflow type. No code changes when people move or roles shift.
Different approval chains for offer letters versus terminations versus rate changes. Each workflow type configurable independently.
Set a deadline per step (24h, 48h, custom). Overdue items badged red in the approver's Inbox. Auto-escalation on the roadmap.
Single approver, two-stage (HR then Payroll), three-stage (HR, Payroll, Owner) — set as many steps as your governance requires.
Assign to roles, not individuals. As your people change, the workflow automatically routes to whoever currently holds the role.
An approver going on leave can delegate to a colleague for the duration. The Inbox shows the delegated item with a clear "delegated to you" badge.
Admin can reassign a step to a different user if the original approver is unavailable. Reassignment is recorded in the audit log.
On final approval, the system generates the formal PDF (offer letter, variation letter, termination notice) with company letterhead, FJ$ formatting, and signature blocks. The initiator downloads, gets it signed (wet ink), and uploads the scan back. The signed copy is filed in the worker's Document Vault under the correct category. Workflow flips to COMPLETED.
M365 Graph signing and DocuSign integration are next on the roadmap. Same workflow — but the document goes out for digital signature, the signed copy returns automatically, and the workflow advances without anyone touching a printer. The wet-sig path stays available as a fallback for tenants who need it.
