How a New Hire Becomes a Paid Employee
From accepted offer to money in someone’s bank account — the HR and payroll chain, in plain terms.
What this covers
The people side. This flow is more sensitive than the others: it involves personal data and someone's wages, so access is usually limited to a few people.
If you cannot see these screens, that is deliberate. Payroll is restricted by role.
The flow
Vacancy → Candidate → Hired → Employee record → Onboarding → Working → Paid
1. You need somebody
Post the vacancy and track applicants through stages — applied, interviewed, offered — so you can see where everyone is without a spreadsheet.
2. They accept
The candidate becomes an employee record. This is the spine everything else hangs off: their role, start date, manager, branch, pay, and holiday entitlement.
Their personal details are encrypted. Name, contact details and sensitive fields are stored scrambled, so even someone reading the raw database cannot read them.
3. Onboarding
A checklist runs: equipment issued, accounts created, policies signed, training assigned. Everyone gets the same start instead of it depending on who is handling it.
If they need a laptop, that can come from Inventory and be assigned to them. If they need training, it is assigned in Training & Learning.
4. They start working
Day to day, their record collects:
| What | Feeds into |
|---|---|
| Hours worked | Payroll and customer invoices |
| Expenses | Reimbursement and job costs |
| Mileage | Reimbursement |
| Holiday and sickness | Entitlement balance |
| Overtime | Payroll |
The useful part: an hour logged against a customer's job counts twice — once toward what that person is paid, and once toward what the customer is charged. Entered once.
5. Payday
A payroll run gathers everyone's hours, overtime, expenses and deductions, calculates tax and national insurance, and produces payslips.
Plenix supports more than one country's tax rules — each employee is calculated by the rules of the country they are employed in.
Once approved, the payroll run posts itself into Accounting as a journal entry. Nobody re-keys the wage bill.
6. Beyond payday
Skills and certifications, performance reviews, succession planning, and disciplinary records all hang off the same employee record.
Certifications that expire are worth setting up properly — Plenix warns you before a qualification lapses, rather than after you have sent someone to a job they are no longer certified for.
For your IT team
- Employee PII is encrypted at rest at the application layer.
- Payroll country rules are configured under HR → Payroll Countries; UK is the default.
- Approval chains for leave and expenses are role-based.
Where to go next
- What the money side does with it → Accounting
- Assigning the right person to work → Projects & ERP
- Training and certifications → Training & Learning
Was this article helpful?