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Why Regularization Isn't Automatic in Sprout HR?

In Sprout HR, entering an Expected Regularization Date doesn't automatically switch an employee's status from "Probationary" to "Regular." HR administrators must still tag the change manually.

This design choice ensures compliance with Philippine Labor Law and protects operational integrity—making regularization an active management decision rather than a simple calendar event.

Key Reasons & Scenarios

1. Performance Evaluation Approval

Regularization requires proving that an employee met company standards.

  • Scenario: If a manager’s performance review is delayed, auto-regularization would mistakenly grant "Regular" status in the system before the review is officially completed and signed.
2. Immediate Payroll & Benefit Triggers

Updating a status to "Regular" in Sprout HR can automatically unlock leave credits based on Leave Policy, alter HMO eligibility, or adjust tax rules.

  • Scenario: Auto-regularization on day 180 could grant full leave credits before an employee completes a mandatory final certification exam.
3. Management of Probation Extensions

Employers and employees can legally agree to extend probation (e.g., via a Performance Improvement Plan).

  • Scenario: If HR agrees to extend probation by one month, an automated system would override the agreement and regularize the employee prematurely at the 6-month mark.
4. Avoiding Offboarding Conflicts

If an employee fails probation, they must be notified before their term ends.

  • Scenario: If an employee is being offboarded on day 175, auto-regularization on day 180 would create conflicting legal and payroll records during final pay processing.
5. Audit Trail and Data Accuracy

Manual tagging logs the specific HR user who executed the update, establishing clear internal controls.

  • Scenario: During a labor or internal audit, the manual log proves HR deliberately verified the regularization letter before updating system permissions.

Because the system requires human authorization to apply these changes, HR administrators must update an employee's status using one of two methods:

  • Directly via Employee Profile: Go to the employee's profile under the Work Information tab, edit their employment status to "Regular," and save the profile. Here’s How to Update the Employment Status on the Employee Profile

  • In Bulk via Bulk Upload: If you have multiple employees to regularize at once, download the Edit Existing Employees template under Administration Tools > Bulk Upload, update the employment status column for the relevant employees, and re-upload the template. See How to Edit Employees in Bulk

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