How MWHQ Improved Probation Communication and HR Visibility with Index World

By partnering with Index World, MWHQ turned a manual probation process into a structured, automated workflow. Employees now receive timely probation updates, HR has clear visibility, and every action is recorded for future reference.

Industry:

HR & Payroll Operations

Challenges:

Manual probation emails
Delayed employee notifications
Inconsistent communication
No audit trail in employee records
Limited probation visibility
No employee segmentation
High HR dependency on manual tracking

Solutions:

Automated probation email trigger
Dynamic contract-based date calculation
Automatic employee tagging
Chatter-based audit logging
Custom Odoo HR workflow logic
Centralized probation tracking

Outcomes:

Instant probation communication
100% standardized messaging
Reduced HR workload
Improved compliance tracking
Clear employee visibility
Faster follow-ups
System-driven HR operations

MWHQ manages employee onboarding and payroll in Odoo, with frequent hiring and a strict 90-day probation policy.

As hiring increased, the team struggled to keep probation communication consistent and properly tracked.

What should have been a simple process started depending on manual effort.

The Challenge

As new hires increased, the probation process became harder to manage.

HR teams had to send probation emails manually. Sometimes emails were delayed, and in some cases, they were missed entirely. This led to inconsistent communication with employees.

At the same time, there was no simple way to track who was on probation. Managers had to rely on manual follow-ups or check records individually.

There was also no proper audit trail. If someone needed to confirm whether communication was sent, there was no clear record inside the system.

In short, the process depended on manual effort, making it difficult to manage consistently.

Why They Chose Index World

MWHQ needed a reliable way to manage probation communication without depending on manual work.

Index World focused on building a system where communication, tracking, and record-keeping happen automatically.

The goal was simple:

Ensure every employee is informed on time
Give HR clear visibility
Maintain a proper record for future reference

The Solution

Index World automated the entire probation process inside Odoo.

Instead of relying on HR to send emails, track dates, and follow up manually, the system now handles everything the moment a probation contract is assigned.

Employees are informed immediately.
HR has full visibility.
Every action is recorded automatically.

The process no longer depends on reminders or manual tracking, it runs on its own.

Key Components of the Solution

Automatic Probation Emails

As soon as an employee is marked under “Probation Period,” the system sends the email instantly. No delays. No missed communication.

Contract-Based Dates

Probation start and end dates are pulled directly from the employee contract. This ensures every email is accurate without manual input.

Automatic Employee Tagging

Each employee is automatically tagged under “90-Day Probation.” HR can instantly filter and track probation employees without searching manually.

Built-In Audit Trail

Every probation action is recorded inside the system. HR and managers can see exactly when communication was sent—no guesswork.

Fully Automated Workflow

The entire process runs automatically once the contract is set. No follow-ups. No manual checks. No dependency on HR memory.

Results & Impact

With the new system in place, MWHQ removed the need for manual probation tracking.

Every employee now receives probation communication on time
HR no longer needs to send or follow up on emails manually
Probation status is visible instantly across the system
All communication is recorded, creating a clear audit trail
Follow-ups are faster because information is easy to access

The process is no longer dependent on manual effort.

HR spends less time tracking and more time managing employees.

Conclusion

By working with Index World, MWHQ replaced a manual and inconsistent probation process with a system that runs automatically. Probation communication is now sent on time, employee status is clearly visible, and every action is recorded without extra effort from HR. The process is no longer dependent on follow-ups or manual tracking, making it easier to manage as hiring continues to grow.