HR certification & department changes

Operator verification proves who someone is. It doesn’t say they are still in the job that justified their agents’ access. The Certification page at /dashboard/certification covers the people who stay but change jobs: it confirms their HR details on a schedule, and reviews what they keep when they move department. Admins and certifiers use it; nobody can certify themselves or review their own move.

The Certifier role

Give HR or compliance staff the Certifier role on the Team page. A certifier can certify people’s HR details and decide department change reviews. They can’t edit the department list, change someone’s department by hand, or deactivate anyone. Those stay with admins.

HR certification

In Settings, an admin picks how often each verified operator is certified. Everyone’s clock starts the day you turn it on, so nobody is overdue on day one. The People tab lists every verified operator with their department, level, when they were last certified and when they are due. Certify asks what you checked, such as the HR system record, and writes it to the audit log. Select several people to certify them together with one reason.

With Enforce off, an overdue person is only reminded. With it on, their department and level stop counting for access until someone certifies them: a role that grants by department or level stops granting, and a guardrail that restricts by them treats the person as unknown, which fails closed. Certifying brings it back on the next check. Enforcing needs at least two people who can certify.

Department change reviews

When someone moves from one department to another, access that is granted by department follows them on the next check. What they were given directly does not, so a review opens listing it:

  • roles on agents they lead;
  • the agents they lead or co-operate;
  • group access they delegated to an agent;
  • roles they built from their own groups, resources registered to them, and permissions set by hand on their agents.

On the Department changes tab, open a review and choose Keep or Remove for each item, then save with a reason. Removing a role, a co-operator link or a delegation takes effect on the agent’s next check. Removing the person as an agent’s lead hands it to its co-operator, and is refused if there is nobody else. The last three kinds can only be acknowledged here; the page says where to change them.

Reviewers have a set number of days, 14 by default. With Enforce off, a review past its deadline is only escalated. With it on, undecided roles pause until someone keeps them, and undecided co-operator links are removed. A person’s first department is never a move, and a move that carries nothing over opens no review. A second move adds to the open review without moving its deadline. If the person leaves, the review closes.

Checking an HR file

The HR file tab compares your HR system with Eniyan. Export people with their work email or employee ID and their department (and, if you like, level and employment status) as a CSV or Excel file, up to 10 MB, and drop it on the tab. The first time, pick which column is which; after that the same export runs in one click. Tick This file lists everyone when it is the whole company, so people Eniyan has who aren’t in the file are flagged.

The check lists every difference by severity. A difference counts for more when the person is a verified operator, and more again when they anchor live agents:

  • Moved department or No department yet, and level differences: Apply HR value sets exactly what the file says. A move opens a department change review.
  • Department not in your list: an admin creates it, or adds the file’s name to an existing department so next time it matches.
  • Has left or Not in the HR file: an admin offboards them (after seeing what happens to their agents) or, for someone the HR system doesn’t hold such as a contractor, exempts them.
  • Certify people the file confirms certifies the verified operators who match the file exactly, and only the people it shows you.

Applying only works on the latest check, for 14 days, and only while the person still has what they had when the file was read. Nobody can act on their own record. If you uploaded the file, a change that could give someone’s agents more access (a higher level, or a department a role or guardrail keys on) needs another certifier or an admin. The file is read in memory and never stored; see the security model for what is kept, and set how long the differences are kept in the tab’s settings.

Notices and webhooks

Certifiers and admins get one digest email an hour at most, with counts only. Reviews and certifications also show in the Inbox and on the Certification badge in the sidebar. The webhooks are operator.department_changed, operator.certified, operator.mover_review_opened, operator.mover_review_overdue, operator.mover_review_completed and hr_reconciliation.completed. They carry ids, department keys and dates, never names or reasons.