Quick answer
Use this guide to understand personnel, prepare the right records, and complete the workflow in 5 clear steps.
Start here
What this guide helps you do
- You onboard, update, or terminate officers and staff.
- You need a single profile linked to scheduling, compliance, and downstream pay processing.
- You need document retention and audit history for HR actions.
Access
Before you start
What you can view or change depends on your Arcova role. If a button or page in this guide is missing, ask an account administrator to check your access.
- HR admins can create and terminate employee records.
- Supervisors can edit operational fields within scoped permissions.
- Document access permissions control visibility for sensitive files.
Know the pieces
What Arcova keeps track of
These are the records you will see in this area. You do not need to memorize them—use this list when a field or status is unfamiliar.
Employee
Primary workforce identity record scoped to tenant.
- Information you will see
- Name, contact data, employee number, status.
- Statuses it can move through
- Invited, active, suspended, terminated.
Employment Profile
One-to-one extension of employee core record.
- Information you will see
- Role, supervisor, hire date, pay type.
- Statuses it can move through
- Draft, active, archived.
Document
Attached to employee for compliance and HR records.
- Information you will see
- File metadata, classification, retention policy.
- Statuses it can move through
- Active, superseded, archived.
Authorization Profile
Defines what posts or zones employee can access.
- Information you will see
- Allowed posts, restrictions, effective dates.
- Statuses it can move through
- Pending, active, expired.
Step by step
Follow the workflow
- 1
Create employee identity and required employment profile fields.
- 2
Attach documents and authorization constraints.
- 3
Assign operational role and module permissions.
- 4
Activate employee for scheduling and mobile usage.
- 5
Maintain lifecycle changes with full audit history.
Arcova in the background
What happens automatically
Arcova may update connected records, notify the right people, or check rules while you work.
Updates after a change
Other records that may change when you save or approve work.
- Termination prevents future assignments and login access by default; reactivation restores access.
- Role changes can alter module permissions instantly.
- Authorization updates affect scheduling eligibility.
Who gets notified
Messages Arcova may send during this workflow.
- New employee invites trigger onboarding instructions.
- Status changes can notify supervisors and dispatch leads.
- Expiring employee documents trigger review tasks.
Checks Arcova performs
Rules and safeguards that may run before an action is completed.
- Employee activation can auto-provision mobile app access.
- Termination can close open assignments and revoke tokens.
- Profile updates can trigger downstream sync events.
See it in context
A practical example
Situation
A new armed officer is hired for courthouse coverage.
- 1
HR creates employee record and sends invite.
- 2
Supervisor sets role, zone access, and reporting manager.
- 3
Required documents and certifications are uploaded.
- 4
Compliance validates credentials and marks officer deployable.
- 5
Scheduler assigns officer to qualified posts only.
Expected result
New hire is fully onboarded with traceable authorization boundaries.
Avoid rework
Common problems to check
- Hard deletes break historical shift and incident references; use termination.
- Role edits can unintentionally expand data visibility if policies are broad.
- Missing authorization profiles can still allow assignment on unrestricted posts.
- Document retention rules may delay deletion requests.
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