Internal mobility processes take 3+ months — top talent leaves first. A manager proposes a move in a hallway conversation, HR validates by email, the transition plan is a whiteboard sketch, and the amendment is drafted 3 weeks late. The result: 60% of internal moves are delayed by over a month, the current manager is caught off guard, and the employee loses trust in the process — and starts looking externally.

The payroll angle is painful too: salary changes from promotions are communicated to payroll late, generating 1-2 months of underpayment and correction runs.

The mobility proposal is created from a structured form with exact fields: employee_id (lookup), target_role_title (text), target_team_id (lookup), target_manager_id (lookup), target_site_code (select: PAR/LYON/MRS/TLS/Remote), effective_date (date), proposed_salary (number), proposed_grade (select: IC1-IC5/M1-M3/Dir), mobility_type (select: Promotion/Lateral-move/Geographic/Demotion), transition_required (boolean), current_manager_id (lookup, auto-filled).

The workflow is structured as a decision tree with 2 branches (with-transition, no-transition) after Step 3, and 7 steps end-to-end. Every action is appended to the timeline_mobility audit subtable.

• Step 1 (Start — hiring manager or HR): the hiring manager or HR creates the mobility proposal with employee_id, target_role_title and effective_date; the AI copilot checks eligibility against the mobility policy (tenure >= 12 months, performance >= rating 3, no active PIP).

• Step 2 (HR validation): HR reviews the proposal and validates the role, proposed_grade and salary band; the workflow checks the headcount budget.

• Step 3 (email — notifications to stakeholders): the workflow emails the current_manager_id and target_manager_id with the proposal details; the current manager acknowledges and flags any blockers. Sub-branch A (with-transition): if transition_required is true, route to the transition-plan branch. Sub-branch B (no-transition): if transition_required is false, route directly to the pre-assignment interview.

• Step 4A (Transition plan — email): the current manager builds a transition plan with the employee (handover, knowledge transfer, last day in current role) tracked by the workflow; the workflow emails reminders for each handover item due.

• Step 4B (Pre-assignment interview — email): the workflow schedules the pre-assignment interview between the employee, current manager and HR via email; feedback is captured in the record.

• Step 5 (usePDF — amendment): the workflow drafts the employment amendment via usePDF with target_role_title, proposed_grade, proposed_salary and effective_date; HR and the legal representative validate it.

• Step 6 (Employee e-signature): the amendment is sent to the employee for eIDAS-qualified electronic signature; the workflow tracks signature status.

• Step 7 (useArchive): the signed amendment is archived encrypted via useArchive for the 50-year legal retention period, attached to the employee record, indexed by employee_id, effective_date, mobility_type.

Organizations deploying Utilyx internal mobility cut move-to-effective-date from 3+ months to under 3 weeks, eliminate payroll underpayment on promotions via automatic email notification to payroll, and double their internal mobility rate — directly improving retention of top talent who would otherwise leave.

The AI copilot checks eligibility and drafts the amendment, the no-code visual designer lets HR adjust the mobility policy, validation chain and transition-plan template, and the eIDAS signature makes the amendment legally binding from day one.