How to Manage the Employee Exit Process: An Admin's Guide

Admin Process

Admin Help Center • Exit Management

Admin Process

Initiate, edit, and cancel resignations on behalf of employees — from first application through to the inactive-user transition.

Path: My Team → Exit Management → Resignation
Before You Start
  • Admin access (or Manager access for direct reports)
  • The employee's designation and notice period already configured
  • A defined Resignation Workflow and any required No Dues forms
What You'll Achieve
  • Initiate resignations for any employee in your scope
  • View, edit, and cancel in-flight or approved records
  • Adjust the Exit Date to fine-tune notice periods
  • Understand exactly when an employee becomes inactive in the system

For admins, Exit Management is the single place to oversee an employee's offboarding — from the first resignation request through exit interviews, clearance, and asset handover. Admins can also override the notice period by editing the Exit Date when business needs require it.

Initiate a Resignation

Start the exit process on behalf of an employee.

1
Open the Initiate form
From My Team → Exit Management → Resignation, click the Initiate button and select the employee. Managers see only their direct reports in the employee dropdown; Admins see the full employee list.
2
Set dates and reason
Edit the Resignation Date and Exit Date if needed, choose the Reason for Resignation, and add any comments.
3
Save to trigger the workflow
Click Save. The configured Resignation Workflow kicks off automatically based on the employee's designation.
On This Screen
The Initiate screen has an employee picker, date fields for resignation and exit, a reason dropdown, and a comments box.
Fig: Initiate Resignation
Fig: Employee selection list
Fig: Apply Resignation for Employees

View, Edit, and Cancel

Three actions you can take on an existing resignation record.

VIEW
Review resignation details
Select the employee row and open the Details tab to see the resignation. Click Approval Flow to trace each approver and read the No Dues forms they submitted.
EDIT
Update a resignation record
Select the record and click Edit to update the details. Note: Approved records can only be edited while the payslip and full-and-final settlement are still pending.
CANCEL
Cancel a resignation
Once cancelled, the employee's data automatically returns to Active. HR needs to update the Work Email in the employee profile to restore system access.

When an Approved Resignation Takes Effect

Important — access transitions
  • If the Exit Date is in the past and the resignation has been approved, the employee becomes inactive immediately and loses access to the application.
  • If the Exit Date is in the future and the resignation is approved, the employee is deactivated at 12:00 AM on the Exit Date.
On This Screen
The View screen lists all resignation records with filters. Edit and Cancel actions appear as icons in the row action menu.
Fig: View Resignation
Fig: Edit & Cancel Resignation
Fig: Cancel Resignation confirmation
Fig: Resignation record detail
Frequently Asked Questions
Can a manager initiate a resignation for someone outside their team?
No. Managers can only initiate for their direct reports. Admins can initiate for anyone in the organization.
How do I adjust the notice period for a specific exit?
Edit the Exit Date on the resignation record. The system will use the new date for payroll, F&F calculations, and the deactivation timer.
What happens to leaves, shifts, and pending approvals when an employee is deactivated?
The employee loses login access, but their historical records (attendance, leave, payslips) are preserved. Pending approvals they owned are re-routed by workflow rules.
If I cancel a resignation, does the approval chain reset?
Yes. If the same employee later resigns again, the workflow starts fresh from Stage 1. The old record is retained for audit.
Why does HR need to update the Work Email after a cancellation?
Deactivation nullifies the login email to prevent access. Restoring it re-enables login — that's why it's a manual HR step after a cancellation.

What's Next

Related Articles
Setup
Resignation Workflow Configuration
Define approval levels by designation.
Approve
Resignation Approval
Action pending requests across tabs.
ESS
Employee Self Service (ESS) Process
How employees raise resignations themselves.

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