Offboarding & Exit Workflows

Complete exit process - from resignation submission through cross-department clearance tracking to final account deactivation. Supports both voluntary resignation and HR-initiated separation.

How it works at a glance

Employee resigns (or HR initiates) → System creates clearance checklist → IT, Finance, Admin, HR each mark clearance → HR completes offboarding → Account automatically locked

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Prerequisites

From Core HR:

• ✅ Active employees whose offboarding you want to manage
• ✅ HR_ADMIN or SUPER_ADMIN account to initiate and complete the process

No other module configuration is required before using Offboarding.

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👤 Role-Based Access

Action	SUPER_ADMIN / HR_ADMIN	Department Reps (IT, Finance, Admin, HR)	EMPLOYEE
Initiate HR offboarding	✅	❌	❌
Employee self-resignation	-	-	✅
View pending exits	✅	❌	❌
Update clearance status	✅	✅ (own department)	❌
Complete offboarding	✅	❌	❌
Cancel offboarding	✅	❌	❌

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Employee Workflow

Option A - Employee Self-Resignation

Employees can submit their own resignation:

Navigate to: My Profile → Resign

Field	Description	Example
Resignation Date	Official notice date	2026-06-26
Reason	Reason for leaving	Moving abroad
Notice Period Days	As per employment contract	30

After submission, HR receives a notification and the exit process begins.

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Admin Workflow

Option B - HR-Initiated Offboarding

HR can initiate offboarding for terminations or special exits:

Navigate to: Employees → select employee → Initiate Offboarding

Field	Description
Resignation Date	Effective date of separation
Reason	Reason for termination or exit
Notice Period Days	Days of notice

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Clearance Tracking

Once offboarding begins, the system creates a clearance checklist covering three departments. Each department representative must mark their clearance status.

Navigate to: Offboarding → Pending Exits → select exit record → Clearance Section

Clearance Departments

Department	Typical Tasks
IT	Collect laptop, revoke system access, deactivate accounts
FINANCE	Settle final expenses, recover advances, process F&F
ADMIN	Collect ID card, parking access, other physical assets

Updating Clearance Status

For each department, click Update Clearance:

Status	Meaning
CLEARED	All tasks for this department are complete
PENDING	Tasks still in progress
REJECTED	Items are missing; employee needs to resolve

Add Comments to document any outstanding items.

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Completing Offboarding

Once all three departments have marked their status as CLEARED:

Navigate to: Offboarding → Pending Exits → exit record → Complete Offboarding

Caution

The system will block completion if any clearance is still in PENDING or REJECTED status. All three departments must be CLEARED before the button becomes active.

What happens automatically on completion:

1. Employee profile status updates to RESIGNED or TERMINATED
2. lastWorkingDay is set on the employee record
3. The linked user account is set to isActive: false
4. All active login sessions are immediately invalidated
5. The employee cannot log in from this moment forward
6. The system calculates and stores the data retention date: dataRetentionUntil = LWD + 7 years for compliance archiving and audit purposes

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Cancelling an Exit

If an employee withdraws their resignation or the separation is reversed:

Navigate to: Offboarding → Pending Exits → exit record → Cancel Offboarding

This resets the employee’s profile to ACTIVE status and deletes the exit request. The employee’s account remains fully functional.

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Monitoring All Exits

Navigate to: Offboarding → Pending Exits (HR view)

This shows all current offboarding processes with their clearance status at a glance. Filter by status to find exits blocked on specific departments.

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Common Troubleshooting

Problem	Solution
Cannot complete offboarding	One or more departments have not marked clearance as CLEARED
Employee already locked out before completion	The user account was manually deactivated; check with the IT department
Cannot find exit record	Ensure offboarding was initiated; check Pending Exits list
Employee wants to withdraw resignation	Use Cancel Offboarding before marking the exit as completed
Wrong last working day set	Cancel and re-initiate offboarding with the correct resignation date

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← Core HR Active employees must exist before initiating offboarding.

Documents → Manage compliance documents collected during exit.