Offboarding refers to the process of managing an employee's departure from a company or organization. This includes a variety of tasks such as terminating employment contracts, conducting exit interviews, collecting company property, revoking system access, and ensuring that the departing employee has received all the necessary information regarding their final paycheck, benefits, and other legal obligations. The offboarding process is important for both the employee and the organization to ensure a smooth transition and maintain positive relationships.

The Off-boarding page in the greytHR Admin portal acts as a control panel for you to control the exit process of your employees. The page helps you to submit resignation on behalf of an employee. The exit can be voluntary or involuntary. You can also monitor all the resignation applications and take the required actions.

You can perform the following actions on the Off-boarding page:

Process voluntary/ involuntary exits on behalf of the employee.
View Details of an application.
Initiate Clearance for an involuntary resignation application.
Revoke an application.
View the open and closed tasks of an application.
Send a reminder to complete a task.
Mark an open task as completed.
Change approved LWD for an approved application.
Initiate Post Clearance.
Mark an employee as an exit.
View details of an employee who has left the organization.

To view the Off-boarding page, click Employee > Admin > Off-boarding.

The page displays the following tabs:

The Monitor tab allows you to take control of your employee's exit. At a glance, you can view the basic status of all the resignation applications and take action accordingly. The tab is divided into the following three columns:
1. Pre Clearance - The Pre Clearance column allows you to view each resignation application for whom the exit checklist is not yet triggered. You can also apply for and view the voluntary & involuntary resignations on behalf of your employees. Each card displays basic information such as Type of Exit, LWD, and Status. The cards have the following two types of exits:
  1. Voluntary - A card with the type of exit as Voluntary means that an employee (or you on behalf of an employee) has applied for resignation, but the employee's manager is yet to approve it. You cannot revoke a voluntary resignation under the Pre Clearance column as an admin.
  2. Involuntary - A card with the type of exit as Involuntary means that an employee is leaving the organization involuntarily. It can be due to many reasons, such as death, personal emergency, or unsatisfactory performance.
    As soon as you apply for the involuntary resignation of an employee, the application is auto-approved. Hence you can directly initiate clearance from the employee's card.
2. Clearance - The Clearance column displays the applications for which now exit checklist is initiated, but the employee has not left the organization yet. Such applications are approved voluntary resignation applications and involuntary applications for whom you have initiated the clearance. All the tasks under the checklists must be completed before moving to the next step.
3. Post Clearance - The Post Clearance column displays all the cards for the employees who have left the organization, but their full and final settlement is yet to be done.
Exited Employee - The Exited Employee tab displays a list of all the employees who have left the organization and whose full and final settlement is done. This tab displays the Employee Name & No, Join Date, Employment Type, Type of Exit, and Date of Exit. You can also view the complete journey of an employee's resignation application from this tab.

Process voluntary/involuntary exits on behalf of the employee

To process voluntary/involuntary exits on behalf of the employee, perform the following actions:

On the Off-boarding page, under the Monitor tab, in the Pre Clearance column, click + icon. A new page opens.
From the Search Employee search box, search for the employee on whose behalf you want to apply for resignation. The page displays the selected employee's details such as Reporting to, Designation, Department, and Join Date.
From the Type of Exit dropdown list, select Voluntary/Involuntary as per your requirements. The resignation form appears.
From the Submission Date dropdown calendar, select the submission date of resignation.
From the LWD/ Required LWD dropdown calendar, select the required last working date.
Note: Once you select the Submission Date and Required LWD date, the Tentative LWD and Shortfall Days auto-populates.
From the Reason dropdown list, select the reason for the employee's resignation.
From the Applying to dropdown search box, search for the manager to whom you want to send the application.
In the Alternate Email ID text box, enter the employee's alternate Email ID.
In the Alternate Mobile Number text box, enter the employee's alternate mobile number.
In the Remarks text box, enter the remarks if any.
Click Attachment to attach any resignation-related documents or images.
Click Submit to apply for resignation. The Initiate Exit pop-up appears.
Click Confirm to submit the employee's resignation application. A success message appears. You can now view the selected employee's card under the off-boarding page.

View details of an application

To view the details of an application, perform the following actions:

On the Off-boarding page, click the Monitor tab. The Pre Clearance column displays all the resignation applications on which an action is pending or is not approved yet.
Under the Pre Clearance column, select the employee's card whose details you want to view, and click View Details. The card displays information such as Join Date, Reporting to, Submission Date, Approved LWD, & Reason.
Under the Clearance and Post Clearance tab, click View Details and then click View all info. A new page displays Employee Information, Workflow Details, and Clearance Details.

Note: If the card is under the Clearance and Post Clearance columns, you can also view the checklist with all the open and closed tasks.

Initiate clearance for an involuntary resignation application

You can directly initiate the clearance process from the Off-boarding page under the Pre Clearance column. To initiate clearance for an involuntary resignation application, perform the following actions:

On the Off-boarding page, click the Monitor tab. The Pre Clearance column displays all the resignation applications on which an action is pending or is not approved yet.
Select the employee's card for whom you want to initiate clearance and click Initiate Clearance. The Initiate Clearance pop-up appears.
Click Confirm to initiate the clearance for the selected employee. You can view the cards under the Clearance column.

Note: The Initiate Clearance is available only for the applications with involuntary resignation.

Revoke an application

To revoke an application, perform the following actions:

On the Off-boarding page, click the Monitor tab.
Under the Clearance tab, select the employee's card whose resignation you want to revoke and click View Details. A new page opens.
On the view details page, click Revoke on the right side of the screen. Revoke Employee pop-up appears.
In the remarks text box, enter the reason for revoking the application.
Click Confirm to revoke the resignation application. The card is now removed from the Off-boarding page.

Note: Revoke option is unavailable under the Clearance column for the cards with the type of exit as voluntary.

View the open and closed tasks of an application

The Open Tasks and Closed Tasks tabs are available for the applications for whom the exit checklist is initiated. Hence you can view the tasks for each card under the Clearance and Post Clearance columns.

To view the open and closed tasks of an employee's card, perform the following actions:

On the Off-boarding page, click the Monitor tab. The Clearance column displays all the approved resignation applications for which the exit checklist initiates.
Select the employee's card whose tasks status you want to view. A new page opens. You can now view the following two tabs:
1. Open Tasks - The tab displays the number of pending tasks that must be completed to move the card to the next column or finish the off-boarding process.
2. Closed Tasks - The tab displays the number of tasks you have completed in the required checklist.

Send a reminder to complete a task

For completing the off-boarding process, all the tasks available under the Open Tasks tab of an employee's card must be finished. To send a reminder to the employees to complete the open tasks, perform the following actions:

On the Off-boarding page, click the Monitor tab. The Clearance column displays all the approved resignation applications for which the exit checklist initiates.
Select the employee's card for whose open tasks you want to send the reminders. A new page opens.
Under the Open Tasks tab, you can view the analytics displaying the upcoming tasks. Click Remind All. A Remind All pop-up appears.
Click Confirm to send a reminder email to all the relevant employees. A success message appears.

Mark an open task as completed

To mark an open task as completed, perform the following actions:

On the Off-boarding page, click the Monitor tab. The Clearance column displays all the approved resignation applications for which the exit checklist initiates.
Select the employee's card whose open tasks you want to mark as closed. A new page opens.
Under the Open Tasks tab, select the checkbox available next to the task you want to mark as complete. The Mark tasks as Complete pop-up appears.
Click Confirm. A success message appears.

Initiate post clearance

Once you have completed all the tasks for a card under the Clearance column, you can initiate the post-clearance for the same. Initiating post-clearance moves the card from the Clearance column to the Post Clearance column and triggers the final exit checklist.

To initiate the post-clearance exit checklist, perform the following actions:

On the Off-boarding page, click the Monitor tab. The Clearance column displays all the approved resignation applications for which the exit checklist initiates.
Select the employee's card for whom you want to initiate post clearance. Click View Details. A new page opens.
Ensure all the open tasks are finished and moved to the Closed Tasks tab.
Click Initiate Post Clearance. The Initiate Post Clearance pop-up appears.
Click Confirm to move the card to the Post Clearance column and trigger the final exit checklist. A success message appears.

Note: You can also use the following path to initiate post-clearance: Off-boarding page > Monitor tab > Clearance column > An employee card > View Details button > View all info button > Initiate Post Clearance button.

Mark an employee as exit

You must mark the employee's exit when any employee leave the organization. Under the Post Clearance column, after all the tasks on an employee's card are done, you can complete the off-boarding process by marking the employee as exit.

To mark an employee as exit, perform the following actions:

On the Off-boarding page, click the Monitor tab. The Post Clearance column displays all the approved resignation applications for which the full and final settlement is pending.
Select the employee's card for whom you want to mark as an exit. Click View Details. A new page opens.
Under the Open Tasks tab, ensure all tasks are completed and moved to the Closed Tasks tab.
Click Mark Employee As Exit. The Mark Employee As Exit pop-up appears.
Click Confirm to finish the off-boarding process of the employee and mark him ready for the exit. A success message appears.

View details of an employee who has left the organization

To view details of an employee who has left the organization and his/her full and final settlement is done, perform the following actions:

On the Off-boarding page, click the Exited Employee tab.
Move the cursor to highlight the employee row whose details you want to view. View Details button appears.
Click View Details. A new page appears displaying all the employee details such as Employee Information, Workflow Details, Clearance Details, Employee Exit Interview, Post Clearance Details, and Settlement Details.

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