Configure access duration of Alumni Portal

Updated in November-2023 | Subscribe to watch greytHR how-to video

The Alumni Portal provides limited ESS portal access to exited/former employees for a limited period of time. The portal aims to help ex-employees retrieve the documents they might require post-exit. This saves time and allows you, as an HR admin to focus on current employee well-being activities.

In the greytHR Admin portal, after enabling the feature, the next step is to configure alumni options from the Employee Options page. This includes adding mandatory fields such as the Alternate Email ID and Alternate Mobile Number for individual employees.

To view the Employee Options page, click the Settings icon > System Settings > Employee > Employee Options.

Configure access duration of Alumni Portal

To configure the access duration, perform the following actions:

On the Employee Options page, under the Alumni Portal, from the Employee Alumni Portal Access Duration spin box, select the required number of months to customize the default access duration for all the employees.
Note: By default, 18 months is set as the access duration.
From the Mandatory fields for Exit field, select the options that you want to customize for individual employees as per your requirements. The selected options appear on the Separation and Off-boarding pages.
Click the ➡ arrow to move it to the next column.
Click Save to update the configuration.

After enabling the feature and configuring the access duration, the next step is to customize the access on the Separation and Off-boarding page for individual employees.

Note: Alumni portal users will have limited access to basic information and document downloads. You can customize ESS portal features for alumni users by enabling the Alumni user role from the User Roles page.

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