Updated in September - 2024 | Subscribe to watch greytHR how-to video
Employee resignations, signifying a voluntary departure from their current role, trigger a series of administrative tasks, including managing paperwork, finalizing payments, conducting exit interviews, and ensuring the return of company assets. These tasks require significant time and attention.
Upon receiving a resignation notice from an employee, the HR department initiates a streamlined process to handle the resignation efficiently. This automated system manages various tasks, such as processing paperwork, calculating final payments, scheduling exit interviews, and ensuring the return of company assets. By automating these tasks, administrative burdens are minimized, allowing for a smoother transition for both the departing employee and the organization.
Parties Involved
HR Manager
Employee
IT Department
Manager
Finance Department
Importance
Resignation management is essential for the HR department for the following reasons:
For HR Manager
Ensures accurate and timely processing of resignation paperwork, to meet legal and regulatory requirements.
Maintains organized record-keeping systems, facilitating audits and compliance checks.
Helps minimize disruptions to workflow and plan for staffing adjustments.
Watch the Resignation acceptance workflow video to know more.
greytHR empowers admins to streamline and personalize resignation workflows to handle employee resignations. This includes defining tasks for processing resignations, attaching necessary documents, and customizing forms. Additionally, these workflows once configured, trigger automatically when an employee resigns.
Initial Requirements
Documentation of resignation acknowledgment.
Access to HR management platforms for processing resignation tasks.
Understanding of post-resignation policies and obligations, including compliance with employment agreements, company policies, and regulations about the departing employee's role.
To create an Employee Resignation Acceptance Workflow Policy, perform the following actions:
From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.
On the Workflow Levels page, click Add Workflow Levels. The form opens.
Under General Settings, from the Workflow Type dropdown list, select Events.
In the Policy Name text box, enter Resignation Acceptance.
In the Policy Description text box, enter a short description for the Employee Resignation Workflow policy.
From the Event Type dropdown list, select the event type as Employee Resignation Acceptance Date.
From the Select Employee Filter dropdown list, select the required employee filter.
Click Save Policy to save the General Settings.
Click Next to move to the Workflow Levels settings.
Select 1 Level/2 Levels/3 Levels/4 Levels/5 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to review the workflow action.
From the Reviewer Level 1 dropdown list, select the first reviewer.Â
Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the Employee Resignation Acceptance Workflow Policy. The actions available for a reviewer are:
Accept & Forward: The Accept & Forward option is available for all levels of reviewers. By selecting the option the workflow action gets accepted. The Forward option allows the reviewer to forward the action to the next-level reviewer. This option is available only if there is more than one reviewer.
Reject: This option is available for all levels of reviewers.Â
Click Add Task to add a task list for Reviewer 1. The Create Task pop-up appears. Perform the following steps to create a new task:
In the Task textbox, enter the task name.
In the Description textbox, enter the task description.Â
Click Add Attachment(s) to upload any files related to the task.
Note: You can upload up to a maximum of 5 files.
Click Add Form to add a customized form for the reviewer. The Form Builder pop-up appears.Â
In the Form Title textbox, enter the name of the form.
From the Search field list, drag & drop the required form fields and customize the requirements for each field that you want the reviewer to fill.
Click Save to confirm the form.
On the Form pop-up, select the Make Attachments Mandatory for Reviewer checkbox as per your requirements.Â
Click Save to complete creating the task.
Note: You can perform the same steps to appoint more than one reviewer.
Click Next to move to Workflow Policy settings.
Under the Workflow Settings, click On the event date button.Â
Click Review and Submit to create the workflow policy for Resignation Acceptance.
Note: Reviewer 1 can only accept and forward to Reviewer 2 once the task list is completed.Â
Once you create the Employee Resignation Acceptance Workflow Policy, you must configure the dates for the system to trigger the workflows.Â
To activate the Employee Resignation Acceptance Workflow Policy, perform the following actions:
From the greytHR Admin portal, navigate to Workflow > Setup > Workflow Levels.
On the Workflow Levels page, click the Filter icon. The Apply Filter pop-up appears.
From the Workflow Type dropdown list, select Event.Â
Click Apply. The created Employee Resignation Acceptance Workflow Policy card appears.Â
Click the Activate button on the card. The Activate Policy pop-up appears.Â
From the Effective date of Activating the Policy dropdown calendar, select the required date.Â
Click Confirm. The Employee Resignation Acceptance Workflow Policy gets activated.
After you define and activate the workflow policy, the assigned reviewers can review tasks, mark them as completed, or take necessary actions based on their roles as admin or employee.
Extract the detailed date-based event workflow policy report through Query Builder.
Pro Tips
Implement Alumni portals to foster long-term relationships and facilitate potential re-hiring.
Update the employee’s separation details.
TemplatesÂ