Complete Guide to Employee Separation (Offboarding)

Prerequisites & Setup:

• Offboarding Templates: (Settings > Offboarding Templates) Define the specific clearance tasks (e.g., "Revoke Email Access", "Return Laptop") that must be completed by various departments before an employee can leave.
• Separation Settings: (Settings > Separation Settings) Define the default notice period and how many months an employee must serve before they are eligible to resign via the portal.

Step-by-step instructions (Initiating Separation):

• For Employees: Go to your profile, click Request Separation, select a reason, and submit. This routes to HR/Management for approval.
• For HR/Admin: Go to the employee's profile, click Initiate Separation.
• Specify the Notice Period duration (if applicable).
• Enter the Last Working Day and the official Separation End Date.

How It Works (Clearance & Tasks): Once a separation is initiated:

• The employee's status changes to `notice_period` (if applicable) or `exit_initiated`.
• The system automatically generates Clearance and Knowledge Transfer (KT) tasks based on your Offboarding Templates.
• The designated task owners (e.g., IT Admin, Finance Manager) receive notifications to complete their specific clearance checks.
• Hard Restriction: The employee cannot be formally marked as `left` (and their Full and Final Settlement cannot be processed) until *every single clearance task* is marked as completed by its owner.

What happens after the Exit Date:

• The employee's status automatically updates to `left`.
• Access Revocation: Their ability to log in is restricted based on the "Post-Exit Access" setting (e.g., they may only log in to view past payslips for 30 days).
• Payroll Exclusion: The employee is permanently excluded from all future monthly payroll runs.
• Project Cleanup: The system automatically removes them from any active Project allocations or Task assignments.

Troubleshooting & FAQs:

• *Q: Can I process payroll for an employee during their notice period?*

A: Yes. Employees in the `notice_period` status are processed normally in the monthly payroll.

• *Q: An employee left without serving their notice period. How do I deduct the penalty?*

A: During their Full and Final (FnF) Settlement run in the Payroll module, you can add a manual deduction component (e.g., "Notice Period Recovery") before finalizing their last payslip.