How to Add an Employee to Offboarding With Resignation Request in Horilla HRMS

Offboarding an employee is as crucial as onboarding one. A well-organized offboarding process guarantees a seamless transition, maintains a positive relationship with departing employees, and safeguards the organization’s reputation.
When an employee submits a resignation request, it marks the beginning of a critical phase that involves managing their exit effectively while ensuring no loose ends are left. This is particularly crucial for companies that prioritize their employees as future brand ambassadors or potential rehires.
Using HORILLA HRMS, a robust solution designed to streamline HR functions, can make this process significantly easier. By automating resignation workflows, simplifying task assignments, and centralizing documentation, HORILLA HRMS ensures that every step of the offboarding process is handled efficiently and professionally.
In this guide, we’ll walk through the key steps of adding an employee to offboarding after receiving a resignation request, highlighting best practices and actionable tips to manage this process seamlessly.
Workflow :
1. Before processing a resignation, the admin must enable the option for resignation requests. This ensures that users have the ability to submit a resignation request.

2. After a user submits a resignation, the admin has the option to approve or reject it. Additionally, the admin can send an email to the user, edit the request, or delete it if they find it inappropriate.

3. By approving the request, the admin can add the user to the appropriate offboarding process and specify the duration for its completion.

- During the approval process, the admin should select the appropriate offboarding process and specify the date the user plans to leave, as well as when the notice period ends
- By clicking “Confirm,” the user will be added to the selected offboarding process. Once added, the user can then manage their offboarding steps leading up to their departure from the organization.
4. After adding the user to the offboarding process, the admin can manage and monitor the user’s progress throughout the notice period. This includes overseeing tasks, ensuring all steps are completed.

5. The admin can add tasks to the employee by clicking “Add Task” and then assign those tasks by clicking “Assign.”
- Once tasks are assigned, either the employee or the admin can update the task status when completed.
- Additionally, the admin can track the progress by viewing how many assigned tasks have been completed, providing a clear overview of the offboarding process.

6. Once all assigned tasks are completed, the admin can move the offboarding process to the next stage. Additionally, the admin can perform various actions such as sending an email to the employee, adding notes, editing details, or deleting the offboarding request if necessary.

7. The admin can place the employee at a designated stage in the offboarding process through two methods: one is by processing the resignation letter, and the other is by selecting the action button, which allows the admin to assign the employee directly to the relevant stage of the offboarding workflow.

Advantages of Adding an Employee to the Offboarding Process
- Smooth Transition: The offboarding process ensures a seamless transition by managing the employee’s departure step-by-step, minimizing disruptions and ensuring no loose ends are left behind.
- Task Management and Accountability: Admins can assign specific tasks to the employee, track their completion, and ensure all offboarding activities, like returning company property or completing exit interviews, are carried out.
- Compliance and Documentation: By adding the employee to the offboarding process, HR ensures that all necessary documentation is completed, stored, and compliant with company policies and legal requirements.
- Improved Employee Experience: A well-structured offboarding process leaves a positive final impression, helping maintain good relationships with departing employees, which may lead to rehire opportunities or positive referrals.
Conclusion
Managing an employee’s resignation and offboarding process with efficiency and professionalism is essential for both the organization and the departing employee. By utilizing HORILLA HRMS, HR teams can streamline every aspect of the offboarding journey—from resignation submission to task management and final stage transition. The system provides a clear, organized workflow, ensuring that all necessary steps are completed on time, with minimal errors. With easy task assignment, progress tracking, and flexible management options, HORILLA HRMS offers a comprehensive solution that simplifies what can otherwise be a complex and time-consuming process.