How to Manage Lifecycle of a Employee Offboarding or Departing User Through Horilla HRMS [2025]

Managing the offboarding process of employees is a critical aspect of human resource management, ensuring smooth transitions and minimizing disruptions to operations. The offboarding process involves administrative tasks and requires careful attention to employee data, system access, and final clearances.
A well-structured exit strategy ensures compliance, protects organizational knowledge, and maintains a positive relationship with departing employees. By tracking each step of the offboarding process, businesses can ensure that no critical steps are overlooked and that sensitive data is appropriately handled.
Using HORILLA HRMS, a robust solution designed to streamline HR functions and enhance the employee experience, companies can efficiently manage the lifecycle of a departing user. From resignation to account deactivation, HORILLA HRMS provides a comprehensive platform that simplifies the management of exit procedures.
With tools for tracking employee status, handling data transfer, and ensuring timely clearance, it ensures a smooth transition for both the employee and the organization. This not only improves the offboarding experience but also enhances overall operational efficiency, contributing to the long-term success of the organization.
Employee Resignation and Offboarding Workflow in HORILLA:
In HORILLA HRMS, if an employee needs to resign, they can submit a resignation letter to their superior. The administrator then approves the letter by adding the employee to the offboarding process. Before leaving, the employee must go through various stages of the offboarding cycle. After the process is complete, the administrator has the option to transfer the employee’s responsibilities, position, and other relevant details to another person.
Steps To Follow:
1. The admin needs to enable the option for the Resignation Request. Otherwise, the employee cannot apply for resignation.

2. Navigate to User Profile -> Resignation Tab

If the tab is not visible try to add this by selecting rows and enabling the Resignation row,

3. To create / Request for a resignation user has the option to click on the create button.

- Title: provide a clear and concise subject for their resignation.
- Description: provide additional details or reasons for their resignation.
- Planned To Leave On: indicating when the employee plans to leave the company.
4. After a user submits their resignation letter, the admin has the option to approve or reject the resignation. By approving, the admin can also add users to upcoming offboarding stages. In addition, the admin can assign tasks to those employees.
5. Once the admin adds the user to the particular offboarding process, the user has the option to track and complete their offboarding steps before leaving the company.

6. The user also has the option to edit or delete their submitted resignation letter. Additionally, they can track the status of the letter to see whether it has been approved, rejected, or is still under request.

Benefits of Efficient Offboarding in HORILLA HRMS
Efficient offboarding in HORILLA HRMS provides numerous benefits that enhance both the employee departure experience and organizational operations. These include:
- Streamlined Process: Automates and simplifies the offboarding steps, reducing administrative workload and ensuring that no critical tasks are overlooked.
- Compliance and Security: Ensures that all necessary legal and security protocols are followed, protecting company data and intellectual property when employees leave.
- Knowledge Transfer: Helps facilitate smooth knowledge transfer between departing employees and their successors, minimizing disruptions to business operations.
- Better Resource Allocation: Allows administrators to transfer responsibilities and resources efficiently, ensuring business continuity.
- Data Accuracy: Tracks and manages all information related to the employee’s departure, ensuring records are accurate and up-to-date.
Conclusion
Efficient offboarding is crucial for maintaining organizational stability, protecting sensitive information, and ensuring smooth transitions when employees depart. With HORILLA HRMS, businesses can streamline the offboarding process, reducing administrative burdens while ensuring compliance with legal and security protocols. The platform offers a comprehensive solution for managing the entire lifecycle of a departing employee, from resignation to final clearance, ensuring that no important steps are missed during the transition.
By providing tools to track progress, facilitate knowledge transfer, and reallocate resources effectively, HORILLA HRMS enhances the offboarding experience and strengthens operational efficiency. A well-structured offboarding process through HORILLA HRMS not only supports business continuity but also contributes to the long-term success of both the employees and the organization as a whole.