How to Manage the Employee Resignation Using Horilla HR Software [2024]
Managing employee resignations is critical to Human Resources (HR) management. An effective HR software system can streamline these processes, ensuring they are handled efficiently and complying with organizational policies.
In this blog post, we’ll delve into the various ways HR software can assist in managing these important HR functions, focusing on the capabilities of Horilla, a leading HR software solution.
Resignation Submission:
Employees can submit their resignation directly through the HR software, making the process seamless and straightforward. Once a resignation is submitted, the software can automatically notify the relevant managers and HR personnel, ensuring timely action and communication. In Horilla HRMS, employees can initiate a resignation request by completing a resignation form found under the ‘Resignation’ tab in their profile. This request can then be reviewed and approved or rejected by administrators or managers.
Notice Period Management:
The HR software can efficiently track and manage the notice period of the resigning employee. Based on the notice period specified in the employment contract, the software can automatically calculate the employee’s last working day, simplifying the planning process for the organization.
In Horilla HRMS, when creating a resignation request, the notice period is calculated based on the days specified in the employee’s contract. Alternatively, administrators can set a default notice period in the settings, which will be applied to employees who do not have a specific notice period defined in their contract.
Offboarding Tasks:
The HR software efficiently generates tasks to be completed before an employee’s resignation. This comprehensive checklist encompasses responsibilities like returning company assets, resolving outstanding dues, and fulfilling any remaining formalities. Furthermore, the employee offboarding software enables real-time tracking of the clearance process, guaranteeing the completion of all necessary steps before the employee’s departure.
In Horilla HRMS, administrators or managers can create offboarding tasks specifically tailored for departing employees. These tasks can be assigned to individuals, allowing them to update the task status as each item is accomplished, facilitating a smooth offboarding process.
Employee Offboarding:
Upon the conclusion of the resignation process, the employee’s status in the HR system can seamlessly transition to ‘Resigned’ or ‘Terminated’. The software adeptly manages and updates the employee’s access to company systems and facilities, ensuring adherence to security protocols and compliance standards.
In Horilla, once all tasks related to the resignation are completed, managers can transition the employee to an ‘Archived’ stage. From there, administrators or managers can archive the employee permanently. If the archived employee held a managerial position or was involved in any ongoing processes, managers can designate replacement employees before archiving. Subsequently, the archived employee’s login credentials and access to the software are promptly deactivated, maintaining security measures.
The below image shows the manager’s access to the archived employee, and Managers or administrators can select a replacement for the resigning employee from this interface.
Documentation and Record Keeping:
The HR software meticulously preserves a secure and structured digital repository containing the resignation letter, exit interview records, and other pertinent documents. This practice guarantees effortless retrieval and compliance with both legal mandates and internal organizational policies.
In Horilla HRMS, we uphold a policy of retaining employees’ records within our database even after they resign. This approach enables us to maintain comprehensive details and documentation regarding resigned employees, facilitating any future inspections or audits that may be necessary.
To read more about the top 9 best practices for effective offboarding, refer to our blog Top 9 Best Practices for Effective Offboarding
Conclusion:
In conclusion, effective management of employee resignations is crucial for HR departments, and HR software like Horilla plays a vital role in streamlining and automating these processes. By utilizing HR software, organizations can efficiently handle resignation submissions, manage notice periods, oversee offboarding tasks, facilitate employee offboarding, and maintain comprehensive documentation and record-keeping. This not only ensures a smooth transition for resigning employees but also helps organizations maintain compliance with policies and regulations. Overall, HR software like Horilla can greatly enhance the efficiency and effectiveness of managing employee resignations within an organization.
