ATTENTION

This 'Offboarding' service may not be available on all Zoho People accounts, as it is enabled only upon request or for recently created accounts. To enable the “Offboarding” service, please contact support@zohopeople.com.

What is the Offboarding service in Zoho People?

Offboarding Settings

Configuring the Offboarding Process

Creating Resignation Flows

1. Begin by navigating to the offboarding service settings. To do this, go to Settings (gear icon on the top-right corner) > Offboarding > Resignation Flow tab.
   
   
   
   
2. You will see the list of resignation flows. By default, only the "General" flow is available. Click the listed general flow to edit it, or click the Add New Flow button to create a new resignation flow.
   

3. Enter a name and description for your flow. Location-based and designation-based applicability can also be configured here. Additionally, add the HR Partners who will be responsible for handling all resignation requests that correspond to the flow you are adding. Finally, click Submit.
   
   
   

Can a non-administrator user be assigned as an HR Partner?

Yes, any user—including those with the Team Member role—can be assigned as an HR Partner.

What a non-admin HR Partner can do:

1. Approvals: Approve, reject, cancel, or revoke requests.
   
2. Record actions: Edit and complete requests, and change the employee status of the concerned employee.
   
3. Related processes:
   
1. Clearance: Add new, trigger mapped, edit non-completed, and complete clearances.
   
2. Interview: Trigger interviews and view completed ones.
   
3. Association: Reassign reportees.
   
4. Documents: Generate, regenerate, download, send, add, and delete documents.
   
5. Process timeline: View timelines of associated requests.
   

All of the actions above are limited to resignation requests that the non-admin HR Partner handles.

What a non-admin HR Partner cannot do:

1. Cannot add a new resignation request for non-reportees. They can only add records for themselves or their reportees, depending on permission settings.
   

4. The Preferences tab lets you specify the standard notice period, select the corresponding HR Partner (the same person as in step 3), and configure an approval process for the requests raised.
   
   

'Single Level' refers to the first immediate reporting manager of the employee. For example, if Two Levels is selected, the approval request will go to both the first-level and the second-level reporting manager (the employee's reporting manager and that manager's manager).

If the approval flow includes the reporting manager, but the exiting employee does not have a reporting manager, the approval will be handled exclusively by the HR Partners.

5. As part of the approval process, the email notification that will be sent can also be edited. To edit the email template, click the Edit icon (pencil icon) hyperlink. Once you have made the changes, click Save to proceed.
   
6. Proceed to the Clearances tab. Here, you have the option to add new clearance forms (Add New Clearance Form button) or to add an existing clearance form (Use Existing Clearance Form button). Let us look at the steps for creating a new clearance process. Click the Add New Clearance Form button to proceed.
   

The default clearance forms available are IT Clearance, HR Clearance, and Admin Clearance.

How does the clearance process work?

The clearance process includes a form that the clearance owner has to fill out and mark as completed. Multiple clearances can be associated with a resignation flow, and the period for completing each clearance can be customized.

Who can be selected as clearance owners?

Any employee can be selected as a clearance owner. The default system options include: Exiting Employee, Reporting Manager, and HR Partner.

7. Enter a name for the clearance process, and select the clearance owner who will be responsible for verifying that the clearance process is completed.
   
8. Specify the start and end dates. Click Save to proceed once you have specified the dates. In the example below, eight days are allotted to complete the clearance process, which starts 10 days before the relieving date and ends two days after the relieving date.
   

When configuring the start and end dates, keep in mind that the period (eight days in this example) also includes weekends and non-working days.

9. Once you proceed, you will see the Customize Form page, where the clearance form can be customized. Add any fields that you want to include and click the close button (X mark) once you are done. The form will be saved automatically.
   

You can set up automated actions tied to clearance events—such as when a clearance is initiated or completed. This is done by configuring a workflow for the relevant clearance-associated form.

9. Now that you have a clearance process in place, you can either add more clearance processes or click the Exit Interview tab to proceed.
   
10. In the Exit Interview tab, you can create a new exit interview or use an existing interview template.
    
11. Use the Gear icon within the Exit Interview tab to change the name of the exit interview and configure when it is to be initiated.
    

What is an exit interview?

An exit interview comprises questions that the departing employee is expected to answer. It can be used to gather feedback from departing employees to identify areas for improvement, enhance workplace policies, and understand the reasons behind their resignation.

12. Proceed by adding questions manually or by using the Add From Question Pool option (click the drop-down). An introduction message and a thank-you message can also be added.
    
13. Click the Preview button to preview the exit interview. Once you have all the required questions in place, proceed to the Documents tab.
    
14. The Documents tab lets you map exit-related documents, such as the experience letter or relieving letter, to this resignation flow. To do this, click the Use Existing Document button and select one or both of the letter templates.
    

What are the default available documents?

Experience Letters and Relieving Letters are available by default.

         

15. Once the documents are added, you can click to edit them, or hover your pointer over them for rename and delete options. (This feature uses mail merge template documents from Zoho Writer.)
    
16. Finally, proceed to the Workflows tab to add any associated workflows. You can configure email alerts and custom function (Deluge-based) actions to be triggered during the following scenarios:
    
1. When a new resignation request is added.
   
2. When a resignation request is edited.
   
3. When an offboarding process is completed.
   
4. When the employee status is changed.
   
   
   
   
17. Click the close button (X button). You have now successfully created a new resignation flow.
    

To edit the general resignation flow or any flow you have created, click one of the resignation flows on the Resignation Flow page (Settings > Offboarding > Resignation Flow). This can be used to change applicability, associated interviews, clearances, and more. The status indicator can be clicked to enable or disable a resignation flow. When you hover your pointer over a flow, you will see options to edit and delete it.
 

A maximum of 10 resignation flows can be created. Each flow can contain a maximum of 10 clearance processes.

Managing Clearance Forms

The clearance forms created here can be used in resignation flows. Click an existing clearance form to edit it, or hover your pointer over it to view the delete option.

1. Enter a name for the clearance process, and select the clearance owner who will be responsible for verifying that the clearance process is completed (through the resignation flow process).
   
2. Specify the start and end dates. Click Save to proceed once you have specified the dates. In the example below, eight days are allotted to complete the clearance process, which starts 10 days before the relieving date and ends two days after the relieving date.
   
3. Once you proceed, you will see the Customize Form page, where the clearance form can be customized by dragging and dropping fields. Add any fields that you want to include, and click the close button (X mark) once you are done. The form will be saved automatically.
   
4. Now that you have created a clearance process, it can be selected when creating or editing resignation flows.
   

Manage Exit Interview Templates

The exit interview templates created here can be used in resignation flows. Click an exit interview template to edit it, or hover your pointer over it to view additional options such as Edit and Delete.

To create a new exit interview template, click the Add New Template button. Add questions manually or use the Add From Question Pool option (click the drop-down). An introduction message and a thank-you message can also be added. Once you have all the required questions in place, click the close button (X icon).

Managing Offboarding Documents

To manage the templates of existing offboarding documents or to create new templates, navigate to Settings > Offboarding > Extend Services > Offboarding Documents.

To create a new template from scratch, click Add Template. Enter a template name and click Save to proceed.

Manage Exit Reasons

Reasons are classified into resignation, termination, and deceased reasons. The reasons will be listed when raising the corresponding offboarding request. To manage these exit reasons or to add new ones, navigate to Settings > Offboarding > Extend Services > Exit Reasons.

Customize Offboarding Forms

The forms associated with offboarding—namely Resignation, Termination, and Deceased—can be customized by navigating to Settings > Offboarding > Extend Services > Offboarding Forms. Click the corresponding form to edit it. During editing, all Zoho People form-editing features such as adding fields, editing field properties, and adding sections can be performed.

Make Attachments Mandatory for Offboarding Requests

For example, let us take the Resignation form. Select the Attachment field, and enable the Mandatory checkbox in the field properties configuration space.

Configure Who Can Raise Resignation Requests

To set permissions associated with raising resignation requests, navigate to Settings > Offboarding > Permissions.

These permissions only apply to standard resignation requests. Termination and deceased requests can only be raised by administrators.

Configure Offboarding Notifications and Automation

1. Employee Notifications
   
2. Reporting Manager Notifications
   
3. HR Partner Notifications
   

From the notifications page, you can use the status switch to enable or disable notifications. To edit the email template, hover your pointer over a notification and click the edit icon (pencil icon).

To modify the email templates associated with the offboarding service, navigate to Settings > Offboarding > Automation > Templates > Email Templates.

Offboarding User Service

Raising a Resignation Request

1. Navigate to the Offboarding user service from the left bar.
   
   
2. Click the Add Resignation Request button.
   
3. Fill in the details, including the expected last working date, reason, and explanation. Add any related attachments if required.
   

Your organization can have different notice periods in place for resignation processes. The person handling the resignation requests can change the notice period.

4. Click Submit. You will be required to give consent once more by clicking Yes.
   
5. Your resignation request is now raised. The status can be tracked from the offboarding service (left bar). The person handling resignation requests must approve the request for it to proceed.
   

From here, you can also view your career history (click the Career History tab), see the offboarding request timeline bar, send a follow-up email, or click View to see approver details.

The approver can approve or reject any resignation request.

If you try to add a resignation record that has a past date selected, the current login status of that employee must be enabled. For past-dated records, the login will then be switched to disabled, and the request will be auto-approved and auto-completed by the system. Additionally, you may see a dialog box that includes an option to initiate the flow if required.

6. Once the request has been approved, the resignation request will move on to subsequent steps, which can involve clearances and exit interviews. The status can be tracked from the offboarding service (left bar) page. The offboarding timeline bar will indicate the current stage of the offboarding process.
   
   

7. If the resignation process includes an exit interview, select the Exit Interview tab from the offboarding service and click Enter Feedback. Answer the questionnaire, then click Submit. The answers can be reviewed by the person handling the resignation request.
   
8. Once all the clearance and interview processes are completed, the status of the offboarding request will be updated to Waiting for Completion.
   
   

Some organizations may restrict employees from raising resignation requests. To allow employees to raise resignation requests, the Employees (for self) option must be enabled under the Resignation request can be raised by option on the Settings > Offboarding > Permissions page.

During the notice period, your Zoho People home page will display a   button that can be clicked to navigate to the corresponding resignation request page.

Administrators can also submit resignation requests on an employee's behalf. Navigate to Operations > Offboarding > Track Offboarding > Add Request > Add Resignation to perform this action. (You will see a drop-down to select the employee.) Managers can also submit resignation requests on their reportee's behalf. Navigate to the Offboarding user service (left bar) > Team > Add Resignation Request to perform this action. The availability of this option depends on the permissions configured under Settings > Offboarding > Permissions.

Canceling a Resignation Request

Click the More Actions drop-down from the offboarding service and click Cancel Request.

Once the request is canceled, the status will indicate Canceled ( )on the offboarding service page. Your Zoho People system will maintain records of all canceled resignation requests.

Points to note regarding resignation request cancellation:

1. A request can be canceled by the person who raised the resignation request. (HR Partners and administrators can revoke resignation requests; the corresponding topic is covered below.)
   
2. A request can be canceled only before it is approved.
   

Follow Up on Reportees' Resignation Requests

Managers can follow up on their reportees' resignation requests from the Team tab in the offboarding user service (left bar). Click one of the resignation records for a detailed view.

Raising a Resignation Request on a Reportee's Behalf

Based on the permissions configured on the Settings > Offboarding > Permissions page, managers can be authorized to raise resignation requests on their employees' behalf. Click the Add Resignation Request button available in the Offboarding user service (left bar) > Team tab to perform this action.

Handling Clearances

For employees handling clearances, the Offboarding user service (left bar) will display the Clearance tab. Each clearance process will have its own sub-tab (for example, Standard IT Device Clearance). Additionally, My Clearance and Manager Clearance views, along with status filters, are available. You can select a clearance record for a detailed view.

A clearance process consists of a form, which must be filled out. Once the form is completed, click Submit and Complete to mark the clearance process as completed.

Revoking a Resignation Request

1. To revoke a resignation request, navigate to the corresponding offboarding request (either from the Offboarding user service > Team tab, or through Operations > Offboarding > Track Offboarding list).
   
2. Go to the More Actions option and select Revoke.
   
3. You will be prompted to enter a reason. Enter the reason and click Confirm.
   
4. The resignation request will now be revoked.
   

Offboarding Operations

1. Track offboarding requests by status.
   
2. Add offboarding-related requests, including:
   
1. Resignation requests on other employees' behalf
   
2. Termination records
   
3. Deceased records
   
3. View termination, deceased, and resignation records.
   
4. Cancel or revoke resignation requests.
   
5. Handle applicable clearances.
   

Handling a Resignation Request (HR Partner)

Approving a Resignation Request

When an approval request is raised, the HR Partner must first approve it. To do this, navigate to the corresponding resignation request (Operations > Offboarding > Track Offboarding) and open the resignation request.

1. Click the Approve/Reject button.
   
2. Make any changes to the last working date if required. The system will display dates based on the standard notice period associated with the resignation flow and the date requested by the employee.
   
3. You can also specify whether a replacement is required using the provided drop-down.
   
4. Enter an approval comment and add a note about the employee if required. (The employee will not be able to view the note; it is visible only to the HR Partner, reporting manager, and administrators.)
   
5. Click Submit.
   

Track Clearances

When viewing the resignation request, navigate to the Clearance tab to view and track clearance requests.

1. Each clearance will be initiated automatically based on the period configured during the resignation flow setup.
   
2. Each clearance process will be handled by an individual employee selected during the resignation flow setup.
   
3. If you wish to manually initiate a clearance process associated with a resignation request, click the Trigger Clearance button.
   
4. Administrators and HR Partners can manually select a clearance process and click Complete Clearance to skip the standard flow.
   
5. Associated clearances can also be tracked from the Offboarding user service (left bar).
   
6. Each resignation flow can have multiple clearance processes.
   
7. Based on the notifications configured during the resignation flow setup, the concerned employee and the person handling the clearance process will be notified by email automatically.
   
8. Once all clearance processes associated with a resignation flow are completed, the resignation request will move to the next stage (for example, the exit interview).
   

Track Exit Interview

When viewing the resignation request, navigate to the Interview tab to view and track the exit interview.

1. The resigning employee must complete the exit interview. They can do so by navigating to the Offboarding user service (left bar), selecting their exit request, and clicking the Interview tab. Employees must click the Enter Feedback button and answer the questions.
   
2. The answers can be viewed by the HR Partner, reporting manager, and administrators by navigating to the corresponding resignation request on the Track Offboarding page. These answers help organizations gather feedback from departing employees to improve workplace policies, culture, and retention strategies.
   
3. Once the exit interview and all clearance processes are completed, the resignation request will move to the next stage: Waiting for Completion.
   

Handle Associations (Change Reporting Manager)

1. From the Associations page, use the checkboxes to select reportees and click the Assign Reporting To button.
   
2. Select a new reporting manager.
   
3. Click Assign.
   

The offboarding process can only be completed when associations are completed—that is, the departing employee must not have any reportees.

Handle Pending Approvals (of the Departing Employee)

Before a resignation process can be completed, it is necessary to forward all pending approvals (or approve or reject the requests before this step). Approvals can be forwarded in Zoho People by navigating to Home > Team > Approvals, selecting the corresponding pending approvals, and clicking the Forward button. You will be prompted to select a new approver when performing this action.

The offboarding process can only be completed when the departing employee does not have any pending approval requests.

View Notes on Employee

HR Partners, reporting managers, and administrators can add and exchange notes on departing employees. This feature is useful for communicating important details, feedback, or rehire information about the departing employee. To view these notes, navigate to the resignation request and select the Notes on Employee tab. Click the Add button to add a new note.

Generate, Download, and Email Offboarding Documents

The Documents tab within the resignation record lists all documents associated with a resignation flow. Before the employee departs, it is important to generate these documents and share them with the employee.

1. Hover your pointer over a document, click the ellipsis icon, and click Generate.
   
2. The document will be generated. Click the download button at the bottom-left corner, or click Close (X icon) to exit the document view.
   
3. Once the full view is closed, new options will appear in the ellipsis menu. These include Regenerate, Send Email, Delete, and Download (a separate icon). You can use the Send Email option to send the generated document to any email address, such as the departing employee's personal email address.
   

If your organization requires a physical signed copy, we recommend that you download the document using the option available here, sign it, and hand it over to the employee.

If the LWD (last working date) is updated after the offboarding documents are generated, the information in the documents will become outdated and irrelevant. The same is true if the template has been updated in offboarding settings. In both cases, it is essential to regenerate the document before it is shared with the departing employee. Use the Regenerate option available within the ellipsis icon on the Documents page to regenerate documents.

Update LWD (Last Working Day)

1. Navigate to the corresponding resignation request (through Manage Requests in Offboarding Operations).
   
2. Select the Change Last Working Day option available under More Actions.
   
3. Select a new LWD, enter the reason, and click Submit.
   

When the LWD (last working date) is updated, the start and due dates of clearances will be recalculated based on the updated working date. (However, the HR Partner can still manually trigger the clearance process.) Additionally, any previously generated documents will contain outdated information and will need to be regenerated.

View Offboarding Process Timeline

View Career History

Completing an Offboarding Request

The status change of the departing employee and the disabling of login can only be initiated on the LWD (last working date).

Changing Employee Status

You will see a confirmation pop-up requesting consent before the action is performed.

Editing a Resignation Request

Add and View Employee Termination Records

1. Navigate to Operations and select the Offboarding service.
   
2. Select the Add Request option and click Add Termination.
   
   
3. Fill in the details, and select the employee status to be stored in the record. Add an explanation if required and attach any related documents. You can also indicate whether a replacement is required for this employee.
   
4. Click Submit.
   

The terminated employee will be automatically restricted from logging into the system on the login disable date selected above.

Navigate to Operations > Offboarding > Manage Requests > Termination tab. You can click an individual record for additional information.

Add and View Employee Deceased Records

1. Navigate to Operations and select the Offboarding service.
   
2. Select the Add Request option and click Add Deceased.
   

Navigate to Operations > Offboarding > Manage Requests > Deceased tab. You can click an individual record for additional information.

When offboarding requests are raised, they can be marked as Yes for replacement required. This applies to resignation, deceased, and termination requests. To access a list of replacement-required employees, navigate to Manage Requests (Operations > Offboarding), then use the filter option to select the Replacement Required filter and apply it. You will see the list of employee records that have been marked Yes for replacement required.

Importing and Exporting Resignation Records

1. Navigate to Operations > Offboarding > Manage Requests > Resignation.
   
2. Click the three-dot menu (ellipsis icon) in the top-right corner.
   
3. Select Export or History Export:
   
1. Export: Current view of resignation records.
   
2. History Export: Full audit trail or history data.
   
4. In the export pop-up:
   
1. Choose the file format: .XLS, .XLSX, .CSV, or .TSV.
   
2. Download the sample template if required.
   
5. Enable the required options:
   
1. Include files and images: When exporting, associated images and files will also be included in the ZIP file.
   
2. Include approval data: Includes the approval flow and details in the exported file.
   
6. Click Export, and the file will be downloaded.
   
   

1. Navigate to Operations > Offboarding > Manage Requests > Resignation.
   
2. Click the three-dot menu (ellipsis icon) in the top-right corner.
   
3. Select Import.
   
4. In the import pop-up:
   
1. Select Resignation from the provided drop-down.
   
2. Use the Download Sample Template link to download a sample file if required.
   
5. Click Upload File.
   
6. Browse and select a file to import (.XLS, .XLSX, and .CSV file formats are supported).
   

1. Existing records cannot be updated, skipped, or overwritten.
   
2. Use integer values for the Replacement Required field:
   
1. Yes = 1
   
2. No = 0
   
3. Decide later = -1