Overview:
The Employee Exit sub-module in the HRMS Portal provides a structured workflow for recording, tracking, and managing the departure of employees from the organisation. It enables HR administrators to log exit details, capture checklist status items, and maintain an auditable record of all employee separations.
The Employees module contains two sub-modules that work together to support the exit process:
• Employee Exit — Used to create and manage individual employee exit records, including exit date, exit reason, interview status, account disablement, clearance, rehirability, and remarks.
• Exit Reason — Used to define and maintain the list of exit reason categories available for selection when creating an exit record (e.g., Resignation, Termination, Layoff, Mutual Termination, Constructive Dismissal).
This guide covers:
• How to access the Employee Exit and Exit Reason sub-modules from the left sidebar.
• Understanding the Employee Exit listing page and its columns.
• How to add a new employee exit record.
• How to view the read-only Exit Details summary for an existing record.
• How to edit an existing employee exit record.
• How to manage Exit Reason categories, including adding and editing reasons.
📜 Note: Only Super Admins and users with Employees module access can create or modify exit records and exit reasons. Exit records cannot be deleted; they can only be viewed or updated.
Prerequisites:
Before working with the Employee Exit module, ensure the following are in place:
• The user must be logged in as a Super Admin or have access to the Employees module.
• At least one Exit Reason must be configured in the Exit Reason sub-module before creating an exit record. The system ships with the following default exit reasons: Resignation, Termination, Layoff, Mutual Termination, and Constructive Dismissal.
• The employee for whom the exit record is being created must exist in the Employees List.
Part 1: Employee Exit
The Employee Exit sub-module is used to log and track the separation of employees from the organisation. Each exit record captures the exit date, the reason for departure, checklist statuses, and any additional remarks.
Section 1: Accessing the Employee Exit Sub-Module
After logging in to the HRMS Portal, follow the steps below to access the Employee Exit sub-module.
• From the left sidebar, click on Employees to expand the sub-menu.
• Click on Employee Exit (highlighted in purple when active).
• The Employee Exit listing page opens, displaying all recorded exit entries.
Section 2: Employee Exit Listing Page
The Employee Exit listing page displays all exit records in the system. Each row represents one employee exit entry.
2.1. Listing Table Columns
The following columns are displayed in the Employee Exit listing table:
Column | Description | Sortable | Data Type |
Employee to Exit | The name and email address of the employee who is exiting the organisation. | No | Text |
Exit Reason | The category of the exit, displayed as a colour-coded badge (e.g., Layoff, Resignation, Termination, Mutual Termination). | Yes | Badge |
Exit Date | The official date on which the employee's separation from the organisation takes effect. | Yes | Date |
Interviewed | Indicates whether an exit interview was conducted. Displayed as Yes (green) or No (red). | Yes | Badge |
Disabled | Indicates whether the employee's system account has been disabled. Displayed as Yes (green) or No (red). | Yes | Badge |
Cleared | Indicates whether the employee has completed the clearance process. Displayed as Yes (green) or No (red). | Yes | Badge |
Rehirable | Indicates whether the employee is eligible to be rehired in future. Displayed as Yes (green) or No (red). | Yes | Badge |
Actions | Eye icon — opens the read-only Exit Details view. Edit icon (pencil) — opens the Edit Employee Exit form. | No | Icon buttons |
2.2. Page Controls
• Items per page selector — Two dropdowns are available to control how many records are displayed per page (default: 10 each).
• Search icon — Filter exit records by employee name or other fields.
• Refresh icon — Reload the listing to reflect the latest changes.
• + Add Exit button — Opens the Add Employee Exit form to log a new exit record.
• Pagination controls — Navigate through pages using the numbered page buttons at the bottom of the listing.
Section 3: Adding a New Employee Exit Record
To log a new exit record for an employee, follow the steps below.
3.1. Click the + Add Exit Button
On the Employee Exit listing page, click the + Add Exit button at the top right corner. The Add Employee Exit form opens as a modal panel.
3.2. Complete the Add Employee Exit Form
Fill in the following fields to create the exit record:
Field | Required | Description |
Employee to Exit | Yes | Select the employee being exited from the dropdown list. All active employees in the system are available for selection. |
Exit Date | Yes | Select the employee's official last working date using the date picker. |
Exit Reason | Yes | Select the reason for the employee's departure from the dropdown. Exit reasons are configured in the Exit Reason sub-module. |
Interviewed | No | Select Yes or No to indicate whether an exit interview was conducted with the employee. Defaults to No. |
Disable Account | No | Select Yes or No to indicate whether the employee's system account should be disabled. Defaults to No. |
Cleared | No | Select Yes or No to indicate whether the employee has completed the organisation's clearance process. Defaults to No. |
Rehirable | No | Toggle to Yes or No to indicate whether the employee is eligible for rehiring in the future. Defaults to No. |
Remarks | No | Enter any additional notes or remarks about the exit using the rich-text editor. Formatting options available: Bold, Underline, Italic, Strikethrough, and text alignment. |
📜 Note: Exit Reason options available in the dropdown are sourced from the Exit Reason sub-module. If the required reason is not listed, it must first be added in the Exit Reason section before creating the exit record.
3.3. Save the Exit Record
• Click Save to create the exit record. It will immediately appear in the Employee Exit listing.
• Click Cancel to discard the form and return to the Employee Exit listing without saving.
⚠️ Important: Adding an exit record does not automatically deactivate the employee's profile or disable their system access. Ensure the Disable Account field is set to Yes and the employee's profile is deactivated separately from the Employees List if required.
Section 4: Viewing Exit Details
To review a read-only summary of an existing exit record, click the Eye icon in the Actions column for the relevant entry. The Exit Details modal opens.
4.1. Exit Details Panel
The Exit Details modal presents a structured summary of the exit record with the following information:
Field / Item | Description |
Employee Name & Email | The full name and email address of the exiting employee, displayed at the top of the modal with their avatar initials. |
Cleared badge | A status badge on the employee card indicating whether the employee has been cleared (Cleared in green, or pending). |
Exit Date | The official exit date displayed below the employee card. |
Reason | The exit reason badge (e.g., Layoff, Resignation, Termination) displayed alongside the exit date. |
Exit Checklist | A four-item checklist panel summarising the key exit steps. Each item displays a status icon (green tick = complete/yes, orange circle = incomplete/no). |
Interview | Checklist item: Indicates whether the exit interview was completed. |
Account | Checklist item: Indicates the current account status (e.g., Active if not disabled, or Disabled if the account has been deactivated). |
Clearance | Checklist item: Indicates whether the clearance process has been verified. |
Rehirable | Checklist item: Indicates whether the employee has been marked as rehirable (Yes or No). |
Additional Remarks | Any additional notes or remarks entered at the time of creating or updating the exit record. |
Click Close to dismiss the Exit Details modal and return to the Employee Exit listing.
📜 Note: The Exit Details modal is read-only. To make changes to an exit record, use the Edit icon (pencil) in the Actions column of the listing page instead.
Section 5: Editing an Employee Exit Record
To update an existing exit record, click the Edit icon (pencil) in the Actions column for the relevant entry. The Edit Employee Exit form opens as a modal panel, pre-populated with the current values.
5.1. Editable Fields
All fields from the original Add Employee Exit form are available for editing:
Field | Required | Description |
Employee to Exit | Yes | The employee associated with this exit record. Can be changed via the dropdown. |
Exit Date | Yes | The employee's exit date. Update using the date picker. |
Exit Reason | Yes | The reason for the departure. Select a different reason from the dropdown if required. |
Interviewed | No | Update the interview status by selecting Yes or No from the dropdown. |
Disable Account | No | Update the account disable status by selecting Yes or No. |
Cleared | No | Update the clearance status by selecting Yes or No. |
Rehirable | No | Toggle the rehirability status between Yes and No. |
Remarks | No | Add or update remarks using the rich-text editor. |
• Click Update to save changes. The exit record in the listing will reflect the updated information immediately.
• Click Cancel to discard all changes and close the modal without saving.
💡 Tip: Use the Remarks field to record any follow-up notes or context added after the initial exit record was created, such as the outcome of the exit interview or clearance notes.
Part 2: Exit Reason
The Exit Reason sub-module allows HR administrators to define and manage the list of exit reason categories used when creating employee exit records. These reasons appear as selectable options in the Exit Reason dropdown of the Add and Edit Employee Exit forms.
Section 6: Accessing the Exit Reason Sub-Module
Follow the steps below to access the Exit Reason sub-module.
• From the left sidebar, click on Employees to expand the sub-menu.
• Click on Exit Reason (highlighted in purple when active).
• The Exit Reason listing page opens, displaying all configured exit reason categories.
Section 7: Exit Reason Listing Page
The Exit Reason listing page displays all configured exit reason categories with their current status.
7.1. Listing Table Columns
Column | Description | Sortable | Data Type |
Name | The name of the exit reason category (e.g., Resignation, Termination, Layoff, Mutual Termination, Constructive Dismissal). | Yes | Text |
Status | The current status of the exit reason. Active (green badge) means the reason is available for selection when creating exit records. Inactive reasons are hidden from the Exit Reason dropdown. | Yes | Badge |
Actions | Edit icon (pencil) — opens the Edit Exit Reason form for the selected entry. There is no delete action; reasons are deactivated by setting their status to Inactive. | No | Icon button |
7.2. Page Controls
• Items per page selector — Controls the number of records displayed per page (default: 10).
• Search icon — Filter exit reasons by name.
• Refresh icon — Reload the listing to reflect the latest changes.
• + Add Exit Reason button — Opens the Add Exit Reason form to create a new exit reason category.
Section 8: Adding a New Exit Reason
To create a new exit reason category, follow the steps below.
8.1. Click the + Add Exit Reason Button
On the Exit Reason listing page, click the + Add Exit Reason button at the top right corner. The Add Exit Reason modal opens.
8.2. Complete the Add Exit Reason Form
Field | Required | Description |
Exit Reason | Yes | Enter a descriptive name for the exit reason category (e.g., Voluntary Resignation, Contract Completion). The name must be unique. |
Status | No | Set the availability of this exit reason. Active makes it available in the Exit Reason dropdown when creating exit records. Inactive hides it from the dropdown. Defaults to Active. |
• Click Save to create the new exit reason. It will immediately appear in the Exit Reason listing and become available in the Employee Exit form.
• Click Cancel to discard the form and return to the listing without saving.
💡 Tip: Use clear, descriptive names for exit reasons to ensure HR users can consistently select the correct category. Avoid generic names such as "Other" — instead, create specific reasons that reflect your organisation's exit policies.
Section 9: Editing an Exit Reason
To update an existing exit reason, click the Edit icon (pencil) in the Actions column for the relevant entry. The Edit Exit Reason modal opens, pre-populated with the current values.
Field | Required | Description |
Exit Reason | Yes | Update the name of the exit reason category as needed. |
Status | No | Change the status between Active and Inactive to control the availability of this reason in the Employee Exit form. |
• Click Update to save the changes. The Exit Reason listing and the Employee Exit dropdown will reflect the update immediately.
• Click Cancel to discard changes and close the modal without saving.
⚠️ Important: Setting an Exit Reason status to Inactive will remove it from the Exit Reason dropdown in the Add Employee Exit and Edit Employee Exit forms. Existing exit records that use an Inactive reason will retain their original reason label and will not be affected.
Summary:
The following table provides a complete step-by-step summary of all key workflows in the Employee Exit and Exit Reason sub-modules:
# | Action / Step | Result |
1 | Access Employee Exit: Log in → Dashboard → Employees in left sidebar → Employee Exit. | Employee Exit listing page opens showing all recorded exit entries. |
2 | Review Exit Listing: Review Employee to Exit, Exit Reason, Exit Date, Interviewed, Disabled, Cleared, Rehirable, and Actions columns. | Full listing of all employee exit records with status badges visible. |
3 | Add Exit Record: Click + Add Exit → Select Employee to Exit and Exit Date → Select Exit Reason → Set Interviewed, Disable Account, Cleared, and Rehirable statuses → Enter Remarks (optional) → Click Save. | New exit record created and added to the Employee Exit listing immediately. |
4 | View Exit Details: Click the Eye icon in the Actions column for any exit record. | Read-only Exit Details modal opens showing employee info, exit date, reason, checklist (Interview, Account, Clearance, Rehirable), and remarks. |
5 | Edit Exit Record: Click the Edit (pencil) icon in the Actions column → Update required fields → Click Update. | Exit record updated. Listing and Exit Details reflect the changes immediately. |
6 | Access Exit Reason: Employees in left sidebar → Exit Reason. | Exit Reason listing page opens showing all configured exit reason categories. |
7 | Add Exit Reason: Click + Add Exit Reason → Enter Exit Reason name → Set Status (Active/Inactive) → Click Save. | New exit reason created and immediately available in the Exit Reason dropdown on the Employee Exit form. |
8 | Edit Exit Reason: Click the Edit (pencil) icon for an exit reason → Update name or status → Click Update. | Exit reason updated. If set to Inactive, it is removed from the Employee Exit form dropdown. Existing records retain the original reason label. |