Overview:

The Resignation module in HR360Hub provides a structured workflow for submitting, tracking, and processing employee resignations. It is divided into two sub-sections that serve different audiences: Team Resignation, which gives HR managers and administrators a full view of all resignation requests across the organisation, and My Resignation, which allows individual employees to submit and track their own resignation.

The module records the Notice Date, Last Working Day, and Notice Days for each resignation, and supports a three-stage approval lifecycle: Pending, Approved, and Rejected. Approved resignations trigger automatic deactivation of the employee’s account on the last working day.

📜 Note: Only users with Super Admin or HR Manager roles can access the Team Resignation sub-section and take approval actions. All logged-in employees can access My Resignation to submit and view their own resignation requests.

Section 1: Accessing the Resignation Module

After logging in to the HR360Hub portal, follow these steps to navigate to the Resignation module.

On the left-hand sidebar, locate the Resignation menu item.

Click on Resignation to expand its sub-menu. The following options are available:

Team Resignation — displays all resignation requests across the organisation (HR Manager / Super Admin only).

My Resignation — displays the current user’s own resignation requests and allows them to submit a new one.

Click on the desired sub-section to open its page.

Section 2: Team Resignation

The Team Resignation page provides HR managers and administrators with a centralised view of all employee resignations. It includes a summary dashboard with key metrics and a paginated list of all resignation records, with the ability to view details, approve, or reject each request.

Navigate to Resignation → Team Resignation to open the Team Resignation page.

2.1. Dashboard Summary

At the top of the Team Resignation page, a row of summary cards provides an at-a-glance overview of resignation activity across the organisation.

2.2. Resignation List

Below the dashboard, a paginated table lists all resignation requests. The list can be searched using the Search icon (🔍) at the top-right and refreshed using the Refresh icon.

💡 Tip: Use the Items per page dropdown (bottom-left) to adjust how many resignation records are displayed per page. Use the pagination controls at the bottom-right to navigate between pages.

2.3. Viewing Resignation Details

Click the eye icon (👁) on any resignation row to open the Resignation Details dialog.

The dialog displays the full details of the selected resignation request:

Click Close to dismiss the dialog.

2.4. Approving or Rejecting a Resignation

Approval actions are available only for resignations with a Pending status. The action icons appear in the Actions column of the resignation list row.

⚠️ Important: Approval and rejection actions are immediate and do not prompt for confirmation. Once a resignation is approved or rejected, the status cannot be changed back to Pending. Ensure the decision is correct before clicking the action icon. Approved resignations will trigger automatic account deactivation on the specified Last Working Day.

Section 3: My Resignation

The My Resignation page allows individual employees to submit a formal resignation notice and track the status of their existing resignation requests. This sub-section is accessible to all logged-in employees, regardless of their role.

Navigate to Resignation → My Resignation to open the My Resignation page.

3.1. My Resignation List

The My Resignation page displays a list of all resignation requests submitted by the currently logged-in employee. Each entry shows the key dates, notice period, and current approval status.

📜 Note: Employees can only view (not edit or delete) their submitted resignations. If a resignation has been rejected and the employee wishes to re-submit, they can click the + Apply Resignation button to create a new request.

3.2. Submitting a Resignation

Click the + Apply Resignation button at the top-right of the page.

The Add Resignation form will open.

Click Submit (orange button, bottom-right) to submit the resignation request, or Cancel to close without saving.

⚠️ Important: Once submitted, a resignation request cannot be edited or withdrawn by the employee. The request will be reviewed by an HR Manager or Super Admin, who will either approve or reject it. Submitting a resignation does not immediately affect your account — account deactivation occurs only upon approval and on the specified Last Working Day.

3.3. Viewing Resignation Details

Click the eye icon (👁) on any resignation row to open the Resignation Details dialog.

The dialog displays a read-only view of the resignation record, including the Notice Date, Last Working Day, Status, Account Status, and the Reason provided at submission. Click Close to dismiss the dialog.

📜 Note: The Account Status field in the Resignation Details dialog reflects the current state of the employee’s system account. An Active (green) badge indicates the account is still enabled. If the resignation has been approved and the Last Working Day has passed, this will update to reflect account deactivation.

Summary:

The following table summarises the Resignation module sub-sections covered in this guide, their purpose, and the intended audience.