How can I manage employee exits with Zoho People's exit management system?

Exit Management usually includes a lot of activities like submission of resignation, triggering tasks through the entire exit process etc. It also involves issuing of standard letters like Experience Letter to the employees who resign the organization. Using Zoho People, you can automate the entire exit process.

The image below, helps understand the various modules/features of Zoho People that can be used for Exit Management.

1.Forms - Based on the need of your organization, you can have forms like Exit form, Resignation form etc used by the HR team and also by the employees.

2.Approvals - If your organizational policy says that the resignation should be approved by the HR/Manager, you can have approvals triggered automatically on submission of the resignation

3.Email alert - Email alerts can be used to send emails to other teams like Payroll etc. This helps them to plan the exit process ahead of time

4.Task List - A task list can be triggered to get various exit tasks done.

5.Field update - Based on the update done in a field of a form, another field can be updated in another form automatically. This is helpful when you want to prevent the resigned employee from getting access to the system after the day of resignation

6.Templates - Standard HR letters can be generated with the help of templates like Mail Merge.

Process:

As the first step, you can have the employee fill in the resignation form. Given below are the steps to create a Resignation form.

  • From your home page, go to Settings > Forms and Tabs > Forms > Add Form
  • Drag and drop fields like look up field (For employee id), look up field (For Reporting Manager), Multi-line field for Reason for resignation etc

Note: You have to ensure that the permission to 'Add' record is set for all roles in case you want employees to fill this form as an indication of submitting their resignation.

 

Once the employee fills in the resignation form, you can have approvals configured to approve the resignation. While configuring approval, under 'Approver', you can select the HR or the Reporting Manager depending on your policy.

 Tip : Click here to know how to configure approvals

Once the resignation is approved, you can have various tasks triggered as part of the exit management process.

Follow the steps given below to do this.

  • From your home page, go to Settings > Automation > Workflows > Add Workflow
  • Under Form Name, select 'Resignation form'
  • Give a name for the workflow - Eg Task list for resignation
  • Keep the status 'Active'
  • Under Trigger Process, select 'Approve'

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  • Under 'Action' go to 'Tasks'
  • You can either select from an existing task list or create a new task list by clicking on the + icon

To create new task template:

  • Select the 'Resignation form' under form name
  • Give a display name and Task Name. For the task name, you can make use of the 'list' icon and have a dynamic name added. For eg - if the task is to collect the laptop, then your Task Name can be 'Collect laptop from ${Employee_ID.Employee_ID}' by selecting the field by clicking on the list icon

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  • Give a description
  • Under Task Owner, you can select from the list of Team, Roles, Groups etc
  • Under Due date, enter 1 day before 'Date of Relieving'

You can create similar task templates to collect mobile phone, to submit bills etc. Once you have created the task templates, map them to the workflow and click Save

Now, you have created a list of tasks, which will be triggered based on the relieving date field of the Resignation form.

Simultaneously, you can also have email alerts sent to teams like Payroll in order to process the salary on time for the employee who is relieving. Although you can add this as another task to your task list, this email alert can be helpful if you would like to use it as a reminder.

 Tip : Click here to know how to configure email alerts.

Note: Under 'To', you can select the Department name as 'Payroll' so that email will be sent to that team.

 

While creating the message, you can make use of dynamic fields like Employee ID, Date of Relieving etc from the available merge fields.

If you conduct exit interviews as part of the exit process, you can make use of forms to create an Exit interview form with fields like Reason for Exit, Feedback about Manager, Feedback about Organization etc.

To ensure that your data is not accessed by employees after their relieving date, you can have their status deactivated automatically right after the day of their relieving. By updating a field in the Exit interview/Exit form, you can have the field (Employee Status) also updated simultaneously in the Employee form.

Note: Any status other than 'Active' will deactivate the login for the employees.

 

Follow the steps given below to do this.

  • From your home page, go to Settings > Automation > Workflows > Add Workflow
  • Select the form - in this case, the Resignation Form
  • Give a name for the workflow
  • Under 'Trigger Process', go to 'Field update' and select ' Status of employee'

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  • Under 'Action', go to Field updates and click on the '+' icon

You will be taken to another page, to create a new field update

  • Give a name- for eg - to update employee status
  • Under Edit field, go to 'Field to be updated' and select 'Employee Status' from option 'Employee ID' The employee ID is a look up from the employee form. By selecting the Employee status here, you indicate that the status of the employee should be changed in the Employee form.

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  • In the next column (After the = ), click on 'Enter Value' and select 'Status of Employee' from the Resignation form

This means that employee status field of the employee form will get updated based on the Status of the employee that you enter in the Resignation form.

  • Click Save

Now, you have configured a field update template.

  • To map it to your workflow, go back to the workflow, select the Template by clicking on the list option and Click Save

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Now, you have created a workflow, as a result of which, the update made to the field (Status of employee) in the Resignation form will trigger an update in another field (Employee Status) in the Employee form.

With the help of this workflow, you can ensure that the resigned employee does not have access to the system after the date of resigning.

As the final step to the Exit process, you can have the standard HR letters made ready with the help of record templates or mail merge templates.

Given below are the steps to have an experience letter generated with the help of Mail merge templates.

  • From your home page, go to Templates > Mail Merge Template > Add Template
  • Give a name for the template for eg - Experience Letter and select the form whose fields you would like to use for the template - in this case, the Employee Form

Note: If you have a template created already, then you can simply import it with the help of the 'Import Template' option.

 

  • Create a template with the help of the fields on the left side

For eg -

"This is to certify that (First name Last name) - Employee id - (Employee ID) has been working in our organization as (Designation) until (Date of Exit)

(First name) 's contribution to the growth of the organization has been immense. "

Here, First name, last name, employee id, designation, date of exit etc are merge fields that have been inserted from the left hand side.

Now you have created a template.

Inorder to use this template for an employee to generate an experience letter, follow the steps given below.

  • From self-service, go to Organization > Employee
  • Hover over the Employee name and select the 'Mail Merge Template' by clicking on the ellipsis icon onto the left hand side

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  • Select the template - i.e - the Experience Letter and click 'Merge' The template will open in another page.

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  • Click on 'Merge' under 'Complete Merge'

You will be able to see the fields populated against the merge fields. When you click on 'File', you have the option to download the document as PDF, Word doc etc.

 
 

Next Steps