Layoff checklist (Resignation procedures) — User Guide

Module: HR Profile
Audience: HR administrators, department managers, offboarding coordinators
Version: 1.0.0
Last updated: 2026-07-22

Overview

Resignation procedures (also called the layoff checklist) helps HR track employees who are leaving the organization. When someone is added to the list, the system builds a checklist of handover tasks — including returned assets and department-specific steps — and tracks completion until HR gives final approval.

Typical flow:

Configure template (Settings) → Add leaver to list → Owners complete checklist items → 100% progress → HR final approval → Staff deactivated

Prerequisites

View own: Managers see resignations for staff they manage (by department or reporting line), not the entire company. Request global View for HR-wide access.

Step-by-step: Configure a layoff template (Settings)

1. Go to HR Profile → Settings.
2. Open the Layoff checklist tab.
3. Click Add, enter a name, and select one or more departments this template applies to.
4. Click Submit — you are taken to the template detail page.
5. For each offboarding step:
   • Click Add to create a new step.
   • Enter a section name (e.g. "IT equipment return").
   • Choose the person responsible for that section.
   • Add checklist items (individual tasks within the section).
6. Click Save after each step.
7. Use Go back to settings menu when finished.

Expected result: When a leaver belongs to a covered department, these steps are copied automatically to their resignation checklist.

Step-by-step: Add an employee to the resignation list

1. Go to HR Profile → Resignation procedures.
2. Click New resignation procedures (requires Create).
3. Select the staff member — email, department, and job position fill in automatically.
4. Set the day off (last working day).
5. Click Submit.

Expected result: The employee appears in the list. Checklist items are created from their onboarding assets (if any) and from the matching department template. Responsible staff receive an in-app notification.

Note: You cannot add the same person twice — the system shows a warning if they are already on the list.

Step-by-step: Complete checklist items

1. On the resignation list, click the employee's name or the eye icon (requires Edit).
2. In the modal, checklist items are grouped by section (e.g. Assets, IT handover).
3. Tick each completed item.
4. Click Submit to save progress, or use Finish to mark all remaining items complete at once.

Expected result: The Progress column updates (percentage). Completed items cannot be unchecked.

Step-by-step: Final approval (deactivate staff)

1. When progress reaches 100%, a green check button appears on the row (requires Edit).
2. Click it to approve the resignation.

Expected result: Status changes to Agree/Approved and the staff member is deactivated in the system (they can no longer log in).

Step-by-step: Remove someone from the list

1. Use the delete option on the row, or select rows and use Bulk actions → Mass delete.

Expected result: The resignation record and checklist progress are removed. This does not reactivate the staff account if final approval already ran.

Key fields (summary)

Troubleshooting

Related features

• Onboarding (Receiving staff) — asset allocations feed the asset section of the layoff checklist
• Settings → Layoff checklist — template configuration (separate from the operational list page)