ESS Portal – Complete Exit Process Flow Configuration

The ESS Portal provides a functionality to manage employee resignations through a defined exit process. Employees can initiate a resignation request, which is routed to the Reporting Manager or ER (Employee Relations) team for further action.

To enable and configure this feature, follow the steps outlined below.

Step 1: Enable Resignation Functionality in ESS Portal

To make the resignation option visible to employees in the portal:

1. Navigate to:
   Dashboard > Setting List > Staffing Master > HR Option > Self Service

2. Enable the "Resignation in ESS" option.

3. Note: This HR option can be configured client-wise. Enabling this option will make the resignation functionality visible for mapped contract employees in the ESS portal.

Step 2: Configure Resignation Approval Matrix

Set up the approval flow to ensure resignation requests are routed correctly:

1. Navigate to:
   Setting List > Company Setup > Portal Setting > Approval Setting

2. Click on "+" to add a new approval type:

   • Type: Exit Request

   • Map the approval hierarchy (e.g., Reporting Manager → HR)

   • Supports multi-level approval workflows.

Step 3: Configure Resignation Mailers

Email notifications can be triggered to both employees and approvers during the resignation process.

• Navigate to:
  Dashboard > Setting > General Master > System Mailer

• Choose "Exit Mailer Template" and configure the mail templates for:

  • Exit Mailer to Consultant: Sent to employees upon resignation submission.

  • Exit Mailer to Approver: Sent to Reporting Manager with CC/BCC options.

  • Exit Action Approval Mailer: Includes approve/reject action buttons for approvers.

Step 4: Exit Declaration Configuration

Collect declarations from employees during resignation submission:

1. Navigate to:
   Setting List > General Master > Declaration Option

2. Choose "Employee Resignation".

3. Click on "+" to add declaration questions:

   • Add title and body text

   • Choose response type (Yes/No, Text, etc.)

   • These declarations will be submitted by the employee along with their resignation.

Step 5: Map Reporting Manager Details

Ensure each employee is mapped to a valid Reporting Manager as per the configured approval matrix.

If no approver is mapped, the system will show an error ("Reporting Manager is Missing") during resignation submission.

Step 6: Submit Resignation via ESS

Once the above configurations are complete, employees can:

1. Click on the "Resignation" option in the portal.

2. Fill in all mandatory fields and declarations.

3. Submit the resignation.

Upon submission:

• Approval notifications are triggered to the designated approver.

• Based on the Approve/Reject status, HR will process the next steps.

• The Last Working Day (LWD) will be finalized in the system post-approval.

Step 7: Resignation Reason Master Setup

Create and manage standard resignation reasons:

1. Navigate to:
   Setting List > General Master > Resignation Reason

2. Add reasons for employees to select during resignation.

Step 8: Notice Period & LWD Update

Configure default notice periods and update actual LWD based on approval.

Note : HR can manually adjust the LWD in the application after confirmation from the approver.

Step 9: Notice Period Recovery Information

In cases where an employee does not serve the full notice period, the system allows HR to configure and manage Notice Period Recovery to recover unserved days as per company policy.

Configuration Steps:

1. Define Notice Period(if applicable):

   • Define:

     • Standard notice period (in days)

     • Recovery applicability (Yes/No)

     • Recovery calculation method (e.g., per day salary)

2. Employee Record Setup:

   • Ensure employee’s salary, notice period, and LWD are updated in the system.

3. Calculate Recovery Amount:

   • System will auto-calculate the recovery amount if the employee’s actual working days are less than the required notice period based on salary header marked with notice period recovery.

   • Formula (example):
     Unserved Days × Per Day Gross Salary = Recovery Amount

4. Exit Clearance Tab (HR View):

   • Navigate to:
     Employee Profile > HR Details > Employment Details > 

   • View/edit recovery amount under “Notice Period Recovery” field.

   • 

5. Payroll Impact:

   • Recovery amount can be adjusted in F&F (Full and Final) settlement during exit payroll processing.

   • System-generated F&F report will show deduction under "Notice Period Recovery."

Step 10: View Pending Approvals (HR Panel)

HR users can track all pending resignation approvals:

1. Navigate to the Employee Dashboard

2. Check by clicking on Resignation HR Approval to follow up with concerned approvers.

Step 11: Exit Reports

Generate and export resignation-related reports:

1. Navigate to:
   Reports > Associate/Consultant/Employee Reports>Use available filters to download

2. Consultant Resignation Report

3. Consultant Exit Report

4. Consultant Exit Declaration QA Report