Coordinate Employee Exits through One Clear Workflow
An exit usually means chasing a laptop, an ID card and a signed clearance form from several people while the employee's last working day comes and goes. GullyHR's exit and offboarding module runs resignation to full-and-final as one tracked workflow, so notice period, clearance, exit interview and final documents happen in sequence, on record, without becoming your job to chase.
What is exit and offboarding software?
GullyHR's exit and offboarding software is the module that manages an employee exit from resignation through notice-period tracking, departmental clearance, asset return, exit interview and full-and-final inputs, to relieving and experience documents. It replaces the email chain and chased checklist most SMBs use to close an exit, and gives HR and management a single view of where each departing employee's exit currently stands.
When businesses ask us for this
- A departing employee's laptop, ID card and access card are returned to three different people, none of whom tell HR.
- Full-and-final settlement is delayed because nobody can confirm all clearances are actually complete.
- An exit interview happens, if at all, informally, and nothing from it is recorded or reviewed later.
- The relieving letter is drafted from scratch each time because the last one cannot be found as a template.
- A resigned employee's system access is still active weeks after their last working day.
- Notice period exceptions, such as an early release, are agreed verbally and forgotten by the time settlement is calculated.
- Management asks for attrition numbers by department or reason, and pulling them together takes several days.
What the work covers
The exit and offboarding module manages an employee exit from resignation through clearance, exit interview and full-and-final input to relieving and experience documents. You provide your current notice-period rules, the clearance checklist and the departments involved, your exit interview format, and the full-and-final input and letter requirements. GullyHR configures the resignation and notice-period workflow, the clearance route across the departments who must sign off, the exit interview and full-and-final data capture, and the relieving and experience letter templates, working from the same employee record created earlier in the employment lifecycle. It is delivered as part of a platform configuration engagement.
Resignation requests
An employee's resignation is submitted and acknowledged through the system, with the notice period and last working date recorded against their record.
Notice-period tracking
The notice period, any agreed exception such as an early release or extension, and the confirmed last working day are tracked against a clear rule.
Clearance workflow
Departmental clearance, from IT and finance to facilities and the reporting manager, runs as a tracked workflow so an incomplete clearance is visible rather than assumed.
Asset return
Company assets issued to the employee, such as a laptop, phone or ID card, are checked off against clearance so an unreturned asset does not go unnoticed.
Exit interviews
A structured exit interview is recorded against the employee's exit record, giving HR a consistent, comparable input instead of an inconsistent, undocumented conversation.
Full-and-final inputs
Attendance, leave balance, recoveries and dues relevant to the final settlement are captured from the exit record rather than reassembled separately at the last moment.
Relieving documents
Relieving and experience letters are generated from an approved template once clearance and settlement are complete, rather than drafted individually each time.
Exit reports
A standing view of exits in progress, pending clearances and attrition by department, reason or tenure, without assembling a report manually.
How it runs
Exit process review
We review your current notice-period rules, clearance checklist, exit interview format and full-and-final process, department by department.
Workflow configuration
The resignation, notice-period, clearance and settlement workflow is configured to match your rules and the departments involved.
Clearance and asset checklist setup
The departmental clearance route and the asset return checklist are configured against the roles who must sign off.
Letter template setup
Relieving and experience letter templates are configured so they generate once clearance and settlement are complete.
Role and permission setup
Access is set so each department sees the exits relevant to them, and HR sees the complete picture.
Data migration
Existing employee records feed directly into the exit workflow, so departing employees do not need a fresh record created.
User training
HR administrators and the departments involved in clearance are trained on processing a resignation, completing clearance and generating documents.
Go-live and adoption review
The workflow goes live for new resignations, with the first cycle reviewed and the clearance route adjusted where needed.
What you receive
- A configured resignation, notice-period and clearance workflow inside the GullyHR platform.
- A departmental clearance and asset-return checklist matching your process.
- Configured exit interview and full-and-final data capture.
- Relieving and experience letter templates configured to generate on completed clearance.
- Role-based access for the departments involved in clearance.
- A training session for HR administrators and the departments who process clearance.
- An exit and attrition reporting view agreed with management.
- A post go-live review meeting.
Who it is for
- Companies where an exit currently depends on an email chain across departments with no single owner.
- Businesses that have had a full-and-final settlement delayed or disputed because clearance status was unclear.
- Multi-department or multi-location businesses where clearance must be collected from several teams before an exit can close.
- Companies that want a consistent exit interview record instead of an informal, undocumented conversation.
- Businesses that need attrition reporting by department, reason or tenure for management or board discussions.
- Companies already using GullyHR for employee records who want exits managed in the same system as the rest of the lifecycle.
Why GullyHR.
GullyHR's process consulting work includes designing exit and offboarding procedures, so this module is built to run a clearance route and settlement sequence that has actually been thought through department by department, not a generic checklist. Because the exit workflow draws on the same employee record used from onboarding onward, an exit closes using data the platform already holds instead of information reassembled from scratch.
What changes
- An exit moves through notice period, clearance, exit interview and settlement as one tracked sequence instead of a scattered email chain.
- Clearance status across departments is visible at any point, instead of being assumed complete.
- Relieving and experience letters are produced from an approved template rather than drafted individually each time.
- Full-and-final input is drawn from the exit record rather than reassembled at the last moment.
- Management can see attrition by department, reason or tenure from a standing report.
Who does what
| Activity | GullyHR | Your team |
|---|---|---|
| Defining notice-period and clearance rules | Configures the workflow to match the agreed rules and departmental sign-offs. | Confirms notice-period terms, the clearance checklist and which departments must sign off. |
| Setting up letter templates | Configures relieving and experience letter templates and the trigger for generating them. | Approves the final wording of each letter template. |
| Processing an individual exit | Provides the system and workflow support; is not a party to the exit itself. | Accepts the resignation, manages the notice period and completes departmental clearance in the system. |
| Full-and-final calculation | Captures the inputs, attendance, leave and dues, from the exit record for the payroll or finance team. | Confirms and processes the final settlement using the captured inputs. |
| Training users | Trains HR administrators and the departments involved in clearance. | Makes staff available for training and follows the workflow once live. |
Where the software fits
The exit and offboarding module works from the same employee record created at onboarding, so an exit does not require re-entering data that already exists in the platform. Clearance moves as a workflow between the departments who must sign off, with status visible to HR at every stage rather than assumed once emails stop arriving. Full-and-final inputs are drawn from attendance, leave and other records already held in the platform, and relieving and experience letters generate from an approved template once clearance and settlement are marked complete.
Ways to engage us
- Demo and configuration
- A demonstration of the exit workflow, followed by configuration to your notice-period, clearance and letter requirements.
- Phased rollout
- The exit workflow can be introduced for new resignations first, without needing to reconstruct exits already in progress.
- Ongoing support
- Continued support for changes to the clearance route, letter templates or reporting after go-live.
Questions we are asked
It manages resignation requests, notice-period tracking, departmental clearance, asset return, exit interviews, full-and-final inputs, relieving and experience documents, and exit reports.
Yes. The clearance route is configured to the departments and locations you actually have, from a single-office business with two or three sign-offs to a multi-location business with several departments involved.
Yes. Because the module works from the same employee record used elsewhere in the platform, existing employee data feeds directly into the exit workflow without separate migration for departing employees.
It sits inside the GullyHR platform and draws directly on employee records, attendance and leave held there. Connection to a system outside GullyHR, such as a separate payroll system, is assessed on request.
Implementation covers exit process review, workflow and clearance configuration, letter template setup, and training for HR administrators and the departments involved in clearance, followed by a review after go-live.
Access is role-based. The departments involved in clearance see the exits relevant to them, and HR sees the complete status across all departments.
It captures the inputs relevant to the settlement, such as attendance, leave balance and recoveries, from the exit record. The settlement calculation itself is confirmed and processed by your payroll or finance function.
Yes, exceptions such as an early release or an extended notice period can be recorded against the exit, with the reason on record.
They generate from an approved template once departmental clearance and settlement inputs are marked complete, rather than being drafted individually for each exit.
Pricing depends on the number of employees, departments involved in clearance, and whether the module is implemented alongside others. It is confirmed in a proposal after reviewing your current exit process.
Yes, exit reports can be viewed by department, reason or tenure, giving management a standing attrition view rather than a manually assembled one.
The first cycle of live resignations is reviewed, and the clearance route or letter templates are adjusted if anything did not fit the actual process.
Prefer to talk first? +91 80958 58589 · hello@gullyhr.com