Offboarding and employee exits in Pitch N Hire HRMS

What offboarding includes

What does attrition mean in HR, and how is it recorded?

Attrition is the departure of employees from the organisation over a period, whether they chose to leave or the employer did. The definition of employee attrition that matters operationally is the one your reporting uses, so Pitch N Hire records the exit type explicitly on every separation, whether resignation, termination, end of contract, retirement or non-confirmation after probation, alongside a reason drawn from a list you maintain and the tenure reached at the point of leaving. That distinction separates voluntary from involuntary attrition, and mixing the two makes any rate uninterpretable. Regretted and non-regretted exits are flagged apart, because a departure the organisation would have prevented and one it would not are different signals entirely. None of this is inferred from a headcount snapshot after the fact; the record is created during the exit itself, which is why it stays accurate.

What happens when an employee resigns?

A resignation is logged against the employee record, either by the employee from self-service or by HR on their behalf, with the date submitted and the reason given. That single entry starts everything else. Pitch N Hire calculates the last working day from the notice terms held on the employment record, opens the clearance checklist, schedules the exit interview, and notifies the reporting manager, HR, IT, admin and finance according to the routing you configure. The manager records acceptance or a request to reconsider. Until acceptance is recorded, nothing downstream is actioned, so a withdrawn resignation leaves no residue in the asset or access queues. Where a settlement or a garden-leave arrangement changes the shape of the notice, that variation is captured as a field rather than negotiated by email and forgotten by the time payroll runs.

How is the notice period tracked against the last working day?

The last working day is calculated, not typed. Pitch N Hire takes the notice terms held for that employee, applies the resignation date, and proposes a date HR can override with a reason recorded. Leave taken during notice adjusts it where your policy says notice must be served in working days, a buy-out shortens it, a waiver removes it, and an extension by mutual agreement moves it out. Every one of those variations is a field on the record rather than a note in a mail thread, which matters because the final settlement, the letter dates and the revocation schedule all read from it. A countdown is visible to HR and the manager, and clearance tasks are scheduled backwards from that date so they do not all arrive on the last morning.

What does the exit interview capture?

Exit interviews are held as a form so the answers can be read together later instead of living in one person's notes. The structured section asks about the reason for leaving, the role, the manager relationship, workload, development, pay and whether the person would return or recommend the organisation. A free-text section takes what the questions missed, which is frequently the most useful part of the whole conversation. HR decides who conducts it, and someone outside the reporting line is common, since candour drops sharply when the interviewer is part of the reason. Responses can be restricted to HR rather than shared with the manager, and being explicit with the leaver about that is worth the sentence it costs. Aggregated across many exits, the structured answers become reason analysis that no single conversation provides, sitting beside the same themes measured in engagement surveys.

Who signs off the clearance checklist?

Clearance runs as parallel sign-offs rather than as a form carried from desk to desk. Every department holding an obligation gets its own item. The reporting manager confirms work handover, IT confirms accounts closed and devices wiped, admin confirms assets and access cards returned, finance confirms advances, reimbursements and any recovery, and HR confirms documents and standing obligations such as confidentiality undertakings. Each owner clears their own line with a timestamp and, where something remains outstanding, a note saying what and by when. Nothing queues behind a department that has nothing to clear. HR sees one board with every open item across every leaver, which is the view that stops a settlement being released before a recovery has been recorded. Items still open past the last working day escalate rather than sitting quietly unclosed.

Where do asset return and access revocation get recorded?

Assets are reconciled against what was issued, not against memory. Everything allocated during joining already sits on the employee record with its serial or tag, so the return list is generated rather than compiled: laptop, phone, access card, keys, SIM, tools, uniform. Each item is marked returned with a date and condition, or left outstanding with a note and a value flagged to finance. Access revocation runs as a parallel list, one line per system, each closed by whoever owns that system with the time it was done. Revocation for critical systems can be scheduled to the last working day itself rather than to whenever the paperwork finishes, which is the gap most manual exits leave open. Both lists remain attached to the record afterwards, so an audit asking when access ended has a dated answer.

What happens to knowledge handover before the last day?

Handover is a task with a named recipient, and that is what separates it from an intention. The manager lists what has to transfer, covering live projects, recurring responsibilities, client and vendor relationships, credentials held personally, and documents stored outside shared locations, and each item names the employee receiving it. The leaver marks each one handed over and the recipient confirms receipt, because a handover only one party has recorded is not a handover. Documents move into shared folders rather than staying in a personal drive that is about to be closed. Where a responsibility has no obvious recipient, it surfaces as unassigned in the manager's view while there is still time to place it. Scheduling handover early in the notice period rather than at the end is the difference between a transfer and a summary.

How are relieving and experience letters issued?

Letters are merged from the employment record, so dates, designation, department and employment period come from the same source the payroll and statutory history used. HR picks a template, previews the merged document, and issues it once clearance and the final settlement have reached the stage your policy requires. That sequence is configurable, because organisations differ on whether a relieving letter waits for settlement or accompanies it. Issued letters are stored in the employee's document folder and stay retrievable after the record moves to inactive, which is what turns a verification request years later into a lookup rather than an investigation. The settlement itself is calculated in payroll and described under payslips and settlements; this module supplies the dates and the clearance status that release it.

What does the exit record feed into analytics?

Every closed exit writes a row reporting can read: exit type, reason, tenure at leaving, department, location, manager, and whether the departure was regretted. From that, hr analytics builds attrition views by team, by tenure band and by reason over time, and shows where departures concentrate. Early attrition among recent joiners points at hiring or at the first weeks rather than at the role itself, which makes it a direct check on onboarding. Reason data is only as good as the discipline behind it, so keep the reason list short and defined, and separate voluntary from involuntary before comparing anything to anything else. Because the record is created during the exit, the numbers are built from events rather than reconstructed from headcount snapshots taken months apart.