The Separation Request module in HRStop empowers employees to formally initiate their resignation or exit process in a professional and structured manner. By submitting a separation request, the employee triggers the offboarding workflow, ensuring a seamless transition while maintaining compliance with organizational policies.
This feature is available only if it has been enabled by the Super Admin/Admin in your organization.
Pre-requisites
Before proceeding, make sure:
- The Separation Request module is enabled by your organization.
- You have access to Main Panel → My Home → Separation Request in your portal.
- You understand your company’s notice period and resignation guidelines.
Where to Find the Separation Request Form
To raise your request:
- Log in to the HRStop employee portal.
-
From the main navigation, go to:
Main Panel → My Home → Separation Request
If the feature has been enabled, this section will be visible under your self-service dashboard.
Steps to Raise a Separation Request
Once you're on the Separation Request screen, follow these steps:
1. Fill in the Separation Details
Here’s what the form typically includes:
| Field | Description |
|---|---|
| Reason for Separation | Select or enter the reason for your resignation (e.g., personal, relocation, career growth, higher education, etc.) |
| Desired Leaving Date | Based on your notice period, this will automatically calculate or allow you to choose your expected last working day. |
| General Feedback | Share your thoughts about your experience in the organization. This can help improve HR policies and practices. |
| Confidential Feedback (optional) | Enter any sensitive feedback you wish to share only with the HR team. This will not be visible to your reporting manager. |
| Attachments | Upload supporting documents if required, such as a signed resignation letter or medical certificate. |
Note: If your organization has enabled it, you may also be required to acknowledge certain terms and conditions before submission.
2. Submit the Request
Once all fields are completed:
- Click on “Submit”
- You may receive a confirmation message or pop-up alert indicating successful submission.
What Happens After Submission?
Once you submit your separation request :-
-
Email notifications (if enabled) are sent to:
- Your Reporting Manager
- The HR/Admin team
- Yourself (for confirmation and tracking)
-
The request moves into an approval queue:
- Your Reporting Manager and/or Admin will review your request.
- They can approve, reject, or ask for additional details if required.
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You can monitor the status of your request from the same page under:
Main Panel → My Home → Separation Request
The status may show:
- Pending Approval
- Approved
- Rejected
- Completed
Revoking a Request (If Enabled)
If your organization has enabled the revoke option, and your request is still in the “Requested” state (i.e., not yet approved), you may have the ability to withdraw your resignation.
To do so:
- Navigate back to the same screen.
- Click “Revoke” next to your submitted request.
=> Important Notes
- The Desired Relieving Date is often calculated based on your notice period settings defined in your employee profile.
- Ensure your request includes any mandatory attachments, especially if this has been configured by your HR team.
- HR may initiate a formal offboarding process after approval, including exit interviews, clearances, asset handovers, and document generation (e.g., relieving letter, experience certificate).
Best Practices Before Submitting
- Talk to your manager or HR before submitting if possible.
- Make sure your reason and last working date align with your employment contract or offer letter terms.
- Provide honest and constructive feedback in the general and confidential feedback sections.
Visibility and Transparency
Your separation request is visible to:
- You (employee)
- Your Reporting Manager
- Admin/Super Admin
- HR team (if mapped)
Depending on your organization’s policy, you may receive updates as your request moves through the approval and exit workflow.