Once an employee raises a Separation Request in the HRStop portal, it enters a review workflow where it must be approved or rejected by authorized personnel—such as the Reporting Manager, Admin, or Super Admin, depending on access levels and configurations.
This guide outlines how to view, manage, and approve separation requests, and how to initiate offboarding from the system.
=> Who Can Approve Separation Requests?
The following users can review and act on separation requests:
- Reporting Manager: If your organization allows managers to approve.
- Admin / Super Admin: Has global visibility and full control over all requests.
How to View Separation Requests
=. For Reporting Managers
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Navigate to:
Main Panel → My Team → Separation - This section displays all requests raised by direct reports.
=> For Admins / Super Admins
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Go to:
Control Panel → Employees → Separation Requests - You will see all requests raised across the organization.
Reviewing a Request
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In the Separation Requests list, you can view:
- Employee Name
- Request Date
- Desired Relieving Date
- Reason
- Status (Pending, Approved, Rejected)
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Click the View icon next to a request to see full details:
- Reason for separation
- Feedback & confidential feedback
- Uploaded attachments (e.g., resignation letter)
- Notes from employee or manager
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Take action using the available buttons:
- Approve: Accept the request and begin next steps
- Reject: Decline the request (optionally add comments)
- Edit: Update any fields if needed (admin only)
Notifications After Action
Once a request is approved or rejected, system notifications (if enabled) are sent to:
- The employee
- The reporting manager
- The Admin/Super Admin
This ensures all stakeholders are informed about the exit decision.
Post-Approval Actions for Admins
After a request is approved, Admins can take further action directly from the Action column in the Separation Requests list. Here’s what you can do:
| Action | Description |
|---|---|
| Add Notes | Add additional context or internal comments. |
| Generate Documents | Issue letters such as Relieving, Experience Certificate, or Clearance formats. |
| Mark as Complete | Close the separation request after final processing is complete. |
| Deactivate Employee | Disable the employee’s access to the system. |
| Raise Requisition | Create a new hiring requisition to fill the exiting role. |
| Trigger Offboarding Workflow | Initiate the offboarding steps for the employee. |
| Delete | Remove the request if created in error. (Admin access only) |
Important:
The offboarding workflow is not triggered automatically upon approval.
You must trigger the workflow by clicking the relevant workflow icon in the Action column next to the approved request.
How to Trigger the Offboarding Workflow
To initiate the offboarding process after approving a separation request:
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Go to:
Control Panel → Employees → Separation Requests - Locate the approved request in the list.
- In the Action column, click the Offboarding Workflow icon.
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This will start the organization-defined Offboarding Workflow, which may include:
- Departmental clearances (IT, Admin, Finance)
- Handover checklist
- Exit interview
- Asset return
- Full & Final settlement
You can track the progress of this workflow step-by-step within the employee's profile or workflow module.
Exit Date Mapping
Once approved, the exit date selected in the separation request is automatically mapped to the employee’s profile. This information is critical for:
- Payroll calculations
- Access and asset handovers
- Final settlement documentation
| Scenario | What to Do |
|---|---|
| Absconding or Termination | Admin can create and approve requests manually and then deactivate the profile. |
| Employee Withdraws Request | If revocation is allowed and the request is still pending, the employee can cancel it. |
| Date Changes Needed | Admin can edit the request or manually adjust the relieving date. |
| Manager Not Available | Admin can override the approval or reassign the request. |
Summary
- Separation requests must be reviewed by the assigned manager or admin.
- Admins have access to multiple tools to manage offboarding after approval.
- The offboarding workflow must be triggered manually once a request is approved—it's not automatic.
- Use the Action column icons to manage tasks, generate documents, and complete the process.