In situations where an employee cannot initiate a separation request—such as absconding, immediate termination, verbal resignation, or end of contract—HRStop enables Admins or Super Admins to raise a request on their behalf. This ensures the offboarding process is tracked, compliant, and seamlessly integrated into your organization’s exit policies.
This article explains the steps to raise such a request and manage all follow-up actions, including manually triggering the offboarding workflow.
Who Can Perform This Action?
Only users with administrative-level access can raise a request on behalf of an employee. This includes:
- Super Admins
- Admins
- Users with access to: Control Panel → Employees → Separation Requests
Navigation Path
To raise a request:
→ Control Panel → Employees → Separation Requests → +Create New
Step-by-Step Process
1. Select the Employee
From the employee dropdown, select the person for whom the separation request is being raised. Use the search field to quickly locate them by name or employee code.
2. Enter Separation Details
- Request Date – The official submission or acknowledgment date of the separation (e.g., date of termination, resignation receipt).
- Expected Relieving Date – The proposed last working day for the employee, based on notice period or immediate exit conditions.
- Notes – Add brief yet clear context such as:
- “Absconding since 01-Apr-2025”
- “Terminated after performance hearing on 15-Mar-2025”
- “Verbal resignation during manager meeting”
3. Attach Supporting Documents (Optional)
Upload relevant documents like:
- A scanned resignation letter
- HR discussion notes
- Contract closure forms or termination memos
4. Submit the Request
Click Add or Submit to register the separation request. The request now appears in the Separation Requests list for tracking and action.
What Happens After Submission?
If notification settings are active, the following users will be alerted by email:
- The employee (if still active in the system)
- The reporting manager
- The HR/Admin team
You can view the request any time under:
→ Control Panel → Employees → Separation Requests
=> Important: Offboarding workflow does not trigger automatically after a request is submitted—it must be triggered manually.
Triggering the Offboarding Workflow (Manual Step)
To begin the formal offboarding tasks:
- Go to: Control Panel → Employees → Separation Requests
- Find the request you just submitted
- Click the ⚙️ Workflow icon (located in the Action column)
This launches your pre-configured offboarding workflow, which may include:
- IT and asset clearance
- Exit documentation generation
- HR final interview
- Full and Final Settlement
Available Post-Approval Actions
Once a request has been raised, Admins can perform several actions directly from the Action column of the Separation Requests page:
| Action | Description |
|---|---|
| Add Notes | Document any follow-up, updates, or conversations |
| Generate Document | Create letters like Resignation Acceptance or Relieving Letter |
| Mark as Complete | Finalize the separation after offboarding steps are done |
| Deactivate Employee | Disable the employee’s access in HRStop |
| Raise Requisition | Begin hiring process for a replacement |
Delete | Remove the request if created by mistake (admin-only) |
Best Practices
- Confirm the relieving date and reason before submission.
- Use clear and consistent notes for future reference and compliance.
- Attach relevant documentation where available.
- Don’t forget to manually trigger the offboarding workflow after approval.
- Only mark the request as “Complete” once all tasks in the workflow are done.
Summary
Raising a separation request on behalf of an employee allows Admins to manage urgent or irregular exits with accuracy and accountability. Once submitted, the admin can handle documentation, deactivate access, and manually initiate the exit workflow—all within a few clicks.