02 · Lifecycle

From offer to settlement, without a spreadsheet.

Onboarding and exit are the two processes where HR loses the most time and makes the most expensive mistakes. Both are governed workflows here, with statutory data captured at the right moment rather than chased later.

Onboarding + exit specs
30req
Statutory, pre-filled
5forms
Exit scenarios
8types
Re-keying by HR
0

Onboarding

The joiner does the data entry. HR verifies.

A tokenised portal — no login required — where the accepted candidate completes their own profile, uploads documents and enters bank and statutory details before day one. Progress saves per section, so it can be finished across several sittings on a phone.

ONB-1/2

Offer & e-sign

Template-driven offer and appointment letters per company, merging the salary break-up from the CTC engine. Tracked issue, acceptance, decline or lapse against a validity window, with e-sign where you have a provider and audited click-accept where you do not.
ONB-3

Joiner portal

Mobile-first and login-free. HR sees live completion percentage per joiner rather than chasing by email.
ONB-6

Background verification

Trigger a vendor case by webhook and hold the returned status against the joiner. Gate day-one access or confirmation on it.
ONB-7/8

Conversion to employee

On the date of joining the joiner record becomes an employee record in one transaction — profile, mappings, salary structure, leave policy with pro-rated opening balances, shift and documents. Nothing is re-keyed.

Document checklist — India default

Identity & statutory

PAN, Aadhaar or alternate ID, UAN, previous PF member ID, ESIC insurance number

Banking

Cancelled cheque or statement header, cross-checked against the account and IFSC entered

Employment

Relieving letter, experience letter, last three payslips, previous Form 16 for TDS continuity

Education

Highest qualification certificate and marksheet

Personal

Photograph, address proof, emergency contact, dependants where medical cover applies

Configurable per employment type. A rejected upload returns a reason and reopens that single item, not the whole checklist.

Statutory forms, pre-filled

EPF Form 11Previous membership declaration — decides whether PF is compulsory and whether a transfer is needed
EPF Form 2Provident fund and pension nomination, validated against declared dependants
Form FGratuity nomination under the Payment of Gratuity Act
ESIC Form 1Declaration where the employee is within the wage threshold
Form 12BBInvestment and exemption declarations for tax projection
ONB-9

Statutory enrolment

PF applicability including the excluded-employee case, UAN generation or linking, transfer indication, ESIC threshold and implemented-area check, PT and LWF applicability — each stored with its reason.

ONB-10

Day-one provisioning

IT accounts, hardware from the asset register, access cards, licences and payroll verification, fanned out with owners and SLAs.

ONB-12

Probation & confirmation

Raised before probation ends with four outcomes, and a confirmation salary revision that generates arrears if processed late.

ONB-14

Bulk import

Mid-year go-live with YTD earnings, tax deducted, leave balances and loan balances — because you cannot restate the year.

Why the importer matters

The bulk importer is the single largest determinant of whether a customer goes live in fourteen days. We treat it as a first-class product surface with dry-run validation and per-row error reporting, not as an implementation utility.

Exit

Where most HR software stops caring.

Competitors typically treat exit as a status change followed by a spreadsheet. Here it is a computed last working day, a parallel clearance gate, statutory close-out, and a settlement that cannot release until clearance closes.

EXIT-1

Eight exit types

Resignation, termination, termination for cause, probation termination, abscondment, retirement, contract completion and death in service — each with its own notice rules, approval routing, document set and settlement treatment. Death in service routes to the nominee, waives the five-year gratuity qualifying period, and suppresses routine employee notifications.
EXIT-3

Notice period engine

Notice resolves by precedence — employee override, then grade, then employment type, then company default — and computes the earliest permissible last working day. Whether leave taken during notice extends that date is an explicit setting, because it is a routine source of dispute.
EXIT-4

Shortfall, buyout & waiver

Shortfall is valued on your configured basis and resolves as recovery, buyout or waiver — every waiver an audited approval with a reason. The same engine computes notice pay in the opposite direction when you terminate.
EXIT-6

Clearance, in parallel

IT, admin, finance, manager and HR clear simultaneously rather than in series. Each item resolves as cleared, cleared with a recovery amount that carries into settlement, or waived with a reason.
EXIT-11

Documents on condition

Acceptance letter on approval, relieving letter on clearance closure, experience or service certificate, and a no-dues certificate — with the option to withhold until settlement is paid, since practice varies and the sequencing is contractual.
EXIT-12

Statutory close-out

Final part-year tax computation and Form 16, PF date-of-exit in the ECR with withdrawal and transfer guidance, ESIC closure, gratuity Form I and the 30-day payment obligation, and the final PT and LWF deduction landing on the correct side of the contribution period.

What clearance actually covers

  • IT — device return, account and VPN revocation, licence reclaim, mailbox delegation
  • Admin — access card, keys, seat, parking, uniform
  • Finance — travel advances, corporate card, pending claims, outstanding loans
  • Manager — knowledge transfer signed off by the receiving party, not just the leaver
  • HR — document collection, exit interview, policy confirmations

Attrition analytics that mean something

  • Attrition by company, branch, department, grade, manager and tenure band
  • Voluntary versus involuntary, regrettable versus non-regrettable
  • Early attrition inside 90 and 180 days — a direct read on onboarding quality
  • Exit-reason distribution from structured interview responses
  • Average days from resignation to settlement — the number HR heads are judged on

Access after exit

Product access is revoked at the end of the last working day, but self-service stays open in a restricted mode for a retention window you configure — so a former employee can still reach payslips, Form 16 and their settlement statement without emailing your HR team.
NextAttendance — shifts, punch and leave
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