Resignation Management and Notice Period Tracking

When an employee hands in a resignation, HR records it on the work terms panel with the date and a short reason. ZeniaHR takes the notice period that applies to that person today, counts the resignation day as day one and shows the last working day before saving. On saving, the status moves to On notice, or to Resigned for someone still on probation, and HR, the Company Head and the reporting manager get a bell. The panel then counts down to the last working day, when offboarding takes over.

How it works

On the employee's work terms panel, HR clicks Record resignation.
HR enters the date the resignation was handed in and a short reason, such as moving to another city.
Before saving, the dialog shows the last working day, worked out from the notice period with the resignation day counted as the first day.
On saving, the status moves to On notice; a person still on probation moves straight to Resigned.
HR, the Company Head and the reporting manager get a bell with the resignation date, the last working day and the notice days.
The panel then shows the resignation and a countdown to the last working day, which is when offboarding should be completed.

What you can set

Resignation date: today by default, and never before the joining date.
Reason: at least a few words, saved with the record.
Notice used: the number fixed for the person, else the company rule for probation or confirmed staff, including grade overrides.
Last working day: resignation date plus notice days minus one, because the resignation day counts.
Status after recording: On notice for active or confirmed staff, Resigned for staff on probation.
A resignation cannot be recorded for someone who has already left.
Only users with edit rights on employees can record a resignation.

Why the last working day needs to be exact

The last working day sets off a chain of dates. Handover plans, the replacement's joining date, the final salary and the full and final settlement all hang on it. Under the Code on Wages, when an employee leaves for any reason, wages are due within two working days, so the payroll team needs the date well in advance; see wage payment timelines. Working the date out by hand from a 60-day notice period invites off-by-one mistakes, and an argument over whether the resignation day counts is the last thing either side needs.

Worked example: 60 days' notice in Chennai

Meera Krishnan, a confirmed Senior Accountant in Chennai, hands in her resignation on Monday 2 March 2026. Her notice period is the company's confirmed-staff rule of 60 days. HR opens her work terms, clicks Record resignation, enters 2 March and the reason family moving to Hyderabad. The dialog shows the last working day as Thursday 30 April 2026, because 2 March is day one of 60. HR saves. Meera's status moves from Confirmed to On notice, and HR, the Company Head and her manager get a bell. A trainee on probation resigning on 10 August 2026 with 15 days' notice would show a last working day of 24 August and move straight to Resigned.

Before you record a resignation

A few checks at the moment of recording save corrections later. The date and notice you save drive the status, the bells and the last working day everyone plans around, so settle any special terms with the employee first and then record the resignation once.

If you agree an early release, change the person's notice period on the work terms first, then record the resignation, so the last working day matches the agreement.
Record the resignation with the date it was handed in, not the day HR got round to it.
Write the real reason in a few plain words; the structured exit reason is chosen later at offboarding.
Start planning the final settlement early; the full and final process has several steps.

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Frequently asked questions

How do you calculate the last working day after a resignation?

ZeniaHR counts the resignation day as the first day of the notice period. So a resignation handed in on 2 March with 60 days' notice gives a last working day of 30 April. The dialog shows this date before HR saves, so it can be checked with the employee on the spot.

What happens to an employee's status after a resignation is recorded?

An active or confirmed employee moves to On notice until the last working day. A person still on probation cannot go on notice under the status rules, so they move straight to Resigned, and their last working day is still worked out from the probation notice period. The change is written to the status history.

Who is told when a resignation is recorded?

HR, the Company Head and the employee's reporting manager each get a bell with the name, the resignation date, the last working day and the notice days. The person who recorded the resignation is left out, since they already know, and the move to On notice appears in the status history.

Can the notice period be shortened for one employee?

Yes. Set a different number of notice days on that person's work terms panel before recording the resignation, and the last working day is worked out from it. A blank field follows the company rule, which is 15 days during probation and 60 days after confirmation by default.