Bookings and customers first
A consultant's open bookings, pending finance files and hot enquiries should move to a named colleague before the last day, with a call from the new consultant to each booked customer. Customers who paid a booking amount should hear from the dealership, not discover the change at delivery. For advisors, open job cards move to another advisor with a note on every promise made to the customer.
Keys, tools, cash and uniforms
Collect everything through the exit checklist so that nothing depends on memory. A missing tool or an unreconciled booking amount is far easier to sort out during the notice period than after the person has joined a rival dealer. Accounts should sign off on cash before the last day, and the works manager on the tool kit.
- Demo car keys, fuel cards and trade plates returned
- Technician tool kit checked against the issue list
- Booking amounts and cash collected from customers reconciled with accounts
- Uniforms, ID card and locker keys returned
- Access to the dealer management system and manufacturer portals removed
Incentives and the final settlement
Write the exit rule for incentives into the scheme, for example that incentives are paid on units delivered and invoiced by the last working day. Take a consultant with a monthly gross of ₹19,500 on a 30-day basis who leaves after 18 days. Salary for those days is ₹11,700. Add an incentive of ₹3,600 on units delivered before exit and encashment of 6 earned leave days at basic of ₹10,500 / 30, which is ₹2,100, then subtract a festival advance balance of ₹4,000, recovered within the deduction rules. The net settlement is ₹13,400, payable within two working days of exit.
Rehiring for the next season
Many consultants leave after the festive season, and some want to come back the next year. Record a structured exit reason and a clear note on whether you would rehire. Before Navratri, check the previous employees list for good performers who left on good terms: a returning consultant knows the models and the customers and needs little training. Long-serving technicians who leave after five years of continuous service are also due gratuity.
How to set it up in ZeniaHR
- Record the resignation to set the last working day, and reassign open bookings and job cards the same day.
- Use the 8-item exit checklist for keys, tools, cash, uniforms and system access, and select the structured exit reason.
- Put the final incentive, encashed leave and the advance balance into an off-cycle run as payroll inputs, and pay within two working days.
- Look at the gratuity and settlement reports for technicians and other staff with long service.
- Before each festive season, review the previous employees list and exit reasons to find good consultants worth rehiring.
Read more about employee records and exits in ZeniaHR.
Roles this applies to
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What happens to a sales consultant's bookings when they resign?
They are reassigned to a named colleague before the last working day, and the new consultant calls each booked customer. Booking amounts collected by the leaving consultant are reconciled with accounts, and the incentive rule decides who earns the incentive on deliveries made after the exit.
Is incentive paid for vehicles delivered after an employee leaves?
Only if the scheme says so. Many dealerships pay only for units delivered and invoiced up to the last working day, since a colleague completes any later delivery. Write the rule into the scheme before anyone resigns, so the final settlement is not a negotiation.
How quickly must a dealership settle a leaving employee's dues?
Wages due are payable within two working days of the last day, whether the person resigned, was dismissed or simply stopped coming. Settle incentives earned, leave encashment and any advance recovery in the same settlement, and add gratuity for anyone with at least five years of continuous service.