Exit management for hotels and resorts

Notice by grade

Notice is set in the work terms policy as two figures, one for probation and one after confirmation, with per-grade overrides: for example 15 days in probation, 30 days for associates after confirmation and 60 to 90 days for heads of department, who hand over teams, vendors and audits. When a resignation arrives, record it in ZeniaHR the same day; that fixes the last working day and switches the employee's status to on notice, giving the head of department time to plan the roster while HR starts hiring.

Clearance: keys, uniforms and quarters

Security matters most at exit. Collect and deactivate key cards and any master key on the last day, recover uniforms, name badges and locker keys, and take the float back from cashiers. Staff in quarters vacate by an agreed date, and housekeeping checks the room. The HR steps are in ZeniaHR's 8-item exit checklist; the physical items go on a department clearance sheet, signed by each head of department and uploaded to the employee's documents.

• Key cards and master keys returned and deactivated
• Uniforms, name badge and locker key returned
• Cash float and guest ledger handed over by cashiers
• Staff quarters vacated and checked

What the settlement contains

The Code on Wages gives two working days, from the date an employee leaves for whatever reason, to pay what is owed. Run it as an off-cycle payroll, and check each component before the last day, so nothing waits for the next monthly run. A fixed-term seasonal employee's gratuity is due pro rata, since the five-year minimum does not apply to fixed-term staff, so it belongs in the season-end settlement; the gratuity calculator helps check the amount.

• Salary for the days worked in the final month
• Approved overtime, including the last banquet nights
• Leave encashment for the earned leave balance
• Gratuity after five years of continuous service, or pro rata for fixed-term staff
• Less any agreed recoveries, such as an unpaid advance

Season end at a resort

When the season ends, many fixed-term contracts end in the same week. Plan it like an event: fix each person's last day from the contract, run clearance department by department, settle everyone through off-cycle payroll within two working days, and record one of the 20 structured exit reasons for each person. Rate each seasonal employee in the end of season review and keep the good ones in the previous employees list, so next season's hiring starts with a phone call rather than an advertisement.

How to set it up in ZeniaHR

1. Put two notice figures in the work terms policy, one for probation and one after confirmation, and give head of department grades a longer override.
2. Enter each resignation the day it lands; ZeniaHR then fixes the last working day and marks the employee on notice.
3. Work through the 8-item exit checklist on the final shift, then upload the clearance sheet signed by every head of department.
4. Settle each leaver through an off-cycle run inside the two-working-day limit, with leave encashment and, for fixed-term staff, pro rata gratuity.
5. Record an exit reason for every leaver, and keep good seasonal staff in the previous employees list for rehiring.

Read more about employee records and exits in ZeniaHR.

Roles this applies to

Frequently asked questions