Notice by role
Pharmacists and store managers commonly serve one month, and assistants and riders 15 days, with shorter notice during probation. Record them in the Work terms policy, using grade overrides for store managers. If a pharmacist asks for early release, agree only once a relief pharmacist is booked for the remaining days, because the store cannot dispense without one.
Handover at the counter
Start by logging the resignation in ZeniaHR, which fixes the last working day and marks the person as on notice. The 8-item exit checklist then tracks clearance alongside the counter handover, and each leaver is tagged with one of the 20 structured exit reasons for later analysis.
- Cash drawer count and float handed over, signed by both people
- Schedule H1 and other registers reviewed and signed off
- Fridge temperature log and near-expiry list handed over
- Keys, ID card, uniform and store phone returned
- Pending customer orders and credit notes explained
- Billing system login disabled on the last day
Final settlement and deductions
Final dues have to reach the employee within two working days of the last day, however the exit happened; see the wage payment timelines. Include paid days to the exit date, pending incentives for the last month, approved overtime and leave encashment as per policy. A recovery for a proven cash shortage must stay within the permitted deductions. Process the settlement as a separate off-cycle run, where paid days end at the exit date. Anyone with five years of continuous service is also owed gratuity, at 15 days' wages per completed year, paid along with the settlement.
Licence updates and rehiring
Tell the licensing team the day a linked pharmacist resigns, and plan the replacement's paperwork before the last day. Record the exit reason: pharmacists often leave for hospital pharmacy jobs or government posts, and assistants for better-paying retail roles. Mark rehire eligibility too, because good assistants who left for another chain sometimes return, and a rehire from the previous employees list needs only updated documents.
How to set it up in ZeniaHR
- Enter notice days for probationers and confirmed staff, with store manager grade overrides, in the Work terms policy.
- Record the resignation in Employees and book relief cover for the notice period in the roster.
- Complete the 8-item exit checklist with the store manager, including the cash and register handover.
- Run an off-cycle payroll for final dues and pay within two working days of the last day.
- Record exit reasons and rehire eligibility, and review them store by store each quarter.
Read more about employee records and exits in ZeniaHR.
Roles this applies to
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What is the notice period for pharmacists in retail chains?
It is set in the appointment letter, commonly one month after confirmation and shorter during probation. Early release is usually agreed only when a relief pharmacist can cover the remaining days, since the store cannot dispense without a pharmacist.
What should be checked before a pharmacy employee leaves?
The cash drawer and float, the registers the employee maintained, the fridge temperature log and near-expiry list, keys, ID card, uniform and store phone, pending customer orders, and the billing login. For a pharmacist, the licensing team must also be told so the store's papers can be updated.
When must final settlement be paid to a pharmacy employee?
Within two working days of the last working day, for any kind of exit. Run it as a separate off-cycle payroll with paid days to the exit date, pending incentives, overtime and leave encashment as per policy, and only permitted recoveries.