Onboarding & resignations

Joiners and leavers, tracked from first day to last.

Track each new hire’s onboarding with a joining date, an HR coordinator and a mentor, invite them to their own HR login, and handle resignations with notice period, last working day and approval. Leave and pay follow the dates.

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Onboarding with joining date, coordinator and mentor
Employee login for My HR by invitation
Resignations with notice and approval
Leave and pay pro-rated to the dates

What is Onboarding & resignations in Flowyana?

Flowyana employee onboarding tracks each new hire from offer to settled in, and its resignation records handle the other end, from notice to last working day. Both sit in HR beside attendance, leave and payroll, for small and mid-sized businesses in India, the UAE, Saudi Arabia and elsewhere.

An onboarding record names the employee, their joining date, an HR coordinator and a mentor, with notes and a status that moves from not started to in progress to completed. The joining date appears on the calendar. Invite the new hire to their own login and they can clock in, apply for leave and read their payslips under My HR from the first day.

When someone leaves, a resignation records the resignation date, notice period, last working day and reason, and is approved or rejected directly or through an approval workflow. The last working day goes on the calendar. Once their status is resigned or terminated, they keep their record and history but no longer count in headcount.

Dates drive the rest: leave accrues only for months in service, and payroll pays only the days between hire and termination. There are no checklists or final settlement calculations, so this suits teams that want joiners and leavers on record rather than a full onboarding portal.

What it does

Onboarding & resignations, in practice.

Onboarding records

One record per new hire with the joining date, an HR coordinator, a mentor and notes.

Onboarding status

Not started, in progress, completed or cancelled, so HR sees who is still settling in.

Joining dates on the calendar

Each onboarding start appears on the calendar for the people involved.

A complete employee record

Department, reporting manager, employment type, hire date, probation end date, bank details, emergency contact and your own fields.

Their own login

Invite an employee by email to a login linked to their record, so they can use My Attendance, My Leaves and My Payslips.

Probation that matters

The probation end date can decide whether unused leave carries into the next year.

Resignations

Record the resignation date, notice period, last working day and reason.

Resignation approval

Approve or reject a resignation, directly or through an approval workflow, and mark it withdrawn or completed.

Last day on the calendar

The last working day appears on the calendar, and drops off if the resignation is withdrawn or rejected.

Leave and pay follow the dates

Leave accrues only for months in service, and payroll pays only the days between hire and termination.

Only need this module?

Get HR & Payroll in the plans for the product you run — two or three plans per product, users and branches included. Add one more user or branch any time.

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How it works

Onboarding & resignations, step by step.

1
Add the employee
Create the employee with hire date, department, reporting manager and probation end date.
2
Start onboarding
Create an onboarding record with the joining date, HR coordinator and mentor.
3
Invite them in
Send the new hire an invitation to their own login for My HR.
4
Record a resignation
When someone resigns, record the notice period, last working day and reason, and approve it.
5
Close the record
Set the termination date and status; leave and payroll stop at that date.

In depth

A closer look.

Employee onboarding with a coordinator and mentor

Each new hire gets an onboarding record with their joining date, an HR coordinator, a mentor and notes. The status moves from not started to in progress to completed, or cancelled if the hire falls through. The joining date appears on the calendar for the employee. The onboarding list shows everyone joining and how far along they are.

Joining date, coordinator and mentor
Not started, in progress, completed, cancelled
Joining date on the calendar
Notes on the record

The employee record and their own login

The employee record holds department, reporting manager, employment type, hire and probation end dates, bank details, emergency contact and nationality, with sensitive pay details visible only to people allowed to see them. Invite the employee by email to a login linked to their record, and they get My Attendance, My Leaves and My Payslips.

Reporting manager drives leave approval
Probation end date for carry-forward rules
Pay details hidden from most roles
Login by email invitation

Resignations with notice and approval

A resignation records the resignation date, notice period in days, last working day and reason. It starts as pending and is approved or rejected by someone allowed to decide, or by your approval workflow, with who approved it and when stamped on the record. It can later be marked withdrawn or completed. The last working day appears on the calendar, and is cancelled there if the resignation is withdrawn or rejected.

Notice period and last working day
Pending, approved, rejected, withdrawn, completed
Approval directly or by workflow
Last day on the calendar

Leave and pay that follow the dates

Leave accrues only for the months an employee is in service, so joiners and leavers get a pro-rated share. Payroll counts only the days between the hire date and the termination date, and skips anyone who left before the period. Employees marked resigned or terminated keep their record but stop counting as staff. As of October 2026 there is no final settlement or gratuity calculation.

Pro-rated leave for joiners and leavers
Pay up to the termination date
Former staff out of headcount
No automatic final settlement

Who it’s for

Businesses that run on Onboarding & resignations.

Retail and restaurant chains

Frequent joiners at each branch, each with a mentor and their own login on day one.

Companies in the Gulf

Onboarding alongside visa and permit documents, and resignations with notice periods on record.

Growing offices

A simple record of who is joining and who is leaving, without a separate onboarding tool.

Clinics and schools

Resignations approved through a workflow, with last working days visible on the calendar.

Service businesses

Probation dates that decide leave carry-forward, and pay that stops on the last day.

Questions

Asked about onboarding & resignations.

What is employee onboarding software?

Employee onboarding software helps HR bring a new hire into the business: who is joining, when, who looks after them and what is still to do. In Flowyana an onboarding record tracks the joining date, an HR coordinator, a mentor and the status.

How do I onboard a new employee in Flowyana?

Add the employee with their hire date and details, create an onboarding record with the joining date, coordinator and mentor, and invite them to a login so they can use My HR.

Does Flowyana have onboarding checklists?

Not as of October 2026. Onboarding has a status, notes, a coordinator and a mentor; keep any step-by-step list in the notes.

Can a new employee log in and see their own HR information?

Yes. Invite them by email to a login linked to their employee record. They then see their own attendance, leave and payslips under My HR.

How are leave days worked out for someone who joins mid-year?

Leave accrues only for the months they are in service, counting a month if they joined by the 15th, so a mid-year joiner gets a pro-rated share.

How do I record a resignation?

Create a resignation for the employee with the resignation date, notice period, last working day and reason. It is pending until approved or rejected, and can later be withdrawn or completed.

Can resignations go through approval?

Yes. Someone allowed to approve resignations decides it, or your approval workflow routes it to the right people.

Does Flowyana calculate final settlement or end-of-service gratuity?

No. As of October 2026 there is no final settlement, gratuity or end-of-service calculation. The last payslip pays the days up to the termination date, and any further amounts are added by hand.

What happens to a former employee’s record?

Set their status to resigned or terminated and the record stays, with its history, but they no longer count as staff in headcount or against your plan’s employee allowance.

Is payroll stopped after someone leaves?

Yes. Payroll pays only the days between the hire date and the termination date, and skips anyone who left before the period began.

Is this suitable for HR teams in the UAE and India?

Yes. Joiners and leavers are tracked the same way in any country, alongside employee documents such as visas and permits for staff in the Gulf.

One platform

Plays well with the rest.

HR & Payroll shares its records with every other module you switch on — no connectors, no re-typing.

HR & Payroll HR & Payroll HR & Payroll HR & Payroll Approvals Automation All features →

Put Onboarding & resignations to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.

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