Letters
| Letter | Made automatically when |
|---|---|
| Appointment | An employee is added |
| Confirmation | The probation end date arrives |
| Increment | A salary is revised |
| Relieving, experience, full and final | The full and final settlement is paid |
| Offer and any other | Only when HR issues it |
Setting up and issuing
- Letters › Templates › Letterhead and signatory, once. Choose a layout (classic, logo on the left, centred, minimal, or your own header and footer pictures), your colour, and the address, phone, email and website for the footer. Preview letterhead shows a sample letter.
- Edit any template's wording, or Upload a Word draft: blanks become fields that fill in by themselves.
- Page margins (mm) in Letterhead and signatory set the space at the top, bottom and sides. To print on your own printed letterhead paper, choose the layout Printed letterhead paper, or keep your layout and use For letterhead paper on a letter: that copy has only the margins. Preview on letterhead paper shows how it sits.
- An Annexure heading starts on a new page, and tables are not split across pages. Downloads are named like Employee Name - Appointment letter.pdf.
- Automatic letters wait as drafts in Letters › Letters. Open and Check and issue. Issued letters show in the employee's My letters.
- By hand: Issue a letter, pick the person and the letter.
Letters the employee signs
- On a template, set Employee signs it to with a one-time code (OTP). Once issued, the employee is told and the letter waits for them in My letters.
- They read it, press Sign › Email me the code, and enter the 6-digit code (valid 10 minutes, 3 tries). Entering it is their signature.
- The signed copy is saved in their documents with an "Accepted and signed electronically" box and a signature certificate page: who, when, how, from which IP and device, the fingerprint (SHA-256) of the letter as issued, and a QR code.
- The QR opens a public page that confirms the signature and checks whether a PDF is the unchanged signed copy.
- The Signature column in Letters › Letters shows who has signed.
- For bonds and high-value agreements, set the template to Aadhaar eSign (Leegality). The employee presses Sign with Aadhaar in My letters, signs on Leegality with the OTP sent to the mobile linked to their Aadhaar, and the signed PDF is saved in their documents. Check signature fetches it if it has not arrived.
The one-time code is an electronic acceptance under the IT Act (section 10A), good for offer and appointment letters, policies and the like. Aadhaar eSign is an electronic signature under the IT Act (Second Schedule). Codes go by email for now; SMS needs DLT registration.
Resignations
- The employee resigns from the profile menu (top right) › Leaving the company. They pick a reason, write their note, read the notice terms and agree before sending.
- The approver can Accept, Hold (to talk first), mark Stays after discussion, or Not accept with a reason. On accepting, they set the last working day and who takes over the work.
- On acceptance the resignation acceptance letter is issued and the employee signs it with a code.
- HR can also use Record an exit in People › Exits for a termination, retirement, or a resignation on paper. No approval is needed.
- Exit settings on the same page: when notice starts (from the day the resignation is given, or from acceptance), notice in probation, leave during notice, who clears IT, Admin and Accounts, the exit interview questions, and the days to reply to an absconding notice.
During notice: clearances
- An exit checklist is made: handover, manager sign-off, IT, admin, accounts, assets still held, exit interview, no-dues. Each person sees their own lines in People › Exit clearances and is told when one is waiting. Lines with nobody set fall to HR.
- The leaver writes handover notes; the person taking over confirms the handover.
- The leaver fills the exit interview; only HR sees the answers.
- When every line is cleared, the no-dues declaration is issued for the leaver to sign with a code.
The last day and after
- On the last working day at 9 am the manager, IT and HR are told. The full and final is prepared 3 days before and is due within 2 working days of leaving.
- After the last day the person shows as Left, formalities open and can still sign in to finish their part. Close exit switches off the login and records whether you would rehire them.
- On closing, the person gets a private documents link for 90 days: letters, payslips, full and final and Form 16 (upload it as a document of type Form 16). It opens with the last 4 digits of their mobile.
- Reports › People › Attrition and Exit reasons.
Absconding
- Record an exit › kind Absconding, with the date the absence began.
- An absconding notice is issued at once and emailed to their work and personal email, with a private link to reply (it opens with the last 4 digits of their mobile). Edit the wording in Letters › Templates to match your policy.
- No reply in the set days (7 by default): a final notice goes out at 9 am.
- A reply reaches HR in the bell; read it with Their reply in Exits.
- Then Returned to work (the case closes and they carry on) or Close as absconding (they leave the day before the absence began; the usual checklist and full and final follow).