Employee Layoff Management

The Layoff Management feature in Thulo HR Records is used to manage employee resignation, termination, and offboarding processes through a structured checklist workflow.

The layoff process ensures that all required tasks are completed by the responsible departments before an employee leaves the organization.

Layoff Workflow

The employee offboarding process follows the workflow below:

Create Layoff Checklist Template
            ↓
Configure Layoff Process Steps
            ↓
Create Employee Layoff Record
            ↓
Complete Checklist Tasks
            ↓
Approve Layoff
            ↓
Deactivate Employee Account

Step 1: Create a Layoff Checklist Template

A Layoff Checklist Template defines the standard offboarding process used within the organization.

Create a New Layoff Checklist Template

1. Navigate to Thulo HR → HR Records.

2. Select Settings → Layoff Checklist.

3. Click Add.

Step 2: Configure the Layoff Checklist

The system will display the Add Layoff Checklist screen.

1. Enter the required checklist information.

2. Click Save to create the checklist.

Alternatively, click Close to cancel the operation.

Result

After saving, the system automatically opens the Configure Layoff Checklist screen where the offboarding steps can be defined.

Step 3: Configure the Offboarding Process

The Configure Layoff Checklist screen is used to create the individual steps that must be completed during the employee separation process.

From this screen:

• Click Add to create a new step.

• Click Back to return to the Layoff Checklist list.

Step 4: Add Process Steps

When selecting Add, the system will display a form for creating a new offboarding step.

Required Information

Step Name

Enter the name of the offboarding activity.

Examples:

• Return Company Assets

• Complete Exit Interview

• Revoke System Access

• Settle Outstanding Payments

• Collect Company ID Card

Person in Charge

Select the employee responsible for completing and updating the step.

After entering the required information, click Save.

Result

The step is added to the layoff workflow.

Important Note

The Person in Charge field retrieves employee data from:

HR Records → Employees

The selected employee will have permission to update the completion status of the assigned offboarding step.

Step 5: Create an Employee Layoff Record

After creating the layoff checklist template, you can initiate the offboarding process for a specific employee.

Create a New Layoff Record

1. Navigate to HR Records → Layoff Checklist.

2. Click New Layoff Checklist.

Step 6: Enter Layoff Information

The New Layoff Checklist screen will be displayed.

1. Select the employee.

2. Select the applicable layoff checklist template.

3. Enter the required information.

4. Click Save.

Alternatively, click Close to cancel the operation.

Result

The layoff process is created and assigned to the selected employee.

Step 7: Update the Layoff Process

As each offboarding activity is completed, the progress can be updated.

View Layoff Details

1. Navigate to HR Records → Layoff Checklist.

2. Locate the employee layoff record.

3. Click View Details.

Result

The system displays the checklist and current completion status for the selected employee.

Step 8: Complete Checklist Tasks

On the Layoff Checklist Details screen:

1. Mark completed tasks.

2. Update the progress status.

3. Click Save.

Alternatively, click Close to exit without saving.

Result

The system updates the completion percentage of the layoff process.

Layoff Approval

When all checklist items have been completed and the progress reaches 100%, the layoff can be approved.

Approve the Layoff

1. Open the completed layoff record.

2. Click Approve.

Result

• The layoff status changes to Approved.

• The employee's account is automatically deactivated.

• The employee can no longer log in to the system.

• The offboarding process is officially completed.

Example Offboarding Process

Once all steps are completed, the layoff can be approved and the employee account will be deactivated.

Important Notes

• Layoff Checklists help standardize employee offboarding procedures.

• Each checklist can contain multiple process steps.

• Every step can be assigned to a specific employee or department representative.

• Progress is automatically updated based on completed tasks.

• Only completed processes can be approved.

• Once approved, the employee's system account is automatically deactivated.

• Deactivated employees can no longer access Thulo HRMS.

• Layoff records provide a complete audit trail of the employee offboarding process.