Introduction

Managing the offboarding process efficiently is just as important as handling onboarding.

A structured and customizable exit clearance process helps organizations ensure smooth handovers, complete compliance, and proper documentation before an employee exits the system.

uKnowva HRMS provides an Exit Clearance Department module that allows HR teams to assign department-wise responsibilities during clearance.

In this article, you will learn how to add a new Exit Clearance Department within the platform.

Step 1: Accessing the Exit Clearance Departments Page

If you’re unfamiliar with how to access the exit clearance department page, please refer to this article for step-by-step guidance.

Once there, locate the + Add Departments button, which appears at the top-right corner of the interface.

Clicking this button will open a new form where you can configure all necessary details for creating a new exit clearance department.

Step 2: Configuring the Department Details

The new interface allows you to enter key information required for the exit process.

Start by entering the Department Name that the clearance process will be associated with. In the Clearance Stakeholder field, select the responsible stakeholder for overseeing and confirming the clearance for this department.

Next, you’ll see two toggle options: Status and Exit Interview. Use these toggles to activate or deactivate the department and to define whether an exit interview is applicable for employees exiting this department.

Setting these appropriately ensures only relevant departments are considered during employee resignations.

Step 3: Designing the Exit Clearance Form

After entering the basic configuration details, scroll down to access the Form tab.

This section allows you to build a department-specific clearance form using the drag-and-drop interface provided by uKnowva.

The form builder is divided into different categories of components.

Under the Basic section, you can add standard input fields like text boxes, email fields, number inputs, dates, checkboxes, select boxes, and radio buttons.

These are useful for collecting standard responses or confirmations from the stakeholders.

If you need more structured input, the Data category offers tools like Survey and Data Grid elements to capture tabular or multi-entry responses.

For layout customization, you can use components under the Layout category, such as HTML Elements, Panels, Columns, Tables, and Tabs, to make the form more visually organized and user-friendly.

Furthermore, under the uKnowva Fields section, you can insert dynamic and system-based elements such as User, Profile Field, Table Reference, and Attachment.

These fields allow integration with user profiles and document uploads, making the clearance form actionable and recordable.

Once you’ve completed designing the form, ensure all mandatory fields are included and logically ordered.

The goal is to make the clearance process easy to follow while capturing all necessary acknowledgments or handovers.

Step 4: Saving the New Department

After entering all the information and finalizing the form, click the Save button located at the bottom of the page.

This will save your new department and add it to the Exit Clearance Departments list. If you change your mind or need to discard the setup, simply click the Cancel button.

Conclusion

That’s it!

You’ve now successfully added a new Exit Clearance Department in uKnowva HRMS.

By following this process, you ensure that your exit procedures are department-specific, structured, and well-documented.

Each department can now have its own stakeholder and clearance form, improving accountability and reducing confusion during offboarding.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..