Introduction
A structured exit clearance process ensures that employee separations are handled smoothly, responsibly, and without compliance gaps.
Exit clearance departments play a crucial role in this process, as they define which internal teams must approve and complete clearance formalities when an employee resigns.
uKnowva HRMS provides a dedicated interface to manage these departments, their stakeholders, and exit interview responsibilities.
This article explains how to access the Exit Clearance Departments page, manage existing departments, edit clearance forms, publish or unpublish departments, and add new departments to your system in a clear, step-by-step manner.
Step 1: Access the Exit Clearance Departments Page
To begin, navigate to the side navigation panel in your uKnowva HRMS instance and click on the HR menu. From the list of available sub-menus, select the Exit Clearance Department option.
This action opens a new page displaying all departments that are required to provide clearance approvals for employees who submit their resignation.
On this page, you will see a tabular view listing department names that participate in the exit clearance process.
The table clearly highlights the stakeholder assigned to each department who is responsible for approving clearances for departing employees.
You can also view the creation date of each department directly within the same table, which helps HR teams understand when each clearance department was created.
Step 2: Publish or Unpublish Exit Clearance Departments
Within the Action column of the Exit Clearance Departments table, you will find options to manage the status of each department.
When you see a green tick mark next to a department, it indicates that the department is currently published and actively registered in the system for exit clearances.
Clicking on this green tick allows you to unpublish the department if it is no longer required in the clearance workflow.
If a department shows a red cross mark, it means the department has already been unpublished and is not currently active in the exit clearance process.
Clicking on the red cross publishes the department again, making it active and available for clearance approvals.
This flexibility allows HR teams to control which departments participate in exit clearances at any given time.
Step 3: Edit Exit Clearance Department Details and Forms
To modify the details of an existing department, click on the Pen icon available in front of the department name.
This action opens a new page where you can edit the department’s configuration.
On this page, you can change the department name, update its status, modify the clearance stakeholder, and decide whether the department is liable for conducting exit interviews.
Further down the page, you will find an HTML editor that allows you to customise the exit clearance form.
This editor gives you complete control to edit existing questions, add new questions, or remove unnecessary ones that the departing employee must respond to during the clearance process.
Once you complete all the required updates, scroll down and click on the Save button to apply the changes.
If you do not wish to proceed, click on the Cancel button to discard the changes and restart the process.
Step 4: Add New Exit Clearance Departments
After managing existing departments, you can add new ones to your exit clearance workflow.
In the Exit Clearance Departments page, locate the Add Departments button at the top-right corner of the screen.
Clicking this button opens a new page where you can enter details for the new department.
On this page, provide the department name, select its status, define whether the exit interview is compulsory for this department, and if not, then choose the stakeholder category responsible for clearance approvals.
Next, create the form using drag-and-drop fields and customize it as needed. You can use various form fields based on your requirements.
After entering all the required information and creating the form, scroll down and click the Save button to add the new department to the system.
If you decide not to add the department, click on the Cancel button to discard the entry.
Conclusion
That’s it!
You’ve now successfully learned how to manage Exit Clearance Departments in uKnowva.
By following this process, you ensure that every resignation goes through a structured, transparent, and well-governed clearance workflow.
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..