Exit Interview
Exit interview.
An Exit Interview is an official questionnaire or one-to-one interview with a departing employee, either because they are resigning, retiring, or are being dismissed.
The purpose of a departure interview is to obtain constructive feedback, determine why an individual departed, and determine methods for the organisation to improve so that employees will be retained for longer in the future.
Frappe HR simplifies the Exit Interview procedure and allows you to maintain everything in a single location. This ensures that the HR team always receives the same data about exits.
1. Requirements
Prior to conducting an Exit Interview, it's a good practice to create the below mandatory documents in the system first to ensure record linking and consistency smoothly:
- Employee: The Employee master should be maintained with fresh data.
*Department: The system must have the department where the employee is employed.
Designation: The employee's designation should be established in such a way that role-specific information can be readily retrieved.
When you have a resignation or termination, an exit interview is always scheduled for them. So, you need to set the Relieving Date in the Employee master before you can proceed. This is the most significant indication that the Employee is leaving the organisation.
2. The way to create an Exit Interview
Select the Employee from the list. When you select an Employee, the document will automatically get information on them, such as their department, job title, who they report to, when they joined, and when they left.
Default status of the Exit Interview will be "Pending" to indicate that the process hasn't started yet.
Set the Interview Date, select the Interviewers, and then change the status to planned to ensure the appointment when the Exit Interview is scheduled.
You may take notes of the Interview Summary while conducting the Exit Interview, which consist of the Employee's feedback, opinions, and reasons for resigning.
Once the Exit Interview has been completed, indicate it as "Completed." You can also record the Final Decision here (Employee Retained or Exit Confirmed).
Lastly, submit the paper. When you submit, the Exit Interview Date will be automatically assigned to the Employee master record. This ensures the Employee file contains all information regarding the exit.
3. Characteristics
3.1 Sending an Exit Questionnaire
When an employee leaves, many companies like to do a structured exit survey by giving them a questionnaire. This makes sure that everyone is using the same way to collect data for review and development.
This helps get more honest feedback and makes sure that all employee departures are the same.
This is how to do Exit Surveys in ERPNext:
You can create your own exit questionnaire as a Custom DocType initially, because exit questions vary across different firms. You can inquire regarding things such as management style, work environment, career growth, or general satisfaction, for example.
You can create a Web Form for the questionnaire once you have created it. That way, you can distribute the form to Employees with ease.
In HR Settings, associate this Web Form.Frappe HR has a default email template for notifications already. You may see it in HR Settings and alter it to suit your company's tone.
There will be a button in the Exit Interview document named "Send Exit Questionnaire." This will send an automatic email to the Employee with a link to the questionnaire from the template established in HR Settings.
Once the Employee has finished with the questionnaire, the form can be linked back to the Exit Interview document and it will become a permanent part of the Employee's exit history.
To mail Exit Questionnaires to a large number of Employees, select the Employees from the list view of
- This will mail many emails in bulk and give you a single summary of delivery status.This capability not only ensures the exit process is automated, but it also allows HR to view responses in a methodical manner to identify trends an d valuable information.
