A resignation is the employee's own request to leave. Employees send it from My Resignation in the employee portal; this page is where managers and HR read it, ask for changes, and decide. Approving a resignation does two things at once: it confirms the employee's last working day, and it opens an End of Service case that carries the settlement, clearance and payment work (see End of Service).
Every request has its own page. The list only shows who asked and when; the reason, the reviewer notes and the attached letter are visible only on the request itself, and only to people who are allowed to review that employee. Nothing is deleted along the way: each time the employee sends the request again, the earlier reason, date and file are kept as a separate submission.
Where to find it
| What | Sidebar | URL |
|---|---|---|
| Resignations list | Employee Departures → Resignations | /resignations |
| One request | Click a row in the list, or View in the Approvals inbox | /resignations/{id} |
| The departure case opened by an approval | Open departure case on the request, or Employee Departures → End of Service | /end-of-service/{id} |
The menu item appears when your plan includes end of service and your role has View end of service or View leaves. A notification bell message "Resignations — employee name" links straight to the request when a new one needs your review.
Who sees which requests
You never see your own resignation here, even if you are an administrator. For everyone else:
| Role | Sees |
|---|---|
| Owner, SolaHR Administrator (anyone with Manage HR settings or View audit logs) | Every resignation in the organization. |
| A manager or HR user with View end of service, Approve end of service or View leaves | The resignations of the employees who report to them (the employee's Direct manager). |
| HR Manager, Department Manager (scoped roles) | The employees assigned to them in Team access, if they also hold one of the permissions above. |
| Anyone else | An empty list. |
A request outside your reach is not hidden behind a message: opening its address gives "not found".
The list
The header reads Resignations — "Open a request to read the reason, add notes and decide. Details are private to each request." The breadcrumb leads back to End of Service.
With no requests you see No resignation requests to display — "Employees submit resignations through My Resignation in their employee portal. Requests within your review scope appear here. HR can also start an End of Service case directly." and, for people who can manage end of service, a button Start End of Service.
Otherwise:
- Four tiles: Needs review ("Waiting for a decision"), Returned for changes ("Waiting for the employee"), Approved ("Last day confirmed") and Rejected or withdrawn ("No further action").
- Filter requests chips with counts: All, Needs review, Returned for changes, Approved, Rejected or withdrawn; plus a search box, "Search by employee name or number".
| Column | Meaning |
|---|---|
| Employee | Initials, name, employee number and job title. |
| Department | The employee's department. |
| Submitted on | The day the request was first sent. |
| Proposed last working day | The confirmed last day once approved, otherwise the employee's proposal. For open requests a small tag shows the time left: "12 days left", "Last day is today" or "Date has passed". |
| Status | A badge, see below. |
Click a row to open the request. Rows that wait for a decision are highlighted. When nothing matches: No requests match — "Change the filter or clear the search."
The request page
The title is the employee's name, with the breadcrumb End of Service → Resignations → #employee number, and All resignations to go back. The page has a main column and a decision column.
Summary card
Initials, name, number, job title and department, with the status badge, then facts: Submitted on, Proposed last working day, Confirmed last working day (once approved, with the days left) or Time left, and Joined (the employee's start date). Under them the Request progress steps show where the request is:
| Step | Meaning |
|---|---|
| Submitted | Done as soon as the request exists. |
| Manager review | Done when a manager has recorded Manager review. |
| Decision | Shows Approved or Rejected when decided. |
A returned request stops at the first step (highlighted as waiting); a withdrawn or cancelled one shows nothing further. If a reviewer left notes, Reviewer notes are shown here, and the employee sees the same notes.
Submissions
Titled Submissions, with "n submissions" when there is more than one. Newest first. Each submission has a card:
- Submission n, badge Current or Replaced, and the date and time it was sent.
- The Proposed last working day of that submission.
- The Reason the employee wrote. For old requests sent before history existed: "The reason of this earlier submission was not kept (sent before history was recorded)."
- The attached file as a file card: an image thumbnail or a PDF badge, the file name, type and size, and two buttons, Preview (opens the file in a new tab; not for other file types) and Download. If the file is gone: "This file is no longer available". With no file: "No file attached".
So a request that was returned and sent again shows both versions, each with its own reason, day and attachment, side by side in time.
Activity
A timeline, newest first: Request submitted, Updated request sent again, Manager review completed, Returned to the employee for changes, Approved, last working day confirmed, Rejected, Withdrawn by the employee. Each line says "by name" or "by the employee", the date and time, and any notes the reviewer typed. "No activity recorded yet." appears on a brand-new page.
Your decision
For requests that are Submitted or Manager reviewed, people who may decide see the panel Your decision — "Confirm the last working day, add notes if needed, then decide."
| Control | Rules |
|---|---|
| Confirmed last working day | A date, pre-filled with the proposal. It cannot be earlier than the submission date. This becomes the employee's last day and the settlement cutoff. |
| Notes | Optional for approval. Required when you return or reject a request. The employee sees these notes. Up to 5,000 characters. |
| Approve | For users with Approve end of service. |
| Complete manager review | For users who can manage leave but cannot approve end of service: records the manager's review and passes the request on. |
| Return for changes | Disabled until notes are typed. |
| Reject | Disabled until notes are typed. |
You see a toast: "Resignation approved. The employee has been notified.", "Manager review recorded.", "Returned to the employee for changes." or "Resignation rejected." For a request that is not open (or if you may not decide) the panel shows Request status with the reason: "Waiting for the employee to update and resend the request.", "Approved. The departure case has been opened.", "This request was rejected. No further action is needed.", "The employee withdrew this request." or "This request was cancelled."
Below the panel, Open departure case appears after approval. A last line explains privacy: "Only people who are allowed to review this employee can see this page."
Statuses and what each one means
| Status | Meaning | Next |
|---|---|---|
| Submitted | The employee sent the request; nobody has looked yet. | Review, approve, return, reject. The employee can withdraw. |
| Manager reviewed | A manager recorded their review. | Approve, return, reject. The employee can still withdraw. |
| Returned for changes | The reviewer asked for a change. The portal pre-fills the form and shows the earlier submissions. | The employee edits and sends again (it becomes Submitted again); or withdraws. |
| Approved | The last working day is confirmed and a departure case exists. | Run the departure case. |
| Rejected | Declined, with notes. The employee may submit a new request. | Final. |
| Withdrawn | The employee cancelled their own request. | Final. |
| Cancelled | The departure case was cancelled by HR, which cancels the resignation behind it. | Final. |
An employee can have only one open resignation at a time, and cannot resign while an End of Service case is open for them ("An active resignation or departure case already exists."). A person who is not active cannot resign ("Employment is not active.").
What an approval does
- The request becomes Approved, with your name, time and the confirmed day.
- An End of Service case opens for the employee with reason Resignation, the confirmed last working day, the same day as the settlement cutoff, notice period Immediate, and the employee's reason as the case details. The employee's attachment is carried over. The case is marked as confirmed, which is what makes employment end automatically after the last day (step 4). Its own status is still Pending: someone with Approve end of service then approves the case on its page to move it into clearance (see End of Service). It starts with three checklist items: Equipment and assets, Handover and Outstanding obligations.
- The employee's portal shows Approved and the confirmed day, with an update in the bell. If the employee has an email address, an email goes out too.
- Employment does not end today. The employee stays Active and keeps working until the end of the confirmed last working day. The first moment after that day (the next local midnight) the system marks them Resigned, stops payroll after the leaving month and switches off their portal link.
If the departure case is later cancelled, the resignation is cancelled with it and the employee may start again.
Worked example 1: approve a resignation with a changed date
Sara Khan (Sales Associate, Al Noor Trading LLC, Dubai) submits her resignation on 2 November 2026 from the employee portal. Reason: "Relocating to Abu Dhabi", proposed last day 30 November, attached relocation-letter.pdf.
- Her manager Layla Mansour gets a bell notification. She opens Employee Departures → Resignations: Needs review 1. Sara's row shows "28 days left" next to 30 Nov 2026.
- Layla opens the request. Submissions shows Submission 1 (Current) with the reason and a PDF file card; she clicks Preview to read the letter.
- She cannot approve end of service, so the panel offers Complete manager review. She types the note "Handover with Omar needs two more days" and clicks it. The step Manager review turns green and Sara sees the note.
- Mariam, the HR administrator, opens the same page. She changes Confirmed last working day to 2 December 2026 and clicks Approve: "Resignation approved. The employee has been notified."
- Open departure case takes Mariam to the End of Service case: reason Resignation, last working day 2 December 2026, status Pending (it still needs its own Approve Request before clearance can start). Sara's status stays Active until 3 December 00:00 either way.
Worked example 2: return for changes and a second submission
Khalid Nasser (Driver) writes "Personal reasons" with proposed last day 15 November 2026 and no file.
- Mariam opens the request and types the note "Please give the specific reason and attach your signed letter. Company policy needs 30 days' notice." She clicks Return for changes. Status Returned for changes; the Reject and Return for changes buttons were disabled until she typed the note.
- In the portal Khalid's form is pre-filled with his old reason and date, and a note shows the reviewer's text. He changes the date to 20 December 2026, writes "Moving back to Amman for family reasons", attaches
signed-resignation.pdf, and taps Resend request. - The request is Submitted again. Submissions now lists Submission 2 (Current, with the new reason and PDF) above Submission 1 (Replaced, "No file attached"). Activity shows "Updated request sent again".
- Mariam approves with 20 December 2026.
Permissions
| Action | Permission |
|---|---|
| See the list and open a request | View end of service or View leaves, and the request is within your review scope |
| Complete manager review, Return for changes, Reject | Approve end of service or Manage leaves |
| Approve | Approve end of service |
| Start an End of Service case directly | Manage end of service |
How it connects
| Area | Connection |
|---|---|
| Employee portal | Where the employee submits, edits, withdraws and sees decisions (My Resignation). |
| End of Service | The departure case opened by an approval carries clearance, the settlement and payment. |
| Approvals | Open resignations are one of the request types; the row's button opens this page. |
| Dashboard | Counted in Awaiting your approval. |
| Payroll | After employment ends, payroll stops after the leaving month; the leaving month is paid pro rata or through the settlement. |
| Employees | The employee's status changes to Resigned automatically after the last working day. |
Tips and common problems
| Problem | Cause | Fix |
|---|---|---|
| I cannot see an employee's resignation. | It is outside your scope, or it is your own. | Ask an administrator; see "Who sees which requests". |
| Return for changes and Reject are greyed out. | Notes are required. | Type notes first. |
| There is no Approve button. | You hold Manage leaves but not Approve end of service. | Use Complete manager review; an approver decides. |
| The employee says they cannot resign. | They have an open request or departure case, or are not active. | Check the existing request or End of Service case. |
| The file card says "This file is no longer available". | The stored file was removed. | Ask the employee to resend with the file. |
| The employee is still Active after approval. | Employment continues through the last working day. | Expected; it changes at the next local midnight. |
| An old request says its reason was not kept. | It was sent before history was recorded. | Read the current reason on the summary. |