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Inactive Employee Approval

Last Updated: September 28, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

Employee Module – Inactive Employee Approval

Feature Overview​

The Inactive Employee Approval feature is part of the Employee Module, accessible via the sidebar dropdown. It allows HR/Admin users to manage employees who have requested separation by reviewing details, approving/rejecting requests, tracking their status, and reactivating inactive employees if required.

There are two ways to reach the Inactive Employee Approval page:

1. Sidebar Navigation​

  1. Navigate to the Sidebar.
  2. Expand the Employee Module dropdown.
  3. Scroll down and select Inactive Employee Approval.
  4. The Inactive Employee Approval Page opens, displaying a table with employee records.

2. Quick Search Navigation​

  1. Press Ctrl + K on any page.
  2. A Search Bar will open.
  3. Type Inactive Employee Approval.
  4. Select it from the results to directly open the approval page.

How Employees Appear in the Inactive Employee Approval Table​

Employees can appear in this table through two different workflows:

A. Separation Import​

  • Navigate to: Separation → Import Separation.
  • Set Import Type = Import Inactive Employee.
  • Download the Sample Excel Sheet.
  • Modify/update the sheet with employee details.
  • Upload the updated sheet.
  • Click Next Step → Done → Done.
  • Employees from the sheet will now appear in the Inactive Employee Approval List.

B. Via Employee Profile​

  • Navigate to: Employee → Employee Profile.
  • Search and select the specific employee.
  • Click Edit.
  • Update:
  • Employee Status = Inactive
  • Relieving Date
  • Reason (Separation reason)
  • Click Submit.
  • Go to Employee → Inactive Employee.
  • The employee's name will now appear in the table.

Table Fields​

  • Employee → Employee name who requested separation (with checkbox).
  • Relieving Date → Separation / relieving date (date field).
  • Reason → Separation reason: End of Contract, Resignation, Retirement, Termination.
  • Current Status → Current state of the employee (Active / Inactive).
  • Requested Status → Status requested in the separation request (Active / Inactive).
  • Final Status → Approval stage of the request (Approved, Pending, Rejected).

Table Fields

Checkbox Behavior​

  • Each row has a checkbox next to the employee's name.
  • Selecting a checkbox reveals three additional fields/actions:
  1. Reason Box – Must be filled when rejecting a request (cannot be left empty).
  2. Approve Button – Approves the employee's request if there are no pending actions.
  3. Reject Button – Rejects the request (requires filling the Reason Box).

Bulk Selection​

  • A master checkbox at the top (header row) selects/deselects all employees at once.
  • Users can also manually select individual employees.

Checkbox Behavior

Approval Process​

When approving an employee's request, two scenarios exist:

  1. No Pending Actions → Request is successfully approved.
  2. With Pending Actions → A Pending Actions Popup appears:
  • If only Warnings exist → A Process button appears to proceed with approval.
  • If any Errors exist → Approval is blocked (hard stop) until issues are resolved.

Rejection Process​

  • User must select the employee(s).
  • Reason Box must be filled (mandatory).
  • On clicking Reject, the request is rejected with the given reason.

Reactivation Process​

An inactive employee who has been approved can also be reactivated.

Steps:​

  1. Go to: Employee → Inactive Employee Approval.
  2. Click on Filter.
  3. Set Final Status = Approved.
  4. Click Search.
  5. For employees where:
  • Current Status = Inactive
  • Requested Status = Inactive
  • Final Status = Approved a Reactivate Button will appear on the far right.

Reactivation Action:​

  • Click the Reactivate Button for the desired employee.
  • A confirmation popup appears asking for confirmation.
  • Options in the popup:
  • Cancel – Closes the popup without changes.
  • Okay – Reactivates the employee.

Additional Options​

Export Data​

  • Located on the top-right corner of the table.
  • Options include:
  • Export CSV
  • Export PDF
  • Export Excel

Export Data Options

Filter Employee Data​

  • Next to Export Data dropdown.

  • Clicking Filter Button opens a popup with the following fields:

  • Final Status

  • Employee Status

  • Employee

  • SBU

  • State

  • Branch

  • Designation

  • Department

  • Grade

  • Employee Type

  • Employment Type

  • Actions inside Filter Popup:

  • Search → Applies filter criteria.

  • Reset → Clears applied filters.

Filter Options

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