Assets and offboarding

This chapter covers the two things that bracket the end of someone's time with you: the company equipment you hand out and take back, and the exit itself — resignation or termination, clearance sign-off by each area, the full-and-final settlement, and the moment you revoke access. It is written for HR/Ops and Finance, for managers who sign off a handover, and for employees who want to know what happens to their laptop and their final dues. Nothing here assumes you have read another chapter.

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Who can do what

If a page named here is missing from your sidebar, you do not hold the permission for it. The rules are enforced on the server; the interface only hides what the server would refuse anyway. See Roles and permissions.

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Part one: assets

The two asset screens

• My space → My assets shows only the equipment currently issued to you. Everyone with a sign-in and a linked employee record has it. It deliberately does not show serial numbers, vendors or costs.
• People → Asset register is the full inventory. It is open to HR/Ops, Finance and Super Admins. If you can see the register, a shortcut button labelled Asset register also appears at the top right of My assets.

If your sign-in is not linked to an employee record, My assets says No employee record linked and nothing can be issued to you until HR links it. See Employee records and profiles.

Categories

Every asset belongs to one of fourteen fixed categories. You cannot add your own.

Laptop · Desktop · Monitor · Phone · Tablet · Headset · Keyboard · Mouse · Dock · SIM card · Access card · Furniture · Software licence · Other

Adding an asset

Only HR/Ops and Super Admins see the Add asset card. Finance can read the register but not change it.

1. Go to People → Asset register.
2. Type an Asset tag. This is your own reference — something like FDT-LT-001. It must be unique within your company; a repeat gives you That asset tag is already in use.
3. Type a Name, for example MacBook Pro 14".
4. Choose a Category.
5. Fill in Serial number, Make, Model, Vendor, Purchase date and Purchase cost (₹) if you have them. All six are optional.
6. Click Add asset.

The asset is created with the status Available, ready to assign. Asset tag and Name are the only required fields.

Worth knowing: there is no edit screen for an asset. Once it is added, the tag, name, cost and other details cannot be changed from the interface, so check the tag before you click Add asset.

Asset statuses

The register also shows who holds each item under Assigned to, or Nobody.

Worth knowing: an asset marked In repair cannot be put back to Available. No screen offers that move, so the only way out of the state is to retire the asset and add the returned item as a new record with a new tag. Keep that in mind before you choose In repair on a return.

Worth knowing: Lost appears in the status filter and on any asset already in that state, but no button on the asset page sets it. The only control offered is Retire.

Assigning an asset

1. Go to People → Asset register and click Open → on the row you want.
2. In the Assign this asset card, choose the person under Assign to. The list shows active employees with their employee code, for example Priya Sharma (FDT-2026-0002). People who are on notice, still onboarding or already exited do not appear.
3. Set Condition — New, Good, Fair, Poor or Damaged. This is the condition on handover and is stored on the record permanently.
4. Add Handover notes if useful, for example Charger and sleeve included.
5. Click Assign asset.

The asset moves to Assigned, the handover is written into Assignment history, and the employee gets a notification titled Asset assigned to you linking to My assets.

The card only appears when the asset is Available. For an asset that is in repair, retired or lost, the card explains why it cannot be assigned instead of showing a form that would fail.

Returning an asset

1. Open the asset from the register. Because it is assigned, the card reads Return this asset.
2. Choose the Return condition — the state it came back in.
3. Under Then mark as, choose Available or In repair. The screen reminds you that an asset in repair is out of circulation and cannot be assigned to anyone. Choose In repair only if you accept that the item cannot go back to Available later.
4. Add Return notes if there is damage or a missing accessory.
5. Click Mark returned.

The open assignment is closed with today's date and the return condition, and the asset takes the status you chose.

Retiring an asset

The Retire button sits in the top right of the manage card, and appears only when the asset is Available or In repair — an assigned asset must be returned first, and the register tells you so. Confirming marks the asset Retired. It can never be assigned again, and the register keeps its full history. This cannot be undone from the interface.

Finding an asset

Above the table you have Search (matches the name or the asset tag), a Status filter and a Category filter. Click Apply to run them and Clear to drop them. With a filter on, the heading tells you how many of the total match, for example 3 of 41 assets match this filter. The table shows 25 rows a page with ← Previous and Next → beneath it.

Assignment history

Every asset detail page ends with Assignment history — one line per handover, showing the holder, the dates (4 Aug 2026 → still held for a current holder), the condition on handover, the condition on return once it is back, and whether the employee acknowledged receipt.

What an employee sees: My assets

Go to My space → My assets. Each item is a card showing the name, the tag, the category and the date it was issued — for example MacBook Pro 14" · FDT-LT-001 · Laptop · since 4 Aug 2026.

Anything you have not yet confirmed carries an Acknowledge receipt button, and the page heading tells you how many are waiting. Click it and the record changes to a green Acknowledged badge; the time is stored against the handover and is visible to HR in the register. Acknowledging is a confirmation of receipt only — it does not let you return the item. Returns are recorded by HR from the register.

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Part two: offboarding

Where offboarding lives

• Approvals → Offboarding lists every exit case. HR/Ops and Super Admins manage cases here; Finance and managers can open cases to sign off clearance.
• /offboarding/me — headed Resignation & exit — is the employee's own view. It has no sidebar entry: reach it from My space → My profile and the Resign / exit button, or from the notification you get when your exit moves on.

Exit types

When HR raises a case they pick one of seven types: Resignation, Termination, End of contract, Retirement, Absconding, Death, Other. A resignation the employee files themselves is always recorded as Resignation, and the list marks it raised by the employee.

The exit statuses

A case walks five stages in order. The Where this case has reached panel on the case page shows them as a numbered progress list.

Three more statuses exist outside that line:

Resigning (employee)

1. Go to My space → My profile and click Resign / exit.
2. Write your Reason for leaving. This is required.
3. Optionally set a Requested last working day. It is a request; HR sets the agreed date when they approve.
4. Click Submit resignation.

Your manager and HR are notified immediately. The page then tracks the case for you.

Withdrawing. While the status is still Initiated, a Withdraw resignation button sits beside the status badge. Confirming marks the case Withdrawn and notifies HR. Once HR approves the exit the button disappears and you cannot withdraw — you would need HR to cancel the case. You can submit a fresh resignation later.

You cannot have two live exits at once. If one is already running you get You already have an exit in progress.

Initiating an exit (HR)

1. Go to Approvals → Offboarding.
2. In Initiate an exit, choose the Employee. Active and on-notice people are listed with their employee code.
3. Choose the Exit type.
4. Set the Last working day.
5. Add a Reason (optional).
6. Click Create exit case.

The case opens at Initiated. If that person already has a live case you get An exit is already in progress for this employee.

A termination decided at the end of probation moves someone to On notice but does not create the exit case for you — see Performance reviews and probation. Raise the case here.

Approving an exit and the last working day

Open the case from the list. While the status is Initiated, the top of the page offers a Last working day date box and an Approve exit button. Set the agreed date, then click Approve exit. Three things happen at once:

• the case moves to In clearance;
• the employee's record changes to On notice;
• the six clearance items are created.

The employee is notified that their exit is approved and clearance has started.

Worth knowing: the last working day can only be set when the exit is initiated or when you approve it. If you approve a case with the date box empty, the case and the list will read Not agreed and there is no screen anywhere that can fill the date in afterwards. Set the date before you approve.

Clearance

Approving creates the same six items every time. They cannot be edited or added to.

Each row has a Dues recoverable (₹) box and two buttons:

• Clear — the area is done. The row shows a green Cleared badge and Signed off in place of the buttons.
• Flag — something is outstanding. The row shows a red Flagged badge and can be cleared later.

Rows start at Pending. The case only advances to Clearance complete when all six read Cleared; a single flagged or pending item holds it. The employee's own page shows a progress bar reading, for example, 4 of 6 cleared · 67%.

Who signs what. The area names describe who is expected to sign, not who is permitted to. In practice, anybody who can open the Offboarding screen at all — HR/Ops, Finance, a manager, a Super Admin — can sign off any of the six areas. Treat the area column as an instruction to your team rather than a lock.

Dues. Anything you type in Dues recoverable (₹) is stored against that item and every item's dues are added together as Recoveries in the final settlement, reducing what is paid out. A figure greater than zero is shown in red under the item as Dues ₹5,000.00. Only people who can see settlement amounts see it.

Worth knowing: the dues box records what you enter each time you press Clear or Flag, so signing an item off a second time with the box empty wipes a figure you entered earlier. If you are re-signing a row, re-enter the amount.

Clearance cannot be changed once the case is completed, withdrawn or cancelled.

Asset recovery during an exit

Nothing links the two IT items to the asset register automatically. Signing off Recover laptop & IT devices does not return anything, and returning an asset does not tick a clearance item. Do both:

1. Open People → Asset register and filter Assigned to by searching for the leaver, or check their assignments before the last working day.
2. Mark each item returned with its Return condition.
3. Then sign off the IT and Admin clearance rows, entering Dues recoverable (₹) for anything not returned or returned damaged.

Note that once the exit is approved the person's record is On notice, and only active employees appear in the assignment dropdown — so no further equipment can be issued to them.

The full and final settlement

The Prepare the final settlement card appears to HR/Ops and Super Admins once the case reaches Clearance complete (and stays available at Settlement pending). Before that you get Complete clearance before preparing the settlement.

You type four figures; the rest is worked out for you.

There is also a free-text Notes field. Click Compute settlement to save it. The case moves to Settlement pending and the settlement is created as Draft.

For example, for Arjun Das on a gross of ₹85,000.00, with ₹22,000.00 leave encashment, ₹1,20,000.00 gratuity, no bonus, ₹4,000.00 deductions and ₹5,000.00 of dues recovered from the clearance items, Net payable comes to ₹2,18,000.00.

MusterHR does not calculate gratuity, notice-period recovery or leave encashment for you, and it does not read the leave balance — the figures are yours to work out and type. See Leave and holidays for balances and Payroll and payslips for salary structures.

Recomputing. If a settlement already exists the button reads Recompute settlement and the form warns you that recomputing replaces every figure and that a field left blank is saved as zero. If the employee has already acknowledged, a confirmation dialog appears first: recomputing clears their acknowledgement and they must accept the settlement again before it can be paid.

Settlement statuses

Who can see the amounts

Settlement amounts and clearance dues are visible to Super Admins, HR/Ops, Finance and the employee themselves. A manager opening the same case sees the settlement card with only its status and the line Settlement amounts are visible to Finance and the employee only.

Approving and paying

On the settlement card, Approve settlement moves a Draft to Approved and notifies the employee that their final settlement is ready. Once they have acknowledged it, enter a Payment reference — a UTR or transaction reference — and click Mark paid. Until the employee acknowledges, the button stays disabled and the card says Waiting for the employee to acknowledge the settlement. MusterHR records the payment; it does not make it.

Worth knowing: approving a settlement and marking it paid need salary rights, while the buttons themselves only appear to people who manage offboarding. A Super Admin holds both. If your HR/Ops user and your Finance user are different people, the HR user will see the buttons but the action is refused with Not permitted. Give the person doing this both the HR/Ops and Finance roles, or have a Super Admin do it.

Finalise and revoke access

Finalise & revoke access appears on the case once it reaches Clearance complete or Settlement pending. It is the real end of the exit. Confirming it, in one step:

• marks the case Completed;
• sets the employee's record to Exited, with the exit date taken from the last working day (or today's date if none was ever agreed) and the reason recorded;
• deactivates their user account, so the email and password no longer sign in;
• ends every session they have open, so any device already signed in is thrown out on its next request.

This cannot be undone from the interface. The settlement can still be approved and marked paid afterwards, so you do not have to wait for the money to move before revoking access — but you also will not be able to recompute the settlement once the case is completed.

Cancelling an exit case

Cancel exit case sits below the other actions and is available at any status before the case closes. Confirming it closes the case as Cancelled, stops any clearance signed off so far from applying, and — if this case is what put the person on notice — returns their record to Active. Use it when a resignation is retracted after approval, or a termination is reversed. Raise a fresh case if the exit later goes ahead.

What the employee sees

The Resignation & exit page shows, once a case exists:

• the current status badge and either Last working day: 12 Sep 2026 or No last working day agreed yet;
• Withdraw resignation, while the status is still Initiated;
• Where your exit has reached — the same five-stage progress list;
• Clearance progress — the bar, plus each of the six items with its Pending, Cleared or Flagged badge. Dues figures are not shown here;
• Final settlement — the status and the Net payable figure, once one has been computed. The itemised breakdown is not shown on this page.

When the settlement is Approved, an acknowledgement box appears with the statement I have reviewed the final settlement statement and agree it reflects my full and final dues. Tick it and click Acknowledge settlement. Your name, work email, the time and your IP address are recorded against the acknowledgement, and the page then reads You have acknowledged this settlement. Payment cannot be recorded until you do this.

Once your exit is finalised your login is deactivated, so download anything you need — payslips, documents, your Form 16 if it has been issued — before your last working day. See Payroll and payslips and Documents, policies and announcements.

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Records and audit

Every action in this chapter is written to the audit log with who did it and when — each asset movement and acknowledgement, each clearance decision, and every settlement computation, approval, acknowledgement and payment. Administrators can read the log; see Reports, settings and administration.

Related chapters

• Employee records and profiles — employee statuses, including On notice and Exited
• Performance reviews and probation — a probation decision that ends in termination
• Payroll and payslips — the salary structure the settlement's last-salary figure comes from
• Roles and permissions — the full permission matrix
• FAQ and troubleshooting — common problems