Employee Offboarding Software

Secure offboarding that protects your business long after employees leave.

Capture all exit documents, settlements, statutory forms, and retention trails in a compliant, searchable archive that stays ready for audits, disputes, and future verification.

Digital exit documentation with clearance tracking
FnF, gratuity, and statutory records in one place
Aadhaar eSign for legal validity
Automatic long-term retention

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🔐 ISO 27001

🛡️ ISO 27701

✓ GDPR Compliant

⚖️ DPDP Act

7 yrsPF retention

Exit filedefensible

20M+HR files processed

7 yrsPF retention enforced

5+Fortune-listed clients

25+Inc.-listed clients

DPDPAct aligned

What Kleeto does

Every exit record captured, signed, retained, and defensible.

Structured exit documentation

Resignation acceptance, notice tracking, KT records, asset clearance, no-dues certificates, and sign-offs are captured digitally.

Full and final settlement records

FnF calculations, leave encashment, gratuity, notice deductions, and final tax computations are filed with supporting records.

Statutory exit compliance

PF withdrawal or transfer forms, ESIC cessation, gratuity disbursement, Form 16, and state declarations are generated and archived.

Aadhaar eSign

Relieving letters, experience certificates, settlement agreements, and confidentiality reaffirmations are signed digitally.

Long-term archival

Every exited employee file moves to retention rules based on statutory document requirements.

Data protection trail

Last-90-days access activity can be logged to support defensible exits and data protection reviews.

Lifecycle

From resignation acceptance to compliant long-term archival.

Every exit step becomes visible, signed, and retrievable — from approvals and handovers to statutory retention years later.

→→→→→

Resignation captured

Employee initiates exit and manager or HR approval workflow starts immediately.

🕒Notice Period Tracking

Automatic notice period calculation.

✅Approval Workflow

Manager and HR sign-off in one flow.

📄Exit Letter

Resignation letter filing and storage.

🔔Notifications

Alert all departments and stakeholders.

Clearance and handover

IT, finance, admin, and manager checklists track assets, KT, and access revocation.

💻IT Clearance

System access and devices are tracked.

📦Asset Return

Laptop, ID card, and accessories checklist.

📚Knowledge Transfer

Document KT status and ownership handoff.

🔐Access Revocation

Remove app, email, and file access on time.

FnF and statutory docs

Settlement and statutory forms are computed, generated, eSigned, and archived.

₹FnF Calculation

Leave encashment, deductions, and salary adjustments.

🎁Gratuity Record

Compute and store gratuity settlement.

🏢PF / ESIC Forms

Create statutory exit documents correctly.

🧾Tax Records

File Form 16 and settlement summaries.

Relieving letters

Relieving and experience documents are issued through legally valid Aadhaar eSign.

📄Relieving Letter

Issue the official exit confirmation.

⭐Experience Letter

Generate experience proof for the employee.

🔏Aadhaar eSign

Use legally valid digital signatures.

📘Exit Summary

Attach all final documents to the employee file.

Archival activated

Complete exit file moves to long-term retention by document type.

⏳Retention Rules

Apply PF, ESIC, gratuity, and tax retention.

📁Secure Archive

Store the full exit file in one repository.

🛡️Access Logs

Keep audit trails on every document touch.

♻️Purge Control

Flag records for review after retention expiry.

Years later, ready

Inspection, dispute, or verification records remain searchable and defensible.

🔍Instant Retrieval

Find old exit files without manual digging.

⚖️Dispute Support

Back up the company with documented proof.

🧾Audit Export

Produce records for inspectors or auditors.

🛡️Defensible History

Maintain timestamped evidence for years.

Compliance backbone

Built for exits that may be questioned years later.

Kleeto works as the document and compliance layer underneath your existing HRMS. Your HRMS can continue running exit workflows; Kleeto ensures records are verified, signed, retained, and retrievable long after the last working day.

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Voluntary resignation

Standard exit flow with notice period, KT, FnF, and documentation.

Termination and PIP exits

Sensitive exits with stricter access logging and legal documentation review.

Layoffs and restructuring

Bulk exit handling with consistent documentation and retention policies.

Retirement or death-in-service

Nominee documentation, benefits transfer, and sensitive compliance handling.

Retention engine

Employee record retention under Indian law, applied automatically.

PF records

7 yrs

EPF Act 1952

ESIC records

5 yrs

ESI Act 1948

Gratuity records

3 yrs

Payment of Gratuity Act

Statutory registers

3 yrs

State Shops Acts

Form 16 records

8 yrs

Income Tax Act

Employment contracts

3 yrs

Limitation Act

Kleeto applies retention rules by document type, then flags records for review or purge when the statutory period ends.

Why Kleeto

Built beyond standard HRMS exit storage.

Capability	HRMS Module	Kleeto
Customization	Limited	Completely configurable and customizable.
Exit workflows and FnF	Strong	Strong + integrates with HRMS
Statutory retention enforcement	Manual	Auto by document type
Records after license ends	At risk	Held under retention policy
Last-90-days access trail	Limited	Full document audit log
Aadhaar eSign on exit docs	Often via third party	NSDL-licensed CA partner
Multi-state retention rules	Not handled	State-specific compliance

Industries

Designed for compliance-led HR operations.

NBFCs & BFSIHospitals & HealthcareManufacturingIT & ITeSRetail & DistributionMulti-location EnterprisesPharmaLegal & ProcurementShared ServicesCompliance-heavy Teams

FAQ

Frequently asked questions

Clear answers for HR, finance, legal, compliance, and operations teams.

Retention varies by document type. PF records are typically retained for 7 years, ESIC for 5 years, gratuity records for 3 years post-settlement, tax records for 8 years, and state statutory registers often for 3 years.

Kleeto keeps employee records under independent retention policies, so statutory exit documentation remains accessible even when HRMS platforms or licenses change.

Yes. Aadhaar eSign is recognized under Section 3A of the Information Technology Act 2000 when issued by a CCA-licensed Certifying Authority. Kleeto uses an NSDL-licensed CA partner.

Yes. Your HRMS can run the exit workflow and FnF process while Kleeto handles document storage, eSign, statutory archival, audit logs, and long-term retention.

See Kleeto live

See Kleeto's offboarding system in action.

Bring your current exit checklist and retention policy. We will show how Kleeto enhances your HRMS and protects the company after employees leave.

Book My Demo

Secure offboarding that protects your business long after employees leave.

Every exit record captured, signed, retained, and defensible.

Structured exit documentation

Full and final settlement records

Statutory exit compliance

Aadhaar eSign

Long-term archival

Data protection trail

From resignation acceptance to compliant long-term archival.

Resignation captured

Clearance and handover

FnF and statutory docs

Relieving letters

Archival activated

Years later, ready

Built for exits that may be questioned years later.

Voluntary resignation

Termination and PIP exits

Layoffs and restructuring

Retirement or death-in-service

Employee record retention under Indian law, applied automatically.

PF records

ESIC records

Gratuity records

Statutory registers

Form 16 records

Employment contracts

Built beyond standard HRMS exit storage.

Designed for compliance-led HR operations.

Frequently asked questions

See Kleeto's offboarding system in action.

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