How can admin update alternate email address/mobile number of an ex-employee on the greytHR’s Alumni Portal?

Created by Product Content Team, Modified on Thu, 22 Feb at 3:33 PM by Product Content Team

greytHR's Alumni Portal is the self-service portal for ex-employees or employees who are about to exit the organization. Ex-employees can access their ESS (Alumni) portal only for a specific duration. The portal aims to help ex-employees retrieve the documents they might require post-exit. This saves admins' time and promotes better employee welfare and support.

In the greytHR Admin portal, after enabling the feature, the next step is to configure alumni options from the Employee Options page. This includes adding mandatory fields such as the alternate email and alternate mobile number for individual employees.

The configured options are then visible on the Separation and Off-Boarding pages.

To update the alternate email address/mobile number of an ex-employee from the Separation page, the admin must perform the following actions:

From the greytHR Admin portal, navigate to Employee > Information > Separation. The Separation page opens.
Select the Employee Type as Resigned Employee.

Note: You can also select Current Employees if you want to customize the alumni portal access for an active employee.

In the Search Employee search box, search for the employee for whom the admin wants to update the alternate email address/mobile number.
Under the Resignation Status section, from the Separation Mode dropdown list, select Resigned. A list of sections appears.
On the Resignation Details section, click the Edit icon.
Select the Employee Alumni Portal after LWD checkbox to enable the access of Employee Alumni Portal services to the selected employee.
From the Access Duration spin box, select the required months if you want to change the default value for the selected employee.
In the Alternate Email ID textbox, enter an alternative email address for the selected employee.
In the Alternate Mobile Number textbox, enter an alternative mobile number.
Click Save to update the changes.

The Off-boarding page in the greytHR Admin portal functions as a central hub for managing your employees' departure procedures.

To update the alternate email address/mobile number of an ex-employee from the Off-boarding page, the admin must perform the following actions:

From the greytHR Admin portal, navigate to Employee > Admin > Off-boarding. The Off-boarding page opens.
Click the Monitor tab. The Post Clearance column displays all the approved resignation applications for which the exit checklist initiates.
Select the employee's card for whom you want to initiate post clearance and click View Details. The card opens.
Click View all info. A form opens and displays all the exit details.
On the Workflow Details section, click the Edit icon.
In the Alternate Email ID textbox, enter an alternative email address for the selected employee.
In the Alternate Mobile Number textbox, enter an alternative mobile number.
Click Save to update the details.

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Related Links:

Video- To watch videos on the Admin portal, click here.

FAQs- To read more FAQs about the greytHR Alumni Portal, click here.

Documentation- To read more about the greytHR Alumni Portal page, click here.

Product Update- To read about the product update, click here.