DARWINBOX (1).avif

Resigning from an organization involves more than just submitting a notice—it requires following a structured process for a smooth exit. If your company uses the Darwinbox HRMS platform, resignations must be submitted through the system. Understanding the steps helps prevent delays and ensures compliance with company policies.

This guide walks you through the Darwinbox resignation process, from submitting your request to tracking approval. Whether transitioning to a new job or taking a sabbatical, following the proper procedure ensures a seamless exit.

Step 1. Getting Started — Logging In And Accessing Your Profile

Here's how you can move forward with the resignation process: 

  • Access The Darwinbox Portal: Open the web browser and access your company's Darwinbox portal. The URL will be specific to your organization, so make sure that you have entered the correct link
  • Login Using Credentials: Enter your credentials, employee ID and password, when prompt appears. You might have to perform an extra verification step if you have enabled two-factor authentication (2FA)
  • Locate Your Profile: Once logged in, look for your name or profile icon in the upper right corner of your screen and click on it to go to your profile page
  • View Profile: After landing on your profile page, you will see multiple sections associated with your employment info, performance, and other HR-related details

Once you have accessed your profile, look for the section displaying employee lifecycle events, and follow these steps: 

  • Scroll Down: Go to the 'Employee Lifecycle' section on your profile page. This might be under a tab or a dropdown menu, depending on your organization's setup
  • Click On Employee Lifecycle: After locating it, select 'Employee Lifecycle' to explore more options
  • Select Suspension: Here, you will find options like 'Confirmation' and 'Suspension.' Click on 'Suspension' to initiate the resignation process. It's important to keep in mind that in this context, the process of suspending your work status, including resignation, is referred to as 'suspension'

*This step is important since it takes you to the resignation application form.

Step 3. Initiating The Resignation Application

When you click on the 'Suspension' tab, you will be prompted to the 'Apply for Resignation' option. The resignation process in Darwinbox involves three main stages: 

  • Employee Request: You are currently at this stage, submitting your resignation request after completing the previous steps
  • Manager Approval: After submitting your request, it will be sent to your manager for approval
  • Admin Approval: Once the manager approves the request, it will be sent to your company’s admin (HR or any alternate higher authority in the organization) for final approval

Step 4. Filling Out The Resignation Form: Key Fields

Now, it's time to fill out the resignation form. Here are the key fields you need to pay attention to: 

  • Date Of Resignation: You need to choose the date you want to resign. This is usually the date you want to start your notice period from (Make sure you select the correct date, as it impacts your notice period and last working day)
  • Reason For Resignation: Click on the drop-down menu listing common reasons for resignation, such as better compensation, new employment opportunities, personal reasons, and more
  • Selecting Your Reason: Choose the reason that most closely reflects your situation. HR can use this info for internal analysis and to better understand employee turnover trends
  • Automated Payment Calculation: Darwinbox will calculate your last paid employed day automatically by using the company's notice period policy (e. g. , 30 days) and the date of your resignation
  • Understanding Notice Period: Learning about your company's notice period policy is important. For example, your final day of employment will be March 31, 2025, if you quit on March 1, 2025, and your notice period will be 30 days
  • Requesting An Early Last Date (Optional): You can request an earlier last working day, potentially before the standard notice period. If you have a new job with a fixed start date, this option allows you to align your final working day accordingly**

**You need to remember that utilizing this option (requesting an earlier last day) is subject to your company’s policies and your manager and HR’s approval 

Step 5. Attachments And Recovery Options

You can also come across sections for attachments and recovery options while filling out the form: 

Attachments (Optional) 

  • Uploading Documents: If required, you can upload supporting paperwork, such as a medical note or any other relevant documentation
  • Optional Nature: Attachments are usually optional unless specified by your organization

Recovery Option 

  • Company Assets: This section deals with the recovery of company data or assets
  • No Action Required: Usually, the organization handles this section, you can leave this as it is, unless directed otherwise

Step 6. Submitting The Resignation Request

Make sure you have reviewed all the information carefully before submitting your resignation: 

  • Review Your Details: In the end, you need to double-check your resignation date, reason, and any attachments for accuracy
  • Submit The Request: Click the ‘Submit’ or ‘Apply’ button to send your resignation request to your HR department/manager for approval
  • Record Submission: You can take a screenshot or note the submission date to keep record

Step 7. What Happens Next: Approval Stages

  • Manager Approval: After the successful submission of the resignation request, a notification will be sent to your manager for review and approval
  • Admin Approval: After your manager has approved the request, it will be forwarded to HR or another admin for final approval
  • Notifications: You will be receiving updates on the progress of your request via email or notification within Darwinbox

If you don't get any updates within a reasonable timeframe, be patient and follow up with your HR department.