--- title: "Employee Onboarding Software, Exits and F&F | LekhaHR" description: "Employee onboarding software for small teams: joining checklists with owners, appointment letters, clearances that never hold pay, F&F in 2 working days." canonical: https://lekhahr.in/employee-onboarding-software/ last_updated: 2026-09-30 --- Employee onboarding software · 09:30 IST, day one # The first day, ready **before they arrive.** LekhaHR is employee onboarding software for small teams, with exits in the same place. Every joining task has an owner and a date before the person walks in. Every exit ends with the F&F paid within 2 working days of the last day. [Request an invite](https://lekhahr.in/request-invite/) See the exit side Included in LekhaHR Operations: ₹79 per employee per month on annual billing for the first 25, no minimum; GST extra. [See every band](https://lekhahr.in/pricing/) Bhavna Choudhary · first day Data Analyst · joined Tue 1 Sep 2026 · manager Tanvi Mehta 6 of 6 done 1. Offer accepted, done because she accepted on a private link, and no login was made for her before day one Mon 10 Aug · 16:20Bhavna 2. Appointment letter issued, done because the letter carries her designation, wages, probation and notice before she starts Mon 31 Aug · 17:05Meenal Joshi 3. Details confirmed, done because she checked what preboarding collected instead of typing it again Tue 1 Sep · 09:12Bhavna 4. PF UAN linked, done because she had a UAN from her last job, so the same number carries over Tue 1 Sep · 09:14Bhavna 5. Laptop handed over, done because IT's task on her checklist was due on day one, not in week one Tue 1 Sep · 09:25Prakash Yadav 6. First punch, done because her punch was set up before she arrived Tue 1 Sep · 09:31Bhavna Tue 1 Sep 2026 · 09:31 IST first punch, Bengaluru office JoinedTue 1 Sep · 09:31 IST No. 02 Before day one --- because a laptop that arrives in week two turns day one into a wasted day. ## What should happen before a new employee's first day? Every joining task gets an owner and a date, a week ahead of day one. On Mon 24 Aug, Tanvi, Prakash, Fatima and Meenal each got their part of Bhavna's joining. Her offer, documents and consent stayed on a private link until she joined. ### An offer with versions Each edit is a new version, and a second person approves it before it is sent. ### Preboarding on a private link The joiner uploads documents and fills in PAN, bank and UAN before any login exists. ### Tasks with owners and dates IT, admin, HR and the manager each see their own part, with a due date and a nudge when it slips. No. 03 The appointment letter --- because a letter nobody can find is as good as no letter. ## The appointment letter, issued before the first punch. From 21 Nov 2025, the OSH Code asks an establishment with 10 or more workers to give each employee a letter of appointment; below 10 it is good practice. LekhaHR builds it from the accepted offer, so the letter and the record say the same thing. Each letter has a free format to start from: the [offer letter format](https://lekhahr.in/resources/offer-letter-format/), the [joining letter format](https://lekhahr.in/resources/joining-letter-format/), and on exit the [experience letter format](https://lekhahr.in/resources/experience-letter-format/) and the [relieving letter format](https://lekhahr.in/resources/relieving-letter-format/). For the people already on your payroll The same duty covers people who joined before the Code, within three months of 21 Nov 2025 (by 21 Feb 2026). LekhaHR lists everyone still without one and issues them in one run, each from their own record. A new version when terms change Old versions stay on the record, so a notice period can always be traced back to the letter that set it. because notice on an exit is read from this letter, not from memory. Occupational Safety, Health and Working Conditions Code, 2020, s.6(1)(f) · in force 21 Nov 2025 · checked by the LekhaHR team, 30 Sep 2026 No. 04 Day one, then the first month --- because the first month decides whether someone is still here in the second year. ## Day one runs on the joiner's phone. The first month runs on dates. Bhavna signed in with a one-time code from her email, confirmed what preboarding collected and punched in at 09:31. After that, each first-month task has a date, and Meenal sees what is late before it is forgotten. - **Policies read and acknowledged**: 3 of 3 because each acknowledgement is dated on her record - **Original documents returned**: 4 of 4 because HR sees each original and hands it back the same day - **30-day check-in with Tanvi**: Thu 1 Oct because the first-week plan set it - **Confirmation review**: 1 Mar 2027 because her letter sets a 6-month probation, and HR is reminded 15 days before No. 05 Resignation and notice --- because notice is counted in days here. Payroll turns the days into rupees. ## How is the notice period worked out when someone resigns? From the appointment letter. Sanjay Mishra resigned on Wed 26 Aug; his letter sets 30 days once confirmed, so his last day was known the moment he submitted and nobody had to look it up. The last day then starts the clearances and the F&F clock. Short notice, decided in days If someone can't serve it all, the decision is written down as days: waived, recovered, or set against earned leave. Payroll prices it when the facts freeze. Resigned by WhatsApp HR can record a resignation on someone's behalf, with the message attached as the evidence. Changed their mind A withdrawal is a new entry on the case. The resignation stays on the record beside it. No. 06 Clearances --- because a missing ID card is, at most, a recovery. It is never a reason to hold someone's wages. ## Can clearances hold back a salary or a relieving letter? No. An item that isn't returned becomes a recovery, taken only as the Code on Wages allows (s.18), and the wages go ahead on their date. On Sanjay's last day, 4 of 6 teams had cleared; Admin still had his ID card and drawer key. The F&F went ahead on time, and the card came back on Monday. - **Relieving letter**: on the last day because it waits only for the last day to be reached, never for a clearance - **Experience letter**: with the relieving letter because both are common practice, and neither should depend on a key being found - **F&F statement**: with the settlement because every line on it carries its source, so it can be read without a call to HR No. 07 Full and final --- because the last money someone gets from you is the part they remember. ## Full and final, due within 2 working days. The Code on Wages, 2019, s.17(2) asks for the wages due on an exit within 2 working days, in force since 21 Nov 2025. The clock starts at the last day and counts your working days, so a Friday exit is due on the Tuesday. Gratuity and PF follow their own timelines, on separate lines. Sanjay Mishra · last day Fri 25 Sep · due Tue 29 Sep Fri 25 Sep Last day Sat 26 Sep Weekly off Sun 27 Sep Weekly off Mon 28 Sep Working day 1 Tue 29 Sep Working day 2 · due because Sat 26 Sep and Sun 27 Sep are weekly offs at Paiteq, so the two working days are Mon 28 Sep and Tue 29 Sep. [The full and final settlement guide: time limit, calculation and format](https://lekhahr.in/guides/full-and-final-settlement/) On their own timelines - **Gratuity**: not due because 3 years 6 months of service is under the 5 years of continuous service the Code on Social Security asks for - **PF balance**: with the PF office because he transfers it to his next employer with his UAN, or withdraws under EPFO's rules once the exit date is marked - **Form 130 (earlier Form 16)**: where tax was deducted because it covers the whole tax year, and comes from the TDS returns [See the same F&F in rupees, line by line](https://lekhahr.in/payroll-software/#ch-fnf) 2 working days · Code on Wages, 2019, s.17(2) · in force 21 Nov 2025 · checked by the LekhaHR team, 30 Sep 2026 Gratuity · Code on Social Security, 2020, s.53 · 5 years of continuous service · checked by the LekhaHR team, 30 Sep 2026 No. 08 An honest note --- because the right tool for your team matters more than one more sign-up. ## Who LekhaHR onboarding and exits are written for. Written for you if ### Teams that hire a few people a year and want each joining done properly. - Joining lives in a WhatsApp group and a spreadsheet, and someone always forgets the laptop. - You have 10 or more people and owe appointment letters to those who joined years ago, not only to new joiners. - You want every exit to reach its F&F on time, with facts payroll can price. Talk to us first if ### Some joining and exit setups need a conversation first. - You bring in or let go of dozens of people in a single week. Joinings and exits here are handled one case at a time. - You need offers signed electronically inside the tool. Offers are accepted on a private link, without an e-signature. No. 09 Questions --- Statutory answers carry the date the law took effect. ## What small teams ask before they move joining and exits out of email. ### What is employee onboarding software? It turns joining into a checklist with owners and dates: the offer, documents, the appointment letter, the laptop and the first punch. In LekhaHR the same module handles exits too, from the resignation to clearances and the F&F, so one record runs from the offer to the last payslip. ### Is an appointment letter mandatory in India? Yes, once you have 10 or more workers, under the OSH Code, 2020, s.6(1)(f), in force 21 Nov 2025, issued before the person starts work. Below 10 it is good practice, and some state Shops and Establishments laws ask for it. Our appointment letter format page explains more. ### How soon must a full and final settlement be paid? The wages due on exit are paid within 2 working days of the last day (Code on Wages, s.17(2), in force since 21 Nov 2025); our full and final settlement guide covers what else is due and when. ### Can we hold the F&F or the relieving letter until a laptop comes back? LekhaHR doesn't. An item that isn't returned becomes a recovery, approved by someone other than the person who raised it. It is recovered only as the Code on Wages allows (s.18), after the employee has been heard, and within the 50% limit on deductions. The wages due and the relieving letter go ahead on their dates. ### Is gratuity part of the F&F? It sits beside the F&F on its own line and its own timeline. Under the Code on Social Security, 2020, s.53, gratuity is payable on exit after 5 years of continuous service, and a fixed-term employee qualifies pro rata after one year. The line shows which rule it used. ### Are relieving and experience letters required by law? No Labour Code requires them of a small employer. Standing orders in larger establishments call for a service certificate. Both are common practice, and LekhaHR issues both once the last day is reached, with the F&F statement, and never ties them to clearances. ### What does HRMS onboarding look like when we move to LekhaHR? You import your people from a spreadsheet or your old tool's export. Each person then gets an invite to confirm their own details on the phone, and anyone without a current appointment letter shows on one list. New joiners after that start from an accepted offer. Occupational Safety, Health and Working Conditions Code, 2020, s.6(1)(f) · in force 21 Nov 2025 · checked by the LekhaHR team, 30 Sep 2026 No. 10 · By invitation ## Let the next joiner find day one ready. because the bill is sized to the team you have. We reply to every request by email. [Request an invite](https://lekhahr.in/request-invite/) [Read about payroll](https://lekhahr.in/payroll-software/)