--- title: "Command Centre: Step-by-Step - Monitoring and Managing Records (HR Admin)" --- [Skip to content](https://guide.sprout.ph/-command-centre-step-by-step-monitoring-and-managing-records-hr-admin#main-content) [![Sprout Logo-3](https://guide.sprout.ph/hs-fs/hubfs/Sprout%20Logo-3.png?width=200&height=78&name=Sprout%20Logo-3.png)](https://guide.sprout.ph/?hsLang=en) Open main navigation Close main navigation How can we help you? - There are no suggestions because the search field is empty. 1. [Sprout](https://guide.sprout.ph/?hsLang=en) 2. [Command Center](https://guide.sprout.ph/command-center?hsLang=en) 3. [Employee Offboarding](https://guide.sprout.ph/command-center?hsLang=en#employee-offboarding) # Command Centre: Step-by-Step - Monitoring and Managing Records (HR Admin) - The **Offboarding list** shows every active record with a status badge and a last-day countdown. A **Due on** column carries each record's DOLE final-pay deadline — the last working day plus 30 calendar days. Once a record passes that deadline, a red **N days overdue** note appears beneath the date in the same cell, and stops once the record is Completed. Records whose clearance was not finished on or before the employee's last day carry a **Clearance overdue** warning, with no grace period. ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-30-2026-12-57-04-5014-PM.png?width=2048&height=1190&name=undefined-Sep-30-2026-12-57-04-5014-PM.png) - Above the list, eight **Key metrics** cards summarise where everyone sits: **Total in offboarding**, **Employee exits**, **Completed**, **Avg time to offboard**, **Awaiting quitclaim**, **Clearance overdue**, **For disbursement**, and **Final pay overdue** (records past the DOLE due date). These are current-snapshot counts for this list; historical trend data across multiple exit cohorts lives on Command Center's separate **Lifecycle Metrics** page, not here. **What each metric means** - **Total in offboarding** — Employees currently in the offboarding process. - **Employee exits** — Employees whose last day falls within the selected date range. - **Completed** — Fully offboarded — quitclaim reviewed and the exit complete. - **Avg time to offboard** — Average days from the workflow being initiated to the exit being completed (quitclaim reviewed and final pay released); completed exits only. - **Awaiting quitclaim** — Quitclaim released or under review, not yet cleared. - **Clearance overdue** — Clearance and signing still unfinished after the last day, counted from the last day itself (no grace period). - **For disbursement** — Final pay still pending release. - **Final pay overdue** — Exits not yet completed once the DOLE window has closed. Final pay is due within 30 calendar days of the last working day (Labor Advisory No. 06-20), so a record counts from day 31 onward; counts every stage. ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-30-2026-12-57-05-6991-PM.png?width=2048&height=1187&name=undefined-Sep-30-2026-12-57-05-6991-PM.png) - Open any record's **detail drawer** for two tabs: - **Details** — progress, quitclaim status, per-section assignees shown inline, and a **Resend invite** action. Resending regenerates both the magic link and the PIN together in one action and invalidates the previous ones — there's no way to resend just one or the other, and every resend is logged to the audit trail. ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-30-2026-12-57-06-2536-PM.png?width=2048&height=1186&name=undefined-Sep-30-2026-12-57-06-2536-PM.png) - **Activity** — the full, immutable audit trail, presented as a day-grouped timeline (newest day first, newest event within each day first). ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-30-2026-12-57-03-9444-PM.png?width=2048&height=1192&name=undefined-Sep-30-2026-12-57-03-9444-PM.png) - As HR Admin, you have full edit access to every section of the clearance form, even sections assigned to someone else — each completed item shows who did it and when. - When all clearance is complete, the record advances automatically (through an exit-interview gate if one is required and not yet submitted) to **For Final Pay Computation**. ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-30-2026-12-57-03-3852-PM.png?width=2048&height=1188&name=undefined-Sep-30-2026-12-57-03-3852-PM.png) - To move the record forward from there, open **Move to Quitclaim Release**: pick a quitclaim document template, enter the **Final Pay Amount** (numeric — it's peso-prefixed, digits-only, and formats itself with thousands separators as you type; the written-out "Final Pay Amount in Words" field is read-only and derives automatically from what you typed, you can't edit it directly). If the selected template has Company Signatory enabled, you'll also choose **Assign** (the record waits at this stage until your designated signatory signs) or **Sign now** (you sign inline yourself and the record advances immediately). If the template has no Company Signatory, confirming releases the quitclaim straight to the employee. ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-30-2026-12-57-02-7881-PM.png?width=2048&height=1189&name=undefined-Sep-30-2026-12-57-02-7881-PM.png) - The departing employee then e-signs via their portal — this triggers the record to **For Review**. Open the **Review quitclaim** dialog from the Details tab: it shows the submission's evidence first (file name, timestamp, a "Signed in portal" badge, and a **Download copy** button) before you act. Confirming asks for a second, explicit confirmation — this is deliberate friction, since clearing a quitclaim can't be undone — and advances the record to **For Disbursement**. If you instead choose **Request re-sign**, you must enter a reason; the record reverts to **For Quitclaim Release**, the employee gets a notification carrying your stated reason, and they re-sign through the same portal flow. - To close the record, upload proof of disbursement — this is required and is itself the "Mark as Disbursed" action, which moves the record to **Completed**. ![](https://guide.sprout.ph/hs-fs/hubfs/undefined-Sep-30-2026-12-57-05-0095-PM.png?width=2048&height=1186&name=undefined-Sep-30-2026-12-57-05-0095-PM.png) **If something goes wrong:** - **Wrong section assignee, or the assignee has since left the company:** the approver can't be changed once the record exists, and there's no cancel-and-recreate path either (separation cancellation is unbuilt). This doesn't need Support — **complete the affected section yourself**, as you can with any section, and work the record as it stands. - **A section shows a count ("2 assignees") instead of names:** a display issue that can appear on any account, whatever its size — the section renders a count where the assignee's name and avatar should be. It doesn't affect the assignments, the clearance data or any sign-off; confirm the assignee from the record, or contact them directly. A fix is already scheduled. - **You have questions about how a departing employee's personal email is stored or retained:** raise them with your Customer Success Manager rather than working from assumptions — this module sends to personal addresses, so the data-handling answer needs to come from Sprout directly. - **The module is there but records won't behave as expected:** check that all three templates — clearance checklist, exit interview form and quitclaim document — are set up and **Active** for your account. An incomplete template set accounts for most of these reports, and since there is nothing else to switch on, it is the first thing to rule out. If all three are Active and it still misbehaves, contact Sprout Support. - **A departing employee still can't reach their portal after a fresh resend of their link and PIN:** stop retrying and contact Sprout Support with the record ID. Portal access doesn't run on their Sprout HR login, so there's nothing further to fix from your side. --- **Where to Get Help** - **HR Admin:** Contact your Customer Success Manager for setup questions, or Sprout Support for anything that looks like a defect rather than expected behavior described above. - **Section Assignee:** Contact your company's HR Admin first — they can resend notifications, check your section assignment, or escalate to Sprout Support on your behalf. - **Departing Employee:** Contact your former employer's HR Admin — they can resend your portal link/PIN or escalate to Sprout Support. 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