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Offboard User from My People

Summary

 The Offboard User process allows you to offboard an employee by following a series of steps. These include setting notice period details, scheduling an exit interview, managing knowledge transfer, and handling assets, tasks, and documents. The process ensures a smooth offboarding experience with proper data management and access control.

In this article

  • Before you begin
  • Step 1: Offboarding Details
  • Step 2:  Scheduling Exit Interview
  • Step 3: Knowledge Transfer
  • Step 4: Device and Assets Management
  • Step 5: Task Scheduling
  •  Frequently Asked Questions (FAQ)

Before you begin

  • Admins with the necessary permissions can offboard users.
  • The offboarding process involves several steps, from setting notice period details to handling tasks and managing assets.
  • Each step ensures a seamless transition and proper record-keeping.

Step 1. Offboarding Details

  1. Employee Information
    • The Employee Name will be displayed.
    • Notice Received Date: Enter the date when the employee submitted their resignation notice.
    • Notice Period: This can either be populated from the user’s profile or manually entered.
    • Notice Period Type: Options include Annual Leave, Gardening Leave, or a custom type. If Annual Leave or Gardening Leave is chosen, you’ll need to set the Notice Start Date, Last Working Date, and Revoke Access Date.
  2. Waiving Notice Period
    • If the employee is to be offboarded immediately, enable the Waive Notice Period toggle.
    • Enabling this option will auto-populate fields like Notice Period Type, Notice Start Date, Last Working Date, and Revoke Access Date with the current date.
  3. Revoke Access Date & Time
    • Enter the Revoke Access Date (when system access will be revoked).
    • Set the Last Working Time and Revoke Access Time according to the employee's time zone.
  4. Offboarding Reason & Description
    • Choose the Offboarding Date and provide a Reason for offboarding (e.g., resignation, retirement, etc.).
    • A description of the offboarding reason can also be added.
    • Optionally, attach any relevant documents.

Step 2. Scheduling Exit Interview

  1. Exit Interview Setup
    • Exit Interview is optional, but if scheduled, you can select the attendee(s) and template (e.g., one-on-one).
    • Set the Cadence (default is once-off).
    • Choose the Date and Time for the interview.
    • If the user has a time zone set in their profile, the system will use this time zone to schedule the interview. If not, an error message will appear.
  2. Generate Invitation
    • Add a subject for the email invitation and generate an email to send to the interviewee.

Step 3. Knowledge Transfer

  1. Reassign Responsibilities
    • Choose between Bulk Reassignment or Assign Items Individually.
      • Bulk Reassignment: Transfer all user responsibilities (e.g., goals, tasks, one-on-ones, reports) to a selected user.
      • Assign Items Individually: Assign specific tasks (e.g., reports to User A, goals to User B).
  2. Upload Documents
    • Attach any additional documents for the reassignment, depending on whether you choose bulk reassignment or individual assignments.

Step 4. Device and Assets Management

  1. Devices and Assets
    • Devices and assets provided to the user will be populated from the user’s profile (e.g., laptops, mobile phones).
    • Review and ensure that all assets are accounted for and transferred if necessary.

Step 5: Task Scheduling

  1. Task Triggering
    • Any tasks that need to be completed on the Offboarding Date or Last Working Date will be automatically triggered when saving the offboarding details.
    • This ensures all offboarding tasks are done promptly.

Frequently Asked Questions (FAQ)

1.Can I offboard a user immediately?

 Yes, if you enable the Waive Notice Period toggle, the system will automatically set the notice period to the current date, allowing for immediate offboarding.
 

2. Can I schedule an exit interview for the user?

 Yes, you can schedule an exit interview as part of the offboarding process. You can set the date, time, and attendees for the interview.

3.What happens during Knowledge Transfer?

 Knowledge transfer involves reassigning the user’s tasks and responsibilities to other team members. You can choose to transfer everything in bulk or assign specific tasks to different users.
 
 

4.How do I handle the user’s devices and assets?

 The user’s devices and assets will be populated from their profile. You can review and manage the return or reassignment of these items during the offboarding process.

This article outlines the steps for offboarding a user, including setting notice periods, scheduling exit interviews, managing knowledge transfer, and handling devices and tasks. Let me know if you need further clarification!