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Offboarding User Flow

Summary

The Offboarding User Flow provides administrators with a structured, step-by-step process for managing employee offboarding. This ensures that all relevant data, assets, and responsibilities are handled correctly before an employee’s termination. By streamlining the offboarding process, it improves compliance, efficiency, and user experience.

In this article

  • Before you begin
  • Step 1: Detail
  • Step 2: Reason
  • Step 3: Feedback
  • Step 4: Knowledge Transfer
  • Step 5: Devices
  • Step 6: Apps
  • Step 7: Task Scheduling
  • Step 8: Summary
  • Frequently Asked Questions (FAQ)

Before you begin

  • The Offboarding User Flow is designed for Admin users performing the offboarding process.
  • The flow guides administrators through predefined steps, pulling relevant data from the employee profile and allowing for manual updates when necessary.
  • This process is essential for ensuring that all tasks related to employee termination are completed, including returning assets, unassigning applications, and transferring responsibilities.

Step 1: Detail

Purpose

  • This step displays core profile data of the employee, including essential details required to initiate the offboarding process.

Auto-filled Fields

  • Name: Employee's full name.

  • Role: Current job title.

  • Department: Department the employee belongs to.

  • Employee ID: Unique employee identifier.

  • Email: Employee's company email.

Editable Fields

  • Last Working Date: The final working day for the employee.

  • Offboarding Date: The official termination date of the employee.

Validation

  • The Offboarding Date must not be earlier than the current date to ensure accurate processing.

Step 2: Reason

Purpose
  • Capture the reason for offboarding the employee. This can help administrators take appropriate actions based on the reason for termination.
Field Type
  • Dropdown (mandatory selection):
    • Resignation
    • Termination
    • Contract End
    • Role Change
  • Optional Free Text: Allows additional details or context to be provided.
Dependency
  • The reason for offboarding may affect subsequent steps. For example, a termination may trigger the urgent return of company devices, while resignation or contract end might allow for more time.

Step 3: Feedback

Purpose
  • Schedule an exit interview to gather feedback from the employee and assess their experience.
Features
  • Date Picker: Select the date for the exit interview.
  • Assign HR Representative: Choose an HR representative to conduct the interview.
  • Notes Section: Allows admins to input key topics or pre-exit information to address during the interview.

Step 4: Knowledge Transfer

Purpose
  • Ensure that critical responsibilities and tasks are reassigned to another employee, ensuring operational continuity.
Features
  • Select Transferee: Choose another active employee to assume the offboarding employee’s responsibilities.
  • Transfer Reporting Lines: Reassign reporting lines to ensure leadership continuity.
  • Reassign Goals, Reviews, and Projects: Automatically reassign the employee’s goals, performance reviews, and any ongoing projects.
Mandatory: This step is mandatory if the employee holds a critical role.

Step 5: Devices

Purpose
  • Log the devices assigned to the employee and schedule their return.
Features
  • Auto-list Devices: Displays all hardware (laptops, phones, desktops, etc.) linked to the employee.
  • Return Date: Set the return date for each device.
  • Status Dropdown: Choose the current status of each device:
    • Returned
    • Pending
  • Notes for Condition Remarks: Admins can add notes on the condition of the device when returned.

Step 6: Apps

urpose
  • Unassign all licensed or integrated applications from the employee’s account.
Features
  • Auto-list Active App Assignments: Displays a list of all applications currently assigned to the employee.
  • Unassign Date Field: Set the date when the app assignments will be revoked.
  • Bulk Unassign Option: Allows administrators to unassign multiple applications at once.
  • Warning for Critical System Access: A notification appears for applications that provide critical system access, ensuring that proper attention is given.

Step 7: Task Scheduling

Purpose
  • Generate administrative tasks related to the employee’s offboarding date.
Features
  • Pre-configured Tasks: A list of common administrative tasks such as:
    • Disable Account
    • Revoke Badges
    • Archive Files
    • Notify Stakeholders
  • Auto-schedule: Tasks are automatically scheduled based on the Last Working Date.
  • Manual Task Management: Admins can manually add or remove tasks as required.

 Step 8: Summary

Purpose
  • Provide a final review of all details before confirming the offboarding process.
Features
  • Summary View: A comprehensive summary of all entered details from Steps 1 to 7.
  • Downloadable Exit Document: A PDF version of the exit document, including the acknowledgment form, which can be downloaded.
  • Confirm & Offboard: Final confirmation to offboard the employee. A modal will appear to confirm all information before the action is finalized.
 

Frequently Asked Questions (FAQ)

1. Can the offboarding date be earlier than the current date?

No, the Offboarding Date cannot be earlier than the current date. It must be a valid, future date.
 
 

2. Can I schedule multiple exit interviews?

The flow allows for one exit interview to be scheduled per offboarding process. If additional meetings are needed, they can be manually scheduled outside the flow.
 
 

3.What happens if a device is lost?

If a device is marked as Lost during the offboarding process, it will be flagged for further action, including the potential for asset recovery procedures.
 
 

4.How do I reassign ongoing projects?

When completing the Knowledge Transfer step, admins can reassign the employee’s ongoing projects to another team member. Ensure that critical tasks are transitioned to ensure no operational disruptions.
 
 

5.Can I add custom tasks during offboarding?

Yes, the flow allows for manual task management, so administrators can add custom tasks or remove unnecessary tasks based on the specific offboarding scenario.
 
 

6.How do I confirm the offboarding?

Once all steps are completed and verified, click Confirm & Offboard. A final modal will appear for confirmation, after which the employee will be officially offboarded.