Automated offboarding workflow template

A structured offboarding process is crucial for maintaining strong relationships, protecting employer branding, and preventing security risks. In fact, 76% of IT leaders consider offboarding a significant security threat due to the risk of former employees retaining access to sensitive company data (Torii). When handled well, offboarding can turn former employees into advocates for your company, ensuring they speak positively about their experience even after they leave.

This workflow template provides a structured approach to offboarding, ensuring all key steps are completed—from notifying HR and payroll to returning company assets and closing system access. By automating these processes, businesses reduce administrative burden, create a smoother transition, and foster goodwill with departing employees.

How it works:

1. Submit offboarding form: The manager fills out an offboarding form, which could be shared on the company portal, providing key details such as the employee’s last working day, reason for departure, and whether a replacement is needed.

2. Inform all stakeholders: Automatically notify HR and payroll about the offboarding process via email or internal communication tools like Teams or Slack.

3. Find replacement: If a replacement is needed, the supervisor receives an automated form to provide key details about the role. This includes updating the job title, listing required skills, specifying any changes in responsibilities, and defining the ideal start date for the new hire. Once the form is submitted, an automated workflow is triggered to initiate the new hire request process, ensuring a seamless transition with minimal downtime.

4. Handover plan: The departing employee is automatically sent a handover form requesting details on ongoing projects, pending deliverables, key contacts, and any additional notes. This ensures that critical information is documented for a smooth transition. Once completed, the form is submitted, and an email notification is sent to the manager for review.

5. Organise farewell: The employee is invited to share their preferences for a farewell gathering, including the type of event, preferred date, guest list, and any special requests. Once submitted, this information is automatically sent to the manager to arrange the farewell event, ensuring a thoughtful and inclusive goodbye.

6. Exit interview: The departing employee receives an automated survey to provide feedback on their experience, reasons for leaving, and suggestions for improvement. If they opt for an exit interview, HR is automatically notified to schedule it before their last working day. This helps gather insights to enhance the employee experience and company culture.

7. Inform colleagues: An automated email or message via internal communication tools like Teams or Slack notifies colleagues of the employee’s last working day. This ensures team members have an opportunity to say goodbye and acknowledge the employee’s contributions before their departure.

8. Update payroll: Your payroll system is automatically updated to reflect the employee’s departure, ensuring final payments are processed correctly and benefits are adjusted accordingly. This eliminates manual errors and prevents payroll discrepancies.
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9. Close access: System access is revoked automatically on the employee’s last working day, reducing security risks. For systems that require manual intervention, an automated ticket is created, e.g., Jira or Asana, for IT to complete the process. This ensures that no former employees retain access to sensitive data, safeguarding company information.

10. Return assets: Seven days before the employee’s departure, they receive an automated email with instructions on returning company assets, including laptops, mobile phones, ID badges, and uniforms. After their last day, an automated reminder is sent via text to confirm all items have been returned. IT is also automatically prompted to confirm the return of company assets.

11. Cancel phone/internet subscription: The system sends an automated request to the phone/internet provider to cancel any company-paid subscriptions. Once the provider confirms, the process is marked as complete.

12. Manager evaluation: The departing employee’s manager is automatically sent an evaluation form to provide feedback on their performance, key strengths, and areas for improvement. This information helps refine hiring decisions and improve workforce planning.

Want to enhance your process?

Consider using AI to determine the sentiment of departing employee feedback and inviting those with positive responses to leave a review on employer branding platforms like Glassdoor. You could also introduce a referral program for future hires or arrange a thoughtful leaving gift to maintain goodwill. These enhancements can further streamline offboarding and improve long-term employer branding.

Why use this workflow template?

• Automate every step: Reduce manual tasks and free up HR resources.
• Minimise security risks: Ensure timely access revocation and asset returns.
• Improve compliance: Maintain accurate documentation and align with company policies.
• Enhance employer branding: Create a positive exit experience that encourages referrals and public advocacy.
• Keep everyone informed: Automated notifications ensure all stakeholders stay updated throughout the process.