Employee Offboarding Workflow

What does this workflow record at each stage of offboarding?

The record captures the manager's original intake details, HR's decision and comments, the manager's handover notes and reassignments, payroll's final pay inputs, the office team's property return details, IT's access removal date, and HR's final verification notes. Each of these is saved because the workflow waits on the corresponding task, and the exit interview responses are saved from the emailed form. The record's timeline and status field reflect progress through these stages, and workspace activity is logged throughout.

Who is involved in the offboarding process?

A manager initiates the case through the public request form, and HR carries out the review gate that decides whether the case proceeds or is cancelled. If it proceeds, the manager, payroll, the office team and IT each complete an assigned task covering handover, final pay, property return and access removal respectively. HR then performs a final verification task before the case is marked Completed and an exit interview form is emailed to the employee.

What happens if HR decides to cancel the offboarding request?

If HR's decision is Cancel, the workflow sets the status to Cancelled and emails the manager with HR's comments explaining the outcome. If the decision is Proceed, the status moves to In Progress and the employee receives a confirmation email covering their last working day and property return, after which the parallel handover, payroll, property and IT tasks begin.

How do we change who is assigned to each task?

Tasks and approvals in this workflow are assigned to workspace members, so reassigning the HR review, manager handover, payroll, property or IT access tasks to different team members can be done directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or compared over time.

How do we customise the offboarding workflow for our organisation?

A workflow can be changed by describing the desired change in plain English or by editing its steps directly in the workflow editor, without a development project. This makes it straightforward to adjust the intake form fields, add or remove tasks, or change the wording of emails sent to managers and employees as offboarding practices evolve.

Does the employee need an account to complete the exit interview or return company property information?

No account is required at any point. The employee receives their confirmation email and the exit interview form directly by email, and responds without logging in, consistent with how customers and employees interact with forms and requests across the platform.

How is progress tracked across a large volume of offboarding cases?

Each offboarding request is a record with its own reference number, current status and full timeline of what has happened. Table views and dashboards group these records by status, such as Submitted, In Progress or Completed, so HR and managers can see where every case stands across the organisation.

What is captured for compliance or audit purposes?

The workflow records the HR decision and comments, handover notes, payroll inputs, property return details, IT access removal date, HR verification notes, and the full record timeline showing status changes and completed tasks. Each organisation should confirm with its own advisors whether these records meet its specific compliance or record-keeping obligations.