Employee Offboarding

The Employee Offboarding module provides a structured, step-by-step process for managing employee resignations and terminations. The system automates key parts of the offboarding workflow, including creating targets and tasks to ensure all necessary actions are completed before an employee's departure.

Step 1 - Initiate Offboarding

The first step in the offboarding process is to initiate the resignation or termination from the employee's profile.

How to Initiate

1. Open Employees and find the departing employee.
2. Select Initiate Offboarding on their row.

note

Initiate Offboarding only appears for employees whose status is Active.

Step 2 - Fill in Details for Offboarding

Complete the offboarding form:

Field	Description
Employee	The employee being offboarded (shown for confirmation)
Termination Date	Their final day
Reason for Termination	Select one of the five reasons below
Rehire Eligibility	Whether the employee may be rehired in future - yes or no
System Access	Revoke access on termination date or Revoke access immediately

Reason for Termination

Choose from:

• Resignation (Voluntary)
• Termination (Involuntary)
• Redundancy
• Retirement
• End of Contract

Offboarding someone whose last day has already passed

You can enter a Termination Date that is in the past, for example when a resignation is recorded late.

• Choose Revoke access immediately. The employee moves straight to Resigned, their access is removed at once, and the date you entered is saved as their termination date. If they are synced to Xero, Xero is told the same date.
• If you choose Revoke access on termination date with a past date, the offboarding is refused with the message "Termination date is in the past. Choose 'Revoke access immediately' instead." The employee stays Active. Change the option and submit again.

Today's date and future dates work as before.

Confirmation

Once submitted, the employee's status changes to Offboarding In Progress, and to Resigned on the termination date. If the employee is synced to Xero, moving to Resigned also terminates them in Xero payroll automatically — there's no separate manual step to do that in Xero.

Reversing an offboarding

If offboarding was started in error:

• While the employee is Offboarding In Progress, select Cancel Offboarding on their row.
• Once they've moved to Resigned, select Restore to reactivate their record.

You can also select Resignation Info on a resigned employee to review the details that were recorded. This opens even when no exit documentation was attached.

Step 3 - Auto Create Target for Complete Offboarding

After the offboarding details are submitted, the system automatically creates a target to track the completion of the offboarding process.

How It Works

The resignation process will create a target, which you can view here.

What the system does automatically:

• ✅ Creates an offboarding completion target in the system
• 📋 Assigns the target to the relevant HR administrator
• 🔔 Sends notifications to stakeholders involved in the offboarding
• 📅 Sets a timeline based on the employee's last working date

Step 4 - Auto Create Tasks Under "Complete Offboarding"

The system further breaks down the offboarding target into individual tasks that need to be completed.

Automated Task Creation

The system generates a checklist of tasks under the "Complete Offboarding" target to ensure nothing is missed.

Typical offboarding tasks may include:

• IT & Access: Revoke system access, collect devices and equipment
• Finance: Process final pay, outstanding leave, and superannuation
• Administration: Update employee records, archive documents
• Knowledge Transfer: Ensure handover of responsibilities and documentation
• Exit Process: Conduct exit interview, collect company property, return ID/access cards

Tips for Smooth Offboarding

• Start Early: Initiate the offboarding process as soon as the resignation or termination is confirmed
• Track Progress: Monitor the offboarding target and tasks regularly to ensure timely completion
• Communicate: Keep relevant departments informed (IT, Finance, the employee's team)
• Document Everything: Maintain thorough records of the offboarding process for compliance
• Be Thorough: Ensure all tasks are completed before the employee's last day