Offboard a leaver

What this achieves

Offboarding is the set of tasks that close out someone’s employment properly: revoking access, recovering equipment, transferring what they know, and holding an exit interview. The employee record itself is retained rather than deleted.

Required role: Administrator.

Before you start

An offboarding checklist is created when an employee is terminated. You can also create one directly where a checklist is needed before the status change.

Steps

1. Open the employee and go to their Offboarding tab.
2. If none exists, select Create Checklist.
3. Select Add Task for anything the standard set does not cover.
4. Assign each task to whoever is doing it.
5. Mark tasks complete as they are done.

Task categories

Option	Description
Access Revocation	Removing system and building access.
Equipment Return	Recovering laptops, phones, and other items.
Knowledge Transfer	Handing over work and context.
Exit Interview	The conversation on the way out.
Other	Anything else.

Access revocation is the one with a deadline attached to it. Everything else can slip a week; access should not.

Example: at HC Corp UK Ltd, access revocation is completed on the last working day while equipment return and knowledge transfer may run past it.

Locking the account is a separate action

Completing an access revocation task records that it was done. It does not itself stop the person signing in — locking their user account is a separate action in user management.

Do both. A checklist ticked complete while the account remains active is a record of an intention rather than a change.

The leaver’s record is kept, not deleted

Terminating an employee ends the employment and retains the record. That is deliberate: payslips already issued, employment history, and statutory reporting all have to remain answerable after somebody has left.

There is no offboarding action that erases the person. If your organization has a retention policy for leaver records, it is a policy you apply rather than something offboarding does for you.

Example: a departed HC Corp UK Ltd employee keeps their record, their payslips, and their documents, so a reference request or a payroll query a year later still has an answer.

Final pay

Money owed to a leaver — their partial final period, and any gratuity or leave payout — is calculated through payroll as a final settlement, not on this checklist. Add a task to prompt it if that helps, but the calculation happens in payroll.

Settle any outstanding loan balance before that run, because a finalised payroll run cannot be edited afterwards.

A note on responsibility

What you retain about a leaver and for how long is a decision for your organization with data-protection consequences. This page describes what the product does; take the retention policy to your own adviser.

What happens next

Once the checklist is complete and the account is locked, the employment is closed out. The record remains available for reporting and for any query that arrives later, and final pay is handled through payroll.

Related

• Change employee status or transfer
• Run an onboarding checklist
• Manage employee documents
• Payroll