Offboarding App Overview

Offboarding

1. What it is

Offboarding manages the full employee exit process — from the moment someone resigns or is terminated through access revocation, knowledge transfer, and post-separation document access. It replaces ad-hoc checklists with a tracked plan of tasks, documents, and compliance milestones.

• Enablement: Offboarding requires a license. An administrator enables it from the Apps Marketplace.
• What it is not: Offboarding does not handle day-to-day HR records or org-chart changes. Those live in the People app. Offboarding only takes over once a departure is confirmed.

2. Standing it up

1. Go to Apps → Offboarding → Settings.
2. Set the Default notice period (default: 14 days). This is the number of days added to today’s date when a new plan’s termination date is calculated.
3. Decide whether to Require exit interview and Require knowledge transfer on plan completion. Both default to On — a plan cannot be marked complete until these are submitted.
4. Choose the Resignation approval levels (default: 2 — Manager then HR). This controls how many approvals a self-service resignation passes through before an offboarding plan is created.
5. Assign a Primary HR approver so resignation requests route to the right person at the HR stage.
6. Go to Apps → Offboarding → Templates and create at least one offboarding template. A template defines the tasks and documents that are auto-generated when a plan is created from it. Without a template, the system generates a default task set based on the plan type.
7. Optionally create Exit interview templates and Knowledge transfer templates from the same Templates page. These define the questions and sections that appear when the departing employee completes those steps.
8. Grant access: anyone with the Admin, Manager, Super Admin, or HR role can manage offboarding. You can also designate Offboarding app admins from the app’s configure page, which grants management access without changing their org-wide role.

The most common setup failure: enabling exit interviews without creating an exit interview template. The plan requires an interview to complete, but there are no questions to answer — so it can never finish.

3. How it fits together

Plans, templates, and tasks

An offboarding plan is the central record for one employee’s departure. Every plan has a type, a termination date, a last working day, and a status that moves through Draft → Active → Completed (or Cancelled).

A template pre-defines the tasks and documents that a plan should contain. When you create a plan from a template, the system copies the template’s task and document definitions into the plan. Each task has a department (IT, HR, Manager, Payroll, Legal, Finance, Facilities, Operations), a day offset relative to the termination date, and a priority (Critical, High, Medium, Low).

If no template is selected, the system generates default tasks based on the plan type. For example, a Voluntary plan gets seven tasks including “Schedule exit interview”, “Knowledge transfer session”, “Collect company equipment”, and “Process final paycheck”. An Involuntary plan starts with “Immediate access revocation” and “Document termination reason”.

Example: You create a “Standard Voluntary Exit” template with 12 tasks across IT, HR, and Manager departments. An employee resigns, their manager approves, and the system auto-creates a plan from this template. Each task appears with a due date calculated from the termination date — “Revoke system access” on day 0, “Send COBRA notice” on day +1, “Knowledge transfer session” on day −7.

Plan types

Every plan is one of five types: Voluntary, Involuntary, Retirement, End of Contract, or Layoff. The type determines which default tasks are generated (when no template is used) and how the plan appears in analytics. One employee can have only one active or draft plan at a time.

Resignations

An employee can submit a resignation directly from the app. The request routes through a configurable approval chain of 1 to 3 levels: Manager only, Manager then HR, or Manager then Department Head then HR. Notice period policies can vary by country, region, and employee type — the system finds the most specific matching policy and calculates the last working day from it.

When a resignation is fully approved, the system can automatically create an offboarding plan if that setting is enabled (default: On). The plan inherits the resignation’s dates, manager, and type.

Access revocation and SLA enforcement

When a plan’s last working day arrives, the system can automatically revoke access (default: On). A daily job checks for active plans whose last working day is today and triggers the access revocation workflow. The revocation includes a checklist for systems, physical access, and equipment, with three verification checkboxes that must all be checked before the revocation is finalized.

For organizations with identity providers configured, access revocation also enforces a same-day SLA. The primary SLA fires at end of business day on the termination date and triggers outbound IdP deprovisioning. If logged after end of business day, there is a 4-hour grace period. A secondary SLA fires one business day later; plans with incomplete required tasks at that point are marked as breached.

After IdP deprovisioning succeeds, the system also reclaims SaaS application licenses (when a SaaS lifecycle integration is configured in Settings).

Exit interviews and knowledge transfer

Both are optional per plan but can be required organization-wide from Settings. An exit interview uses a template of structured questions (rating scales, multiple choice, open text). Knowledge transfer uses a template of sections where the departing employee documents their responsibilities, processes, and contacts.

Plans cannot be marked complete until both are submitted — if required. An exit interview can also be scheduled for a specific date, and the employee receives an Inbox notification to complete it.

Group terminations and WARN compliance

Group terminations manage layoffs that affect multiple employees. They track WARN Act applicability, required notice periods, the decisional unit, and age demographics for OWBPA compliance. WARN-applicable group terminations default the effective date to 60 days out. Each group termination can generate individual WARN notices and separation agreements for affected employees.

Group terminations are restricted to Admin, Super Admin, and HR roles — managers cannot access them.

Separation agreements

A separation agreement is a legal document attached to an offboarding plan. It is created through a guided wizard that pre-populates employee information from the plan. Separation agreements support ADEA/OWBPA consideration periods (21 days for individual, 45 days for group terminations). They can be sent for e-signature when an e-signature integration is configured.

Separation agreements are restricted to the same HR-sensitive access level as group terminations.

Former Employee Portal

When an offboarding plan is completed, the departing employee can be granted access to a Former Employee Portal where they can view their documents, final leave settlement, and other records. Access requires a verified personal email address (different from their work email). The system sends a portal access token to the personal email on plan completion.

Admins can also send or resend portal access tokens via email or SMS from the plan detail page after completion.

4. Running it

Creating an offboarding plan manually

1. Go to Apps → Offboarding → Plans → New Plan.
2. Select the employee, their manager, and a plan type.
3. Choose a template (or leave blank for default tasks).
4. Set the termination date and last working day.
5. The plan is created in Draft status. Review the generated tasks and documents.
6. Click Start to move it to Active. This sends notifications (to the manager, HR, and employee, based on Settings) and syncs the termination date to the employee record.

Processing a resignation

1. Go to Apps → Offboarding → Resignations to see pending requests.
2. Review the request — check the intended last day, notice period, and reason.
3. Approve or reject. If the approval chain has more levels, the request advances to the next approver.
4. On final approval, an offboarding plan is auto-created (if enabled in Settings).

Completing an offboarding plan

1. Work through each task — mark as completed, started, or skipped.
2. If required, have the employee complete their exit interview and knowledge transfer.
3. Verify the employee’s personal email for Former Employee Portal access.
4. Once all required items are done, click Complete. The system deactivates the employee, triggers benefits termination (if Benefits Management is enabled), revokes remaining access, and sends a portal access email.

Reviewing analytics

Go to Apps → Offboarding → Analytics. The dashboard shows total exits, voluntary vs involuntary splits, turnover rate, average tenure, equipment return rate, and exits by department — all filterable by time period.

Exporting a plan

From any plan detail page, export as PDF or CSV for compliance records.

5. Settings

Setting	Where	Default	What it changes
Default notice period	Settings	14 days	Days added to today when calculating a new plan’s termination date
Require exit interview	Settings	On	Plans cannot be completed until the exit interview is submitted
Require knowledge transfer	Settings	On	Plans cannot be completed until knowledge transfer is submitted
Require exit interview on resignation submit	Settings	Off	Whether to force the exit interview at resignation time (not plan completion)
Auto-create offboarding plan	Settings	On	Whether an approved resignation automatically generates a plan
Auto-revoke access	Settings	On	Whether the daily job automatically revokes access on the last working day
Notify manager	Settings	On	Send notifications to the plan’s manager on plan events
Notify HR	Settings	On	Send notifications to HR staff on plan events
Notify employee	Settings	On	Send notifications to the departing employee on plan events
Resignation approval levels	Settings	2	Number of approval levels: 1 (Manager), 2 (Manager → HR), or 3 (Manager → Dept Head → HR)
Minimum notice period	Settings	14 days	Floor for notice period calculations across all resignation types
AI agent	Settings	On	Whether the Offboarding Ask AI agent is available
Primary HR approver	Settings	None	User who receives resignation requests at the HR approval stage
Default template	Settings	None	Template auto-selected when creating a new plan
Notice period policies	Settings → Notice Period Policies	(none)	Per-country, per-region, and per-employee-type overrides for the notice period

6. More help

• Offboarding FAQ — specific setup and operating questions
• Ask AI — the assistant answers questions about Offboarding from these articles.