Home›Use cases›Offboarding
◉ 3 examples from practice

Automating offboarding
Leaving, with every consequence, the technical ones included

Leaving is the process where the most gets overlooked. Accounts stay open, licences keep running, deletion deadlines are never set. Whatever went into four systems on joining has to be ended in four systems on leaving.

Discuss your workflow Calculate your savings
95 min saved per leaver estimated from comparable projects
2 hrsbefore, per leaver
25 minafter
the same dayblocked instead of days later
The starting point

What offboarding
costs in time today.

1

User accounts stay active after the last working day

2

Licences keep being paid for because nobody cancels them

3

Access cards and equipment are never asked for back

4

Deletion deadlines for the employee file are never set

Programmes involved

These are the systems
tied to this area.

All already connected. If yours is missing, we build the integration at no extra cost, on average within three days.

Personio Microsoft 365 Google Workspace Sage DATEV Access control systems

Is your programme included?

Three examples

Simple, medium
and genuinely complex.

All of them examples from live operation. What gets built is whatever comes up in your work.

SimpleA few steps, ready straight away

Announce a departure

TriggerA resignation has been recorded

  1. Set the leaving date
  2. Have the manager confirm it
  3. Inform the team

ResultNobody hears about a departure through the grapevine.

MediumWith conditions and approvals

Close access securely

TriggerThe last working day

  1. Block the accounts
  2. Withdraw the permissions
  3. Reclaim the equipment
  4. Sign off keys and pass

ResultNo active access is left behind, evidenced as at the cut-off date.

ComplexBranches, deadlines, several systems

Offboarding with final pay and archiving

TriggerA departure with outstanding entitlements

  1. Calculate the remaining leave
  2. Settle the time balances
  3. Account for benefits in kind
  4. Start the final pay run
  5. Create and approve the reference
  6. Send the certificates
  7. Move the file into retention
  8. Set the deletion deadlines

ResultFrom the last working day to the deletion deadline, one workflow, nothing forgotten.

The exceptions

And what about
the special cases?

That is the question most automation projects fail on. With us the exceptions get built in, not left out.

A departure with garden leave and a later end date
A settlement agreement with a different final pay run
A move to another group entity rather than a real departure

Each of these cases can be mapped in the builder as its own branch, with a condition, an approval and a different route. Without a line of code.

Common questions

What we are asked about offboarding
most often.

Is access really blocked reliably?
At the time you set, the workflow blocks access in every connected system at once and logs it. That is a security matter as much as a tidying-up job.
What about licences that keep running?
They are ended by the same workflow. With a larger workforce that quickly adds up to a four-figure sum a year.
How are deletion deadlines for the employee file set?
Automatically on departure, with the deadline that applies to each document. The workflow gets in touch before anything is deleted.
Does it work with garden leave and a later end date?
Yes. The workflow distinguishes the last working day from the legal end date. Access is blocked on one date and payroll ends on the other.
Other areas

It rarely stops
at one workflow.

RecruitingSee three examples → OnboardingSee three examples → Employee records & changesSee three examples → Time and attendanceSee three examples → PayrollSee three examples → TrainingSee three examples →
The next step

Tell us
what comes up in your work.

30 minutes on your actual programmes. We rebuild your offboarding workflow live, not on a made-up company.

Book a demoAll 36 workflows