Run the offboarding checklist when someone leaves
A resignation or termination record starts a timed checklist: access removal, equipment return, final pay inputs, knowledge handover and exit paperwork. Each owner gets their task and nothing is forgotten. For companies where the leaver's accounts stay active for weeks.
Function: HR · Industry: Any industry
Run the offboarding checklist when someone leaves
6 steps
At a glance
- Trigger
- A leaver's last working day is entered in the HR system.
- Typical inputs
- Leaver record with end date and reason type
- Systems and groups the person can access
- Equipment assigned to the person
- Manager and handover contacts
- Systems it usually connects to
- BambooHR
- Okta
- Google Workspace
- Jira
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Create the plan
RulesTasks are generated by employment type and location, with due dates set from the last working day.
- 2
Schedule access removal
RulesAccounts and group memberships are listed from the identity system, and removal is timed to the day and hour you choose.
- 3
Arrange equipment return
RulesShipping labels or drop-off instructions are sent and the return is tracked against the asset record.
- 4
Draft the handover note
ModelA model drafts a summary of open tasks, owned documents and shared channels from the person's recent activity, for the manager to edit.
- 5
Complete the people tasks
PersonThe manager approves the handover, and HR runs the exit conversation and final-pay checks.
- 6
Verify and close
RulesA final check confirms no active accounts remain, and the checklist is archived.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- HR approves the leaver record before access removal is triggered.
- The manager approves the handover note.
- Payroll approves final pay inputs.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Hours between last working day and all access removed
- 02Active accounts found after a person has left
- 03Equipment returned within your window
- 04Tasks overdue at day 7
Questions about this workflow
Can it cut access instantly for a sensitive departure?
Yes. HR can mark a leaver as immediate, and the access removal runs at once. The remaining tasks then follow the normal sequence.
Does the handover note read private messages?
No, not unless your policy and local law allow and you configure it. By default it uses work documents, tickets and project tools, and the manager sees what was used.
Which steps use rules, a model and a person?
Rules: create the plan; schedule access removal; arrange equipment return; verify and close. Model: draft the handover note. Person: complete the people tasks. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: leaver record with end date and reason type; systems and groups the person can access; equipment assigned to the person; manager and handover contacts. You also need read access to BambooHR, Okta, Google Workspace and Jira, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.