To automate the Offboarding process, it's strongly advised to create a dedicated workflow tailored to your company's unique needs.
In this guide, we'll lead you through configuring an Offboarding workflow, which can be assigned to individual employees or automatically initiated during the termination process.
Let's get into the details:
Step 1: Filling in the trigger details
Give your workflow a name and provide a brief description.
Choose either the manual trigger or "Date-related employee attribute."
Opt for the manual trigger option if you prefer to initiate the Offboarding process manually when terminating the employee.
Alternatively, select the "Date-related employee attribute" trigger and choose the ''Last day of employment'' criteria. Specify when you want this workflow to be triggered. In our example, the workflow will automatically initiate 5 days before the last day of employment.
Step 2. Setting the conditions
In the "Workflow applies to .." field, specify the employees who the workflow will be triggered for. By default, all employees will be automatically selected, but you can filter the ones you need.
Step 3. Filling the workflow with actions
Build a sequence of actions that will be activated once the workflow is triggered.
These actions may include:
Sending a Letter: You can send a Resignation acceptance letter to the employee. This letter typically outlines the effective date of the resignation, any relevant next steps, and may include expressions of gratitude or well-wishes for the employee's future endeavors.
Generating a Document: Configure the system to generate specific documents, like a NDA and store them in the employee's profile document folder.
More details on generating documents are in our guide.
Create a task. Set up tasks verify the subscription and unsubscribe. You can assign these tasks to different team members. Notifications about these tasks will be sent to all involved parties within the system and via email.
More information on how to create a workflow can be found in our guide.
Step 4. Assigning Offboarding workflow to an employee
Manual assignment. To assign the Offboarding workflow during the termination process, go to the employee's profile, click on the Actions button, select "Assign workflow." In the pop-up window, select the Offboarding workflow you want to assign. Save it.
Automatic assignment. When setting up a trigger related to the date "Last day of employment," it's essential to terminate the employee in advance for the automatic launch to occur smoothly. In our scenario, where the workflow triggers 5 days before the last day of employment, terminating the employee at least 6 days before their last working day is necessary.
By adhering to the steps provided, you can establish a tailored offboarding process that meets the specific needs and standards of your organization. From facilitating exit interviews to handling necessary documentation and account closures, structured workflows streamline the entire offboarding procedure, ensuring a seamless transition for departing employees.