Offboarding

The Offboarding module manages an employee's exit — from the moment someone gives notice (or HR initiates their departure) through notice period, handover, final settlement, and the account being formally closed out. It's typically used by HR administrators and whoever is assigned to manage a specific exit, with the departing employee able to track their own progress.

This guide gives the big picture: what the module is for, how an exit flows through it end to end, who sees what, and what can be customized. Deeper guides for each area are linked below. No technical background needed.

Purpose

Offboarding answers one question for the people closing out an employee's time at the company: "Where does this exit stand, and what's still outstanding?"

Instead of a departure being a handful of disconnected emails, everything lives in one place:

• A visual board tracking each departing employee's progress through the exit process.
• A checklist of tasks — handover items, exit paperwork, anything the company wants tracked — with an owner and status for each.
• An optional self-service resignation request, so an employee can formally give notice themselves rather than it starting entirely on HR's end.
• The point where the employee's system access is actually closed out.

What's Included

Offboarding is made up of a few connected areas, each covered in its own guide:

Area	What it covers
Exit Process	The board an employee moves across during offboarding, its stages, and the tasks tracked against them — including how an exit finishes.
Resignation Requests	The optional self-service flow letting an employee formally submit notice, and how HR reviews it.
Offboarding Dashboard	The module's own at-a-glance view of exits in progress — see below.

The Offboarding Journey

A typical exit moves through the module in one of two ways:

1. It starts, one of two ways. Either HR initiates an exit process directly and places the employee onto it, or — if the company has turned on self-service resignations — the employee submits their own resignation request from their profile, which notifies their reporting manager and waits for HR to review it.
2. A resignation request is approved or rejected. If approved, HR chooses which exit process to place the employee on and confirms their notice period; this is what actually starts their formal offboarding.
3. The employee moves through a set of stages — starting with Notice Period, then typically Exit Interview, Work Handover, final settlement (FnF), and Farewell — each with its own assigned managers.
4. Tasks are worked through along the way — handover items, return of company property, exit paperwork — assigned by stage, with the employee able to update their own progress on each task, not just whoever manages the stage.
5. The exit is closed out. Moving the employee into the final Archived stage is what actually deactivates their account — from that point on, they can no longer log in to the system. Moving someone back out of Archived reverses that.

What Each User Sees

Offboarding area	Employee	Offboarding Manager	HR Administrator
Submit their own resignation request	✅	✅	✅
Track their own exit progress	✅ (their own)	✅	✅
Update the status of their own tasks	✅ (their own)	✅	✅
Review & approve/reject resignation requests	—	—	✅
Create an exit process, add stages & tasks	—	✅	✅
Move an employee between stages	—	✅	✅
Offboarding Dashboard	—	—	✅

In short:

• Employees can submit their own resignation (if enabled) and see and act on their own exit progress and tasks — but nothing about anyone else's.
• Offboarding Managers are assigned — to a specific exit process, stage, or task — and can act broadly once assigned; see How Visibility Is Decided below for how broad.
• HR Administrators review resignation requests, set up exit processes, and see everything.

No separate portal for offboarding

Unlike Onboarding, there's no separate public "portal" for offboarding — the departing employee is already a user of the system, so their self-service experience is just a tab on their own profile and the same internal pipeline screens HR uses, not a standalone link.

How Visibility Is Decided

1. Their role and permissions. Standard permissions control broad access — reviewing resignation requests, deleting exit processes, and viewing the dashboard all require the specific permission.
2. Being an assigned manager. Offboarding Managers are assigned directly to an exit process, a stage, or a task — this is an explicit assignment made by HR, not the general reporting-line manager access used elsewhere in the system. Being assigned as a manager of any exit process, stage, or task, anywhere in the system, is enough to open the exit board and act broadly — a similar broad pattern to the one used in Recruitment and Onboarding.
3. Being the employee in question. A departing employee can always see and act on their own exit progress and their own tasks, without needing any assignment or permission.
4. Company. Exit processes, stages, and requests belong to the company they were created under.

Notification isn't access

The org-chart reporting manager relationship (see User Roles & Access) plays one specific role here: submitting a resignation request notifies the employee's actual reporting manager. It doesn't, on its own, grant that manager any access to the offboarding board — access there comes only from being explicitly assigned.

Customization Options

• Whether self-service resignation requests are allowed at all is a company-wide on/off switch.
• Stages and tasks on an exit process can be added to, beyond the default set, and each carries its own assigned managers.
• Notice period length can be set manually when approving a resignation, or — if Payroll is in use — defaults from the employee's contract.

Offboarding Dashboard

Alongside the working board, Offboarding has its own at-a-glance view. It shows:

• How many exits are in progress and how many have completed.
• A comparison chart of new hires versus departures over time (when Recruitment is in use), for a sense of net headcount movement.
• Assets not yet returned by anyone currently offboarding (when Assets is in use) — with a one-click reminder email.
• Open performance feedback still outstanding for anyone currently offboarding (when Performance is in use).

These cross-module widgets are informational — they surface things HR should follow up on, but nothing about unreturned assets or open feedback blocks an exit from being completed.

Access requires the dashboard permission — it isn't available to employees or to offboarding managers without it.

Good to Know

• Reaching the Archived stage is what locks the employee out. There's no separate "deactivate account" step — moving someone into Archived is the deactivation, and moving them back out restores their access.
• An employee can only be on one exit process at a time. Adding them to a new one while an existing offboarding record is still open isn't a separate, parallel track.
• Task progress isn't only HR's to update. The departing employee can mark their own tasks along the way, which is different from how task tracking works in Onboarding, where only the assigned managers update status.
• Company-wide numbers reflect the selected company. In a multi-company setup, exit processes, resignation requests, and the dashboard are scoped to the company currently selected (see User Roles & Access).

Every exit, closed out properly.