Best Practice: Offboarding Templates and Steps

 

In the following article, we will give you an overview of commonly used offboarding templates and steps.

For more information on how to configure offboarding steps, you can have a look here.  

 

Offboarding Template for Dismissal

Below, you have an overview of the typical offboarding steps for a dismissal template:

offboarding-templates-dismissal_en-us.png

 

General Step (Responsible Person) Item Content Item type
Promote position
(HR Team)
Position newly promoted? Checkbox
     
Email action    (Responsible Person) Item Content Item type
Offboarding email (HR team) Email action Email action
  John Doe Sender
  Employees Recipient
  Offboarding information Subject of the email
  Hello {{first_name}},
your time with us is slowly coming to an end. To organize these last days as pleasantly as possible, I would like to clarify the next steps with you.

1. Filler text

2. Filler text

I would like to thank you for all your work here, and I wish you all the best for the future.

If you have any questions about the process, please feel free to get in touch with the HR Team at any time.
Email template
     
General step   (Responsible Person) Item Content Item type
Employee role Offboarding
(Admin)
Departing employee moved to employee role Offboarding? Checkbox

You can create an additional employee role called Offboarding, in which you can grant access to certain sections for departing employees.

General step   (Responsible Person) Item Content Item type
Create reference of employment
(HR Team)
Reference of employement template Document for download
  Employment reference sent? Checkbox
     
General Step
(Responsible Person)
Item Content Item type
Download personal documents
(Employee)
Please note the following if you want to download your documents in bulk:
1. Navigate to the "Document" tab of your personal profile
2. Generate the data export by clicking on "Download all documents"
3. You will receive an e-mail as soon as the export file is available in your account.
Text information
  Data export of all documents generated on Employee attribute (Date)
  Receive documents as export file? Employee attribute (yes/no)
     
General Step
(Responsible Person)
Item Content Item type
Final meeting
(Supervisor)
Final meeting with employee conducted? Checkbox
     
General Step
(Responsible Person)
Item Content Item type
Return of work equipement
(employee)
Mobile phone Checkbox 
  Laptop Checkbox
  Key/chip cards Checkbox
  Is there any damage to the work equipment? Fill text field
     
General Step (Responsible Person) Item Content Item type
Close accounts
(IT Team)
All accounts are closed? Checkbox
     
Email action
(Responsible Person)
Item Content Item type
Take back work equipment
(HR Team)
Email sent  When previous steps are completed
  John Doe Sender
  IT Team Recipient
  Take back work equipment from {{first_name}} {{last_name}} Subject of the email
  Dear IT Team,

{{first_name}} is leaving our company on {{termination_date}}.

For this reason, the laptop as well as the key with the following numbers were handed in to us:
  • Key number: {{Schlüsselnummer}}
  • Laptop: {{Laptop-Nummer}}
Please note the information given by {{first_name}}, which ||he|she|| has given about the work equipment:
  • {{Gibt es Beschädigungen an den Arbeitsmitteln?}}
Feel free to contact us with any questions.
Email template

 

Offboarding Template for Resignation

Below, you have an overview of the typical offboarding steps for a resignation template:

offboarding-templates-resignation_en-us.png

These steps are all included in the dismissal template, but the due date of the two steps "Promote position" and "Employee role Offboarding" are brought forward in time.

Offboarding template for Retirement

Below, you have an overview of the typical offboarding steps for a retirement template:

offboarding-templates-retirement_en-us.png

These steps are mostly the same as in the Employee dismissaltemplate, apart from the following:

General step  (Responsible Person) Item Content Item type
Buy flower bouquet
(Supervisor)
Flowers bought? Checkbox

In addition, this template does not include the step "Create an employment reference".

 

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