Daily Operations
Everything an operator does after setup: open a case, work the five case tabs, record asset and access outcomes, handle sign-offs, manage the case lifecycle (hold, reschedule, cancel, reopen), reach final clearance, and — where authorized — run an immediate separation.
Starting a case
From Offboarding → Checklist, click Start case. You are asked for:
| Field | Notes |
|---|---|
| Employee | The departing staff user, chosen from the Employee Master. |
| Separation type | Voluntary Resignation, Immediate Separation, End of Contract, Retirement, or a tenant-defined type. It drives which template is used. |
| Last working day + execution time | The anchor date/time all task and action due dates are calculated from. |
| Case owner | The person accountable for the case. Defaults to you; can be reassigned. |
| Template | Auto-resolved from the separation type's published template. You can override it with another published template if your rules allow. |
| Visibility | Standard or Confidential. Confidential cases restrict who can read the reason and details. |
| Initiation note | Optional context recorded on the case at start. |
The case page — five tabs
All tasks for the case, grouped by section (handover, IT, facilities, finance, …). Each task shows its owner, due date, and status.
Company assets endorsed to the leaver, pulled from the Asset Registry, each awaiting a recorded outcome.
Account and access actions (disable accounts, revoke groups/licenses, transfer data ownership) scheduled to the departure.
Department sign-off requests and their approve/reject state, plus the final clearance gate.
The immutable activity log — every start, change, outcome, sign-off, hold, and closure with who and when.
Completing checklist tasks
Open a task from the Checklist tab and mark it complete. Two rules govern completion:
- Evidence-required tasks need a completion note (and, where configured, a reference or file) before they can be marked done — the system will not accept a bare completion.
- Dependency-blocked tasks stay blocked until every task they depend on is complete. You cannot complete a task ahead of its prerequisites.
Task ownership comes from the template rule — the reporting manager (resolved from the department head), the case owner, or a specifically named user. If an employee has no department head, the reporting-manager task falls back to the case owner so it never becomes ownerless.
Recording asset outcomes
On the Assets tab, record an outcome for each item endorsed to the leaver:
| Outcome | Meaning | Rules |
|---|---|---|
| Returned | Asset handed back. | Record condition; evidence per settings. |
| Transferred | Reassigned to another holder. | Record condition and where it went. |
| Lost | Cannot be located. | Raises a clearance exception (pending). |
| Damaged | Returned unusable. | Raises a clearance exception (pending). |
| Waived | Return not required. | Recorded with justification. |
offboarding_clearance permission, so a
controlled approver decides. Recording asset outcomes needs offboarding_assets.
Access actions
Account and access actions on the Access tab move through a clear lifecycle so nothing is revoked early and nothing is missed:
The scheduler moves an action to awaiting verification at its planned
time. An operator with offboarding_actions then marks it
completed or failed. A failed action
can be retried — it returns to awaiting verification for another attempt.
Sign-offs
Department sign-offs are requested on the Sign-offs tab. Each request is pending until its signatory acts:
- The designated signatory, or any user with the
offboarding_signoffpermission, can decide a sign-off. - Approving advances the gate. Rejecting requires a note and returns the relevant work for rework.
- Whether sign-offs are part of the closure gate is decided by Final Clearance — a sign-off's "final gate" flag in Setups determines if it must pass before the case can close.
Case lifecycle actions
Beyond working items, the case owner can move the whole case:
Final clearance
Final clearance is a controlled state transition, not a checkbox. When you open the Final clearance dialog, the server calculates the current blockers and lists them precisely — incomplete gate tasks, unresolved assets, unverified access actions, pending required sign-offs, or open exceptions.
offboarding_clearance permission and an approver who is different from the
case owner — no one can wave through their own case. The exception and its approver are recorded.
When the gates pass (or an authorized exception is approved), the case becomes completed / exception closed and drops out of the active queue.
Immediate separation
For a same-day, security-sensitive departure, an authorized user with
offboarding_immediate can run an immediate separation. It differs from a normal
case in three ways:
- Permission-gated — only immediate-permission holders can initiate it.
- Optional dual approval — when enabled in Setups, a different immediate-permission holder must confirm the draft before it proceeds, so no single person can act alone.
- Actions execute at once — the containment/access actions run immediately rather than being scheduled to a future last day.
offboarding_confidential, while the authorized security actions
remain executable and audited.