Offboarding
Close out every employee departure through one accountable case — coordinating handover tasks, asset returns, account and access deactivation, department sign-offs, and a controlled final clearance, all from a versioned checklist template.
The Offboarding module gives HR, IT/Security, Facilities, Finance, and Legal a single shared workspace for staff separations. It reads your Employee Master and Asset Registry as the sources of truth — it never becomes a second directory — and turns a departure into a tracked case with tasks, evidence, exceptions, and a clearance gate that only closes when the rules pass.
What the module is for
When someone leaves — whether they resign, reach the end of a contract, retire, or are separated immediately — a lot has to happen across several teams, on a deadline, with an audit trail. The Offboarding module replaces scattered spreadsheets, email threads, and forgotten steps with one structured case per departure. A published checklist template decides which tasks are created, who owns each one, when it is due, and what evidence is required. Assets, access actions, and department sign-offs are tracked as first-class items on that case, and the employee cannot be formally cleared until every configured gate is satisfied — or an authorized exception is approved.
Problems it solves
Every handover, asset return, access revocation, and sign-off is a tracked item on one case with an owner and a due date — instead of living in someone's inbox.
Task and action due dates are calculated from the last working day. Reschedule the departure and future dates rebase automatically; completed work is preserved.
Account and access actions are scheduled to the departure and surface for verification exactly when they are due, aligned with least-privilege termination practice.
Company assets endorsed to the leaver are pulled from the Asset Registry, and each is recorded as returned, transferred, lost, damaged, or waived — with evidence.
Final clearance is a state transition, not a checkbox. The system lists the exact blockers and only allows an exception closure with a separate approver.
Every start, completion, outcome, sign-off, hold, and closure is written to the case activity log — tamper-evident evidence for HR, security, and compliance.
Who should use it
| Role | What they do here |
|---|---|
| HR / People Ops | Start and own cases, drive the checklist, request sign-offs, run final clearance, and configure templates and separation types. |
| Reporting manager | Owns handover tasks assigned by the "reporting manager" rule (resolved from the department head), completes them, and provides sign-off. |
| IT / Security | Verifies account and access actions, records data-ownership transfers, and configures integration connectors. |
| Facilities / Admin | Records asset returns and their condition, and clears facility access. |
| Finance / Legal | Provides department sign-offs and clears financial or contractual obligations before closure. |
offboarding_assets, verifying access needs
offboarding_actions, and confidential immediate cases need
offboarding_confidential. The full map is on
Administration.
The 60-second model
You start a case for a departing employee and pick a separation type; the module auto-resolves the matching published template and creates the tasks, asset items, access actions, and sign-off requests. Teams work their items — completing evidence-gated tasks, recording asset outcomes, verifying access revocations, and approving sign-offs. When the configured gates pass, the case becomes Ready for clearance, and an authorized user runs Final clearance to complete and close it.
Documentation map
Routes, the 15 tables, status vocabularies, controllers, cron jobs, seeder, and the test command.
The industry patterns and ERPat evidence the module's design was built on.
Common problems, a glossary, and how to get support.