This workflow recipe will provide the steps to create and configure a workflow for a simple offboarding process without an exit interview, within this process the workflow will instruct the HR team to create a resignation confirmation for the leaver, notify the finance and facilities teams of the leaver, let the recruitment team know that there is a vacancy in the leaver's role and also send a last working day reminder to the employee's manager.
If you're interested in creating your own offboarding workflow this recipe can provide a bit of a head start in regards to the workflow configuration, how to set up various workflow step types as well as how to set your step triggers so that tasks are assigned at the correct time intervals. You can then add to the workflow after it's creation in order to customise the workflow for your own process.
To begin following this guide you'll first need to navigate into Administration -> HR -> Workflows and click Add.
The Workflow
Workflow Name: Offboarding (without exit interview)
Category: Task
Type: offboarding
Only Trigger Once Per Day: No
Trigger against leavers/archived employees? Yes
Trigger against employees in probation? Yes
All comments visible: No
Restrictions: Add as required
Length of service (years): Blank
Only manager roles? No
Active: Yes.
Once you've submitted this page you should be redirected to the Workflow steps page, this workflow is nice and simple so we won't have to do much work here, to start just click Add Step.
Workflow Steps
Step 1
Name: Create resignation confirmation for [employee_name].
Description: Add as required.
Type: Assign To.
Recipient(s): HR Mailbox
Message Subject: Resignation confirmation required for [employee_name]
Message Content:
Hi Team,
[employee_name] is leaving on [employee_last_working_day], please ensure their resignation confirmation is complete and mark this workflow action as done.
Thanks,
HR.
Sensitive Message: Unticked.
Send message as plain text: Unticked.
Custom button link: Blank.
Custom button text: Blank.
Workflow step order: 1.
When should this happen? 0 days after creation date.
Escalation Options:
I've set two escalation options in this step, they are both just reminders for the HR team and are as follows:
This means that the HR Mailbox will receive a reminder after 4 days and another reminder after 1 week if they haven't already completed the workflow action.
The workflow step should now look like so:
Once the workflow step is complete just click Submit and then we'll configure the next step.
Step 2
Name: Leaver Notification.
Description: Add as required.
Type: Send email to specified recipient.
Recipient(s): Finance Mailbox | Facilities Mailbox
Message Subject: Leaver Notification
Message Content:
Hi Team,
[employee_name] will be leaving on [employee_last_working_day], please ensure their company provided devices are returned and documented and ensure that the require payroll changes are made.
Thanks,
HR.
Sensitive Message: Unticked.
Send message as plain text: unticked.
Custom button link: Blank.
Custom button text: Blank.
Workflow step order: 2.
When should this happen? 1 week before last working day.
Escalation Options: Not available for this step type.
The workflow step should now look like so:
Once the workflow step is complete just click Submit and then we'll configure the next step.
Step 3
Name: Please set up a new vacancy for [employee_current_job_title}
Description:
Type: Send email to specified recipient
Recipient(s): Recruitment Team Members
Message Subject: Please set up a new vacancy for [employee_current_job_title}
Message Content:
Hi Team,
One of our [employee_current_job_title] roles will be vacated on [employee_last_working_day], please create a new vacancy in order to fill this position.
Thanks,
HR.
Sensitive Message: unticked.
Send message as plain text: unticked.
Custom button link: Blank.
Custom button text: Blank.
Workflow step order: 3
When should this happen? 0 days after last action
Escalation Options: Not available for this step type.
The workflow step should now look like so:
Once the workflow step is complete just click Submit and then we'll configure the next step.
Step 4
Name: Final day reminder.
Description: Add as required.
Type: Assign to.
Recipient(s): Employee's Manager.
Message Subject: Final day reminder
Message Content:
Hi [current_manager_first_name],
It's [employee_name]'s last day today, please ensure all offboarding tasks are complete before the end of the day and mark this action as complete.
Thanks,
HR.
Sensitive Message: Unticked.
Send message as plain text: Unticked.
Custom button link: Blank.
Custom button text: Blank.
Workflow step order: 4
When should this happen? 0 days after last working day
Escalation Options: Unticked.
The workflow step should now look like so:
Once the workflow is set active it will begin working, if there is no other offboarding workflow in the system it will automatically trigger leavers when they are marked as a leaver and given a leave date. If more than one offboarding workflow is active on the system and is applicable to the leaver then a dropdown will appear allowing the user to choose which offboarding workflow to publish.
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