Offboarding an employee
The offboarding process: who can run it, where it lives, the checklist, returning assets and the account deactivation, which runs by itself on the date set.
An offboarding in Orquiva is a process with a checklist, asset returns and a date on which the account deactivates by itself. It is run by whoever holds the offboarding permission, not by the person’s direct manager.
Before you start
Who can do this. Offboarding has its own permission, which by default only the administrator has: neither the default Manager role nor the default HR role includes it. If you are a manager and someone on your team is leaving, tell HR or an administrator so they can open the process.
It is included in every plan. There is nothing extra to buy.
Where it lives. It has no menu entry of its own. You open it from Onboarding, on the Offboarding tab, or from the person’s record, Offboarding tab, with Start offboarding.
Only one open process per person. While one is In progress, the record shows Offboarding under way and won’t let you start another.
Starting the process
- Select New offboarding (or Start offboarding from the record).
- Pick the Employee.
- Choose the Exit reason: Voluntary, Involuntary, Retirement, Contract end or Mutual agreement.
- Set the Last working day and the Deactivation date. If you leave the latter blank, it will be the day after the last working day.
- Add Additional notes if needed and select Start process.
The dates can't be changed later
Once started, the process doesn’t let you edit the last working day or the deactivation date. If you need different dates, cancel it with Cancel and open a new one.
The exit checklist
Each process comes with an Exit checklist of ten tasks, written in the company’s language: Revoke system access and SSO, Collect IT equipment, Conduct the exit interview, Prepare the final settlement, Issue the employment certificate, Update the org chart, Revoke physical access, Hand over knowledge, Archive the employee file and Schedule deactivation.
Four tick themselves when the fact they describe is true: the interview, once recorded with Record interview; collecting the equipment, when there are no Pending asset returns left; the deactivation, once the account really is deactivated (the process having a date isn’t enough); and revoking access, once the account is already inactive. If your company doesn’t have the asset module, or Orquiva couldn’t look the assets up, collecting the equipment isn’t ticked by itself: tick it once you’ve collected it. That last one doesn’t touch your company’s identity provider: corporate SSO is revoked where it lives.
You tick the rest yourself, following the Progress. Add task lets you add your own, with a category, Assign to and a Due date. Pending assets are closed from inside the process with Return: see Assigning and managing assets. The certificate and the final settlement are reminders: Orquiva doesn’t produce them.
Account deactivation
Every night at 02:00, Orquiva deactivates the accounts of In progress processes whose deactivation date has arrived. The person becomes Inactive and can no longer sign in. The Pending deactivations counter shows those falling in the next seven days.
Completing before the date leaves the account active
Deactivation only applies to In progress processes. If you select Complete before the deactivation date, the account will never deactivate by itself. Complete the process after that date.
There is no immediate cut-off. To cut access earlier than planned, cancel the process and open a new one with today as the deactivation date: the account goes in the next 02:00 run.
Process statuses
| Status | What it means | What you can do |
|---|---|---|
| In progress | Open; the account will deactivate on its date | Tick and add tasks, record the interview, return assets, complete or cancel |
| Completed | Closed | View it |
| Canceled | The departure didn't go ahead | Nothing: it can't be reopened. If needed, start a new one |
What happens next
The person’s record isn’t deleted: it becomes Inactive, and Reactivate restores their access and cancels any offboarding still open. See Managing employees.
The figures for the final settlement are in the reports: see Reports and exports. What the departing person sees is covered in Leaving the company.
If something goes wrong
I don’t see the Offboarding tab. You don’t hold the offboarding permission. Ask an administrator for it.
I completed the process and the account is still active. You completed it before the deactivation date, and automatic deactivation only acts on In progress processes. Open a new process with today as the deactivation date: the account goes in the next 02:00 run.
I need to change the dates. They can’t be edited. Cancel the process and open another.
It won’t let me start the offboarding. That person already has one In progress. Their record shows Offboarding under way; open it with Open the process.
I canceled a process by mistake. Canceled can’t be reopened: start a new one.
What the other side sees
The same feature, from the other side:
Related articles
- Managing employeesAdd one person or import a CSV, invite those without access, edit their profile, export their clock-ins and handle their exit or deletion.
- Reports and exportsWhich report to use and what each one needs: people, expenses, salaries, severance, working-time register, payroll bureau package and exporting clock-ins from Employees.
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