Employee Off-boarding & Exit Interview

This workflow example guides you through off-boarding an employee.
1) Click Run to see it in action
2) Click Edit to customize it
3) Set up integrations/Automations

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Record employee details

Request a letter of resignation

Receive a letter of resignation

Inform the HR department via Slack

Permissions/access termination:

Notify your network administrator

Confirm all online accounts are terminated

Disable access to company buildings and property

Return of company property:

Collect company property

Status of employee benefits:

Request a benefits status letter from HR

Employee agreements:

Review all signed agreements

Final payment:

Issue the final paycheck

Exit Interview:

Conduct a confidential exit interview

Update employee information

Place all documents in employee's file

Record employee details

This is a task, one of the actionable steps in your workflow.

⬆️ When you edit a workflow, you can assign tasks to other users, give them a deadline to be completed by, pause the workflow run at this point, or change who can see this task by adjusting the permission settings ⬆️

Employee first name

Employee last name

Employee phone number

Is the termination voluntary or involuntary?

Reason for termination

Request a letter of resignation

This task uses variables to surface information collected in form fields in your workflow, so that they can be viewed or used elsewhere in your workflow, such as the send email widget below.

Receive a letter of resignation

This task, or the fields within it, will show or remain hidden due to Conditional Logic rules that have been set up in this workflow.

Edit the workflow and ↖️click the Conditional Logic button ↖️ to view or edit the rules.

Letter of resignation

Date of resignation

Inform the HR department via Slack

⚡️ You could automate this step by setting up an integration with Slack to automatically post a message to your HR channel.

HR employee working on the termination - First name

HR employee working on the termination - Last name

Date HR was notified of employee termination

Edit the workflow to see the snippet form field you could use in a Slack integration.

Permissions/access termination:

This is a heading, used to separate tasks into sections in your workflow.

Notify your network administrator

Notify your network administrator of the date and time on which to revoke the employee's access to computer and/or phone systems.

Network administrator first name

Date access to be revoked

Confirm all online accounts are terminated

This task contains subtasks that you can use to break complex tasks into smaller steps. Edit the workflow to add more rows (enter key) or delete rows (delete or backspace key).

1

G Suite
2

Slack
3

Salesforce
4

Trello
5

Atlassian Jira
6

Other company applications

Disable access to company buildings and property

If {{form.Employee_first_name}} needs to access your office building for a few more days, provide them with a temporary access card that they can return on their final day.

1

Main access disabled
2

Temporary access card granted

Return of company property:

Collect company property

1

Keys
2

ID badges
3

Computer (if company owned)
4

Cell phone (if company owned)
5

Credit cards
6

Company files
7

Books
8

Other misc. company items

List other company property returned

Status of employee benefits:

Request a benefits status letter from HR

Ensure that the letter covers life insurance, health coverage, a retirement plan, expense account plans, and clearly states the employee's COBRA status (if applicable).

Don't complete this task until the letter has
been received and uploaded below.

Upload benefits status letter

Employee agreements:

Review all signed agreements

Review any confidentiality and non-compete agreements to make sure that the employee understands what is expected of them upon departure.

Even if the employee never signed such a document, most employee handbooks have a clause or code of conduct paragraph about non-disclosure of company-related confidential information or trade secrets. Review this and remind the employee that any breach of this confidentiality will be addressed effectively.

1

Confidentiality agreement
2

Non-compete agreement
3

Other

Note any other documents reviewed

Final payment:

Issue the final paycheck

Your state law will tell you when you need to send the check. It might be on the date of termination, the next payday, or a different date (e.g. 3 days after termination).

1

Outstanding wages
2

Unpaid commission
3

Unpaid business expenses
4

Severance pay
5

Unused vacation pay
6

Health spending account balances

Exit Interview:

Conduct a confidential exit interview

Exit interview date

Exit interview notes

Update employee information

Give the employee an address update form to fill out if they move. Especially for multinational companies, or those with high turnover, W-2s will come back as non-deliverable if the address has changed.

As a backup, verify that the employee's emergency contact information is up-to-date and that you can contact that person if you have trouble getting their W-2s to them.

Place all documents in employee's file

⚡️ You could automate this step by setting up an integration with Google Drive or DropBox, to automatically send all the details to the employee's folder.

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