Offboarding : Offboarding Workflow Transcription

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In this video, we will discuss the offboarding workflow and how to configure it in the system.

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The offboarding workflow is triggered when an employee is leaving the organization after their separation request has been approved.

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Once approved, the admin can trigger the offboarding workflow from the system.

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To configure the workflow, navigate to the Control Panel → Employees → Offboarding → Workflows.

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If this is your first time, you will see the option to Create Workflow.

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If workflows are already created, you can edit an existing workflow or create a new one.

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Click on Create Workflow to start configuring a new offboarding workflow.

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Enter a title for the workflow.

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You can apply it to all departments, designations, and locations, or select specific ones from the dropdown.

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Add a description if required.

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Select a default buddy. The buddy helps employees if they face issues at any step of the workflow.

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The workflow can include multiple steps, such as:

Introduction
- Display a leaving message to the employee.
- You can wish them luck or provide instructions about the offboarding process.
Exit Interview Form
- Create a step for employees to fill the exit interview.
- Define the duration for completion and assign it to the relevant users (employee, manager, or admin).
- Choose if the step is independent (can be completed in any order) or sequential (must follow a specific order).
Employee Documents
- Ask employees to upload required documents, such as clearance forms.
- You can use custom forms for different departments, e.g., Reporting Manager Clearance, IT Clearance, or Accounts Clearance.

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If custom forms are already created, they will appear in the workflow configuration.

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You can preview forms, select relevant fields, and include them in the workflow.

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Examples of custom forms include:

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Each form can include fields for approvals, comments, or attachments.

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You can also create tasks or to-dos for the employee or stakeholders.

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Document templates can be included in the workflow for generating letters or certificates.

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Employees can enter their final earnings and recoveries, which will reflect in the Full & Final settlement process.

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Preview the workflow to check how each step will appear for the employee.

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Preview all workflow steps:

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Check that all forms and steps are correctly configured before saving.

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Once configured, the offboarding workflow will be ready to trigger whenever an employee’s separation request is approved.