Request-to-hire Workflow

Key features of this training course

Overview

Course Description: Managing Employee Offboarding & Role Vacancy

Course Overview

Offboarding an employee involves much more than just a farewell; it requires precise administrative action to ensure organizational charts, payroll, and compliance remain accurate. This micro-course provides a step-by-step walkthrough on how to efficiently manage the offboarding workflow within your HR platform.

Learners will discover how to initiate an offboarding request, handle documentation, issue exit packs, and manage the resulting vacant roles within the organizational structure.

What You Will Learn

By the end of this short module, you will be able to:

Initiate Offboarding: Navigate the organizational chart to trigger the offboarding workflow for an departing employee.
Manage Critical Data: Input key exit details, including resignation types, notification dates, final working dates for payroll, and justification reports.
Handle Documentation & Checklists: Generate and send tailored offboarding packs containing resignation acceptance letters and exit checklists.
Complete the Offboarding Lifecycle: Understand the difference between automated date-driven exits and manually completing an offboarding process.
Manage Position Nodes: Handle the remaining vacant role by either initiating a new recruitment cycle, manually reassigning the position, or deleting the node entirely.

Full transcript from the how to offboard an employee video

0:00 Offboarding is run the same way as our recruitment, as well as our variations. So, you're going to select the person icon on the corner of the node there. 0:12 However, this time we're going to select Offboard. Once we've selected Offboard, we're going to grab our Offboarding workflow and say Continue. 0:21 And we're going to enter in some details that we've custom created in the backend. But at the very least, we need to allow, we need to advise the system. 0:30 of when this person is to exit the org chart. So we're going to say the 1st of June. Now, our Offboarding type for this one we'll say is a Resignation. 0:41 They're going to grab the resignation letter date, as well as the resignation letter that the person has sent. And we're also going to say what their final working date is for payroll. 0:51 Now, in the Justification Report, we can provide reasoning as to why this person is leaving, and put that through an approval workflow, along with the rest of the details. 1:01 Or we can go ahead and submit this one without approval. Once we've submitted that there, we can see at a glance that Sharon Jones is off-boarding here.

1:11 Now we can either click the down arrow and wait for the off-boarding to take effect in five days, or we can say, hit manually complete. 1:18 You can also send a pack or a letter in association with this off-boarding approval workflow. So if we hit start pack there and we grab our off-boarding pack, this one has an exit checklist as well as a resignation acceptance letter. 1:33 Now in the letter we can see that it is pulling through the dates that I had originally selected. And we can go ahead and send that to the employee if we would like. 1:43 Otherwise, you can choose to either wait for the date to take effect and that person will be exit the org chart or we can go ahead and hit manually complete there. 1:53 If we hit manually complete, we'll notice that the person's role is now vacant. and we can either recruit back into it, or we can manually assign an employee. 2:02 If the position is no longer relevant, you may also decide to delete the node altogether by hitting this delete button

How to Offboard an Employee - create and use an off-boarding workflow