The offboarding process is a critical HR function that ensures smooth exits, knowledge transfer, compliance, and clear communication between all stakeholders. In HRStop, the Offboarding Workflow allows organizations to define a step-by-step exit process triggered after a separation request is approved. This helps avoid manual follow-ups, ensures accountability, and enables documentation at every stage of the employee exit lifecycle.
This article will walk you through the complete process of creating and managing an offboarding workflow in HRStop, including best practices and system behavior.
Who Can Configure or Trigger an Offboarding Workflow?
The following roles can create or manage the offboarding workflow:
- Super Admin
- Admin
- Any user with access to Workflow settings or Control Panel → Employees → Separation Requests
When Is the Workflow Used?
An offboarding workflow is typically triggered in one of these scenarios:
- Voluntary Resignation
- Termination
- Absconding
- Retirement
- Contract Completion
- Administrative Separation
Note: In HRStop, workflows are not auto-triggered on approval of a separation request. Admins must initiate the offboarding workflow manually by clicking the workflow icon under the Action column in the Separation Requests list.
Key Components of an Offboarding Workflow
Each workflow consists of a defined set of tasks, stakeholders, and deadlines. Common components include:
- Task Types (Clearance, Documentation, Interviews)
- Responsible Roles (HR, Manager, IT, Finance, Admin)
- Due Dates & Timelines
- Mandatory vs Optional Tasks
- Status Tracking (In Progress, Completed, Overdue)
Step-by-Step: How to Create an Offboarding Workflow
Step 1: Identify Workflow Stages
Before creating the workflow in the system, plan your offboarding journey. Common stages include:
- Asset Return & IT Clearance
- Manager Handover & Knowledge Transfer
- Exit Interview by HR
- Full & Final Settlement (F&F)
- Final Document Generation
- Deactivation of System Access
- Feedback Submission (Optional)
Step 2: Configure the Workflow in HRStop
(i) Go to: → Control Panel → Settings → Workflow / Offboarding Workflow (based on your system view)
(ii) Click on Create New Workflow or edit an existing one.
Fill in the workflow configuration:
- Workflow Name (e.g., “Standard Resignation Workflow”)
- Trigger Type: Manual
- Applies To: All Employees / Specific Departments / Exit Types
- Add Steps: Each step is a task assigned to a role or user
Step 3: Add Workflow Steps
For each task in the workflow, provide the following:
- Step Name (e.g., “IT Asset Clearance”)
- Assigned To (Role, Specific User, or Department)
- Deadline (e.g., Within 3 days of trigger)
- Description (Detailed instructions for the assignee)
- Checklist (If applicable)
- Priority: Low, Medium, High
- Completion Type: Manual or Auto
- Visibility: Can the employee or manager see this step?
Repeat this for all necessary tasks.
Example Workflow:
| Step Name | Assigned To | Due In | Notes |
|---|---|---|---|
| HR Exit Interview | HR | 3 days | Capture final feedback |
| IT Clearance | IT Admin | 2 days | Confirm laptop/access return |
| Finance Clearance | Finance | 4 days | Settle dues & bonus |
| Final Document Creation | Admin | 1 day | Generate relieving & experience letters |
| Deactivate Access | Admin | On LWD | Auto-disable portal login |
| Exit Confirmation | HR/Admin | Same day | Mark separation as complete |
Step 4: Save and Activate the Workflow
After adding all steps, click Save. You may test the workflow by associating it with a test employee or dummy separation request.
How to Trigger the Offboarding Workflow
Once a separation request has been approved:
- Go to: Control Panel → Employees → Separation Requests
- Locate the employee’s request
- In the Action column, click the ⚙️ workflow icon to manually trigger the workflow
You will now be able to track each task from the Workflow view under the employee’s profile or workflow dashboard.
Monitoring Progress
Each task in the workflow can be tracked for:
- Status (Not Started, In Progress, Completed)
- Delays (Overdue indicators)
- Comments/Attachments
- Task Owner Accountability
Admins and HR teams can follow up with stakeholders who delay actions and ensure smooth closure.
Notifications & Reminders
If enabled, automatic email alerts will be sent when:
- A new task is assigned
- A task is overdue
- A task is marked complete
- The entire workflow is completed
Post-Workflow Actions
Once all workflow steps are completed:
- Admin can mark the Separation Request as Complete
- System can deactivate employee access
- Final documents can be generated and downloaded
- A replacement requisition can be raised if needed
Best Practices
- Always include at least 3 clearance tasks (IT, Finance, Admin)
- Include due dates with buffer periods to account for workload
- Add a final review or approval step to avoid accidental closures
- Use comments and document uploads at each step for audit trail
- Test your workflow once before using it for live separations
Summary
The Offboarding Workflow module in HRStop allows HR teams to build consistent, compliant, and complete exit processes for all employee types. By planning clear steps, assigning responsible parties, and tracking progress, you ensure exits are not just compliant, but respectful and well-documented.