You can now fully manage offboarding with workflows — making it easier to stay consistent, involve the right people at the right time, and avoid things falling through the cracks.
It’s a big step up from the old task list, giving you more flexibility and control. Here’s how to make the most of it:
🔁 Option 1: Use an automatic workflow
This is ideal if you want to reduce manual work. Once it’s set up, the workflow is triggered automatically when you set an employee’s end date.
How it works:
Go to the Workflow > Templates tab.
Create a new template and select the automatic trigger.
Choose "Employee end date" as the trigger event.
Define when the workflow should start — for example, 2 weeks before the end date.
(Optional) Limit the template to specific departments or employee groups.
Add your categories and tasks. For each task:
Set a deadline (can be relative to the end date, e.g. 1 day before).
Assign it to a person or a team (e.g. IT).
Save your template and activate the template by turning on the trigger.
⚠️ Important:
Make sure to turn on the trigger before setting the end date — otherwise nothing will happen.
We use the last employment end date, not the offboarding date (from the Account section).
💡 Tip: Avoid triggering workflows too early for fixed-term or probationary employment
If you use fixed-term or probationary employment types (e.g. for contractors or new hires) and track end dates even when the person isn’t actually leaving, automatic off-boarding workflows may be triggered too early.
To prevent this, you can limit the scope of your workflow template based on employment type — for example, include only employees with “permanent” employment. This way, workflows are only triggered when someone is truly offboarding, not just renewing a contract.
✋ Option 2: Use a manual workflow
This is better if you want more control on the timing or content before triggering the workflow.
How it works:
Go to the Workflow > Templates tab.
Create a new template without turning on the trigger.
Add your categories and tasks, just like in the automatic setup.
Save your template.
When you’re ready to offboard:
Trigger the workflow from Workflow > New Workflow
Or from the employee list using bulk actions
Or directly from the Account > Offboarding section while you offboard an employee
All three entry points give you flexibility depending on your flow.
⚠️ Important: Make sure the employee already has an end date set in the Employment section. If not, and you have tasks with deadlines based on the end date, the workflow won’t be triggered and will show an error.
👀 Where do assignees see their tasks?
When a workflow is triggered (manually or automatically), everyone assigned to a task will:
Receive an email and in-app notification
See their tasks listed in the "My tasks" section under Workflow
Also find tasks in their profile under "Tasks"
Get email reminders:
Before the task is due
If the task becomes overdue
🧑💼 Admins and owners can also keep track of all ongoing workflows and task progress from the Workflow overview, making it easy to follow up or step in when needed.
This helps make sure nothing slips through, even if someone forgets to check their list.