In this guide, we'll discuss some points to consider when setting up your offboarding process with Humaans.
Offboarding permissions
Firstly, it's important to determine which members of your organization are granted the privileges to offboard users. By default, users with Owner and Admin permissions can offboard users within Humaans.
Depending on your organisation structure, you may want to expand or limit the users that can offboard employees, especially if you plan to automatically add users to your offboarding workflows (more on this below). This can be achieved by editing the offboarding permissions for your default and custom roles.
To manage permissions for offboarding, you can follow these steps:
In the Home menu, click Settings, then click Permissions.
Click on the desired role, and scroll down Profile management.
Under Offboarded, decide if the role can have access to see offboarded users, offboard users and/or delete offboarded users.
For more information, see Managing permissions and roles.
Creating your offboarding workflows
Creating workflows for offboarding will allow your to automate the process; assigning tasks for various stakeholders to complete, and sending emails regarding offboarding at specified times.
In some cases, creating a general offboarding workflow for all users works best. However, depending on your organisation, you may want to create separate workflows for different locations and departments, as the offboarding process may vary. You can learn more about how to set up workflows in our help center.
Automatic enrolment triggers
You can decide to either manually enrol users to the offboarding workflow(s), or have them enrol automatically once they are placed into offboarding. You can use our enrolment filtering options to specify which users automatically enrol into a workflow based on their Department, Place of work or Contract type.
If automating the enrolment of your offboarding workflows, it's important to consider who within your organisation can offboard an employee, as they may not be aware that doing so in advance may trigger unwanted tasks being assigned/email actions being sent. For more, see Workflow enrolment triggers.
Sending offboading emails
Users within your organisation will receive email notifications when they get assigned tasks automatically. However, you may also need to send specific instructions to the leaving employee, or other members of your organisation in regards to the offboarding process.
With workflows, emails can be created and sent automatically at specific times in relation to the users last working day. Dynamic tagging can be used to personalise each email sent with data specific to the user being offboarded. To learn more, see this guide.
As a note, before you can send emails through workflows, you'll need to verify a sender email address.
Removing access to third-party products
Your employees may attain seats/access to a variety of different software throughout their time working within your organisation. You can add tasks within your workflow to request the deprovisioning of these tools, and assign them to the necessary members of your team.
Certain integrations with Humaans allow you to automatically set a user's account to be deprovisioned once they leave the organisation. For example, our Google Account Provisioning integration gives you the option to deprovision a user's Google account after their last working day has passed.