7 employee offboarding software to simplify the process

Personio simplifies employee offboarding with automated processes, digital employee files, customisable checklists and offboarding templates. 

From Personio’s HR dashboard, you can gain a clear view of all key employee information to ensure departing staff finish all essential offboarding tasks before their last day in the office. You can assign offboarding tasks directly to employees and set deadlines – and the team member will receive automated reminders until they complete them. 

This means less manual follow-up and big time savings for your HR team. A Personio customer that works in the marketing communications space, Core, reports they’ve saved 60% more time by automating recruiting, onboarding and offboarding. 

• Automated workflows: Deploy automated workflows for employee offboarding tasks so your HR teams can efficiently manage the process from start to finish. 

• Checklists and templates: Make the most of user-friendly, customisable offboarding checklists and templates to guide employees through the necessary steps. 

• Documentation and compliance: Manage the documentation and compliance aspects of offboarding, such as generating termination letters and updating employee records.

• Exit interviews: Get support through the process of conducting exit interviews with templates and tools for capturing feedback from departing employees. 

• Knowledge transfer: Tools for documenting and transferring critical information from departing employees to their successors or relevant team members ensure you don’t lose valuable knowledge and insights. 

• Analytics and reporting: Track offboarding metrics and gain a deeper understanding of the reasons for employee departures.

Automate offboarding for time savings and compliance

Personio’s automated workflows make the offboarding experience smooth and seamless for HR teams and employees.

See Personio in action

Okta’s offboarding functionality is mainly designed to support IT teams, meaning you’ll need to integrate it with your existing HR system to manage the rest of your offboarding task list. Nonetheless, it helps streamline offboarding tasks and reduce friction in the offboarding process. 

• Contractor and partner management: Set policies for managing the lifecycles (from onboarding to offboarding) of contractors and partners who are typically stored in different data repositories than employees.

• Employee management: Connect HR and IT to synchronise data between the two.

• Pre-integrated apps: The Okta integration network links up with a number of HR systems so you can automatically revoke access when offboarding an employee.

Factorial’s HR tool offers automated notifications to help maintain transparency and ensure a smooth and positive transition for departing employees. 

• Customisation: Set up your preferred offboarding task flow, including task triggers in response to specific actions.

• Centralised communication: Provide a timeline of processes to departing employees and keep them updated on each step.

• Notify relevant parties: Send automated notifications to all relevant parties when an employee is leaving. This includes notifying the IT team so they can restrict data access on the employee’s last day.

JumpClouds helps you manage and automate a key aspect of the offboarding process: employee access. The tool helps ensure that access requirements are always up-to-date, minimising the risk of former employees accessing your software and sensitive information. 

Plus, JumpCloud integrates with Personio, meaning whenever an employee leaves your company, termination dates are automatically reflected across tools and access is revoked at the right time.

• Automated employee lifecycle: The tool automatically revokes access upon employee departure. 

• Cross-OS device management: The platform centrally manages all devices and their respective access so employee access is terminated across devices when a team member leaves.  

• HRIS integrations: Integrates with HR software to automatically reflect employee information and offboarding details and reduce manual input.

HR Cloud supports a transparent employee offboarding process through automatic updates that communicate important changes to your team. It also uses automated workflows to streamline the offboarding process for leavers and clearly communicate all the key steps for them and the individuals responsible for approvals. 

Please note that HR Cloud is designed mainly for US organisations, so it may not have all the compliance features you need if your business is based elsewhere.   

• Document trails: Maintain a record of every document, policy and contract your departing employees have signed to make sure there are no inconsistencies in the offboarding process.

• Custom surveys: Create and send custom surveys as part of your exit interview process to get information the departing employee may not share in person. 

• Offboarding checklists: Create detailed offboarding checklists to ensure no offboarding step is overlooked, then share these checklists with team members so they know what they’re responsible for.

BambooHR helps streamline offboarding with checklists, task delegation and automatic offboarding reminders. That way, you can focus on engaging with leavers via exit interviews and gaining insights to improve employee retention instead of spending time on manual tasks. 

While useful, BambooHR’s offboarding functionality may lack some of the more granular offboarding features – such as task based triggers – present with some of the other tools on this list.

• Automatic offboarding reminders: Send notifications to administrators, managers and other relevant parties to ensure every step is completed. 

• Discover turnover trends: Pinpoint reasons behind churn and track metrics like employee performance, length of service and reason for departure.

• Reduce back and forth: Create a detailed FAQ section answering the most common offboarding questions.

Rippling’s employee offboarding module is part of its HCM system. When an employee leaves, Rippling helps you update this information across your HR system as well as third-party apps. 

The tool generates separation agreements, removes the employee from company benefits and disables their access to apps. You can also assign tasks to managers to make sure everyone fulfils their responsibilities during a team member’s offboarding process.  

• Workflow automation: Eliminate manual tasks by automating your processes and connecting software tools via webhooks. 

• Generate necessary documents: Create severance agreements and COBRA documents. The tool also stores all documents signed by former employees during their tenure at your company to keep permanent digital records for future reference.

• Connect offboarding and recruitment: Simply raise a headcount request, and the system will create a new open position. 

Make sure your employee offboarding platform or HR management software has the following features: 

• Pre-configured checklists that are customisable to outline the necessary steps and tasks to be completed while dismissing and/or offboarding an employee. It can include task dependencies and deadlines, tailored to specific roles or departments.

• Asset management for tracking and managing company assets assigned to the departing employee. This could include laptops, mobile devices, access cards and company-owned documents. Most employee offboarding software has barcode or QR code scanning for efficient tracking and inventory management.

• Access control management to revoke access to company software or databases. Make sure your employee offboarding software includes automated workflows for disabling user accounts and permissions across multiple systems.

• Security and compliance management to ensure your employee offboarding process adheres to legal and regulatory requirements, including data privacy laws, employment regulations and industry-specific compliance standards.

• Integration with other HR tools to synchronise data and eliminate inconsistencies in employee records. Look for employee offboarding software that integrates with payroll software, asset management software and your talent database to streamline data transfer and exchange.

Employee offboarding software lets you streamline the employee offboarding process, conduct insightful exit interviews and fast-track your offboarding while limiting the chance of human error. 

Beyond this, offboarding software helps you ensure compliance with regulatory requirements and company policies, maintain transparency with your employees and minimise and disruptions to business operations. 

Explore Personio’s comprehensive employee offboarding and HR software to deliver a seamless experience to your departing employees. Book a demo today.

Automate offboarding for time savings and compliance

Personio’s automated workflows make the offboarding experience smooth and seamless for HR teams and employees.

See Personio in action