A departure triggers the full checklist automatically: access revoked across fourteen systems, equipment return scheduled, payroll and benefits notified, exit survey sent — with a live status view for HR and IT.
Typical results
0
orphaned accounts found in the next audit
14
systems revoked automatically
Live
offboarding checklist for HR and IT
Figures reflect typical results for this kind of automation.
The challenge
Offboarding was an email thread between HR, IT and finance. Accounts of former employees stayed active for weeks — a security audit found several still able to log in — laptops came back late or not at all, and nobody collected structured exit feedback.
Before and after
Days to complete offboarding
−95%Orphaned accounts found in security audit
−100%Equipment returns overdue per year
−92%The automation
We mapped every system an employee can hold access to and automated the exit flow: on a departure date the engine revokes or transfers access system by system, opens an equipment-return task with a prepaid label, notifies payroll and benefits with the correct dates, sends the exit survey, and shows HR and IT a checklist that updates itself in real time.
How it works
- 01
Departure date set
HR records the exit and the offboarding engine takes over from there.
- 02
Access revoked system by system
All fourteen systems are closed or transferred automatically on the departure date.
- 03
Equipment return scheduled
A return task opens automatically with a prepaid shipping label.
- 04
Payroll and benefits notified
Every downstream team receives the correct dates without a single email thread.
- 05
Exit survey and live status
Feedback is collected, while HR and IT watch a checklist that updates itself in real time.
Starts from
- Departure notice
- Access inventory
Delivers
- Access revoked
- Equipment return
- Exit survey
The impact
Complete offboarding typically finishes within one business day, with every account closed on the departure date. Security audits find no orphaned accounts, equipment recovery becomes routine, and exit feedback finally accumulates into something the company can learn from.
Questions about this automation
Which systems can the offboarding flow revoke access in?
Typically email and identity accounts, chat and project tools, file storage, the CRM, finance tools and any app with an admin API. Each system is mapped once with its action, such as suspend, delete or transfer ownership, and systems without an API become a task for IT with a due date.
What happens to the departing employee's files and mailbox?
Before access is closed, ownership of files, shared folders and open records is transferred to the manager or a named successor, and the mailbox can be forwarded or archived. Timing is configurable, so access can end at a set hour on the last day or immediately for urgent exits.
How do HR and IT see progress?
A live checklist shows every step with its status, owner and timestamp, from access revoked to equipment returned and exit survey sent. Stalled items trigger reminders, and the finished record is kept for security audits. A multi-step build like this is usually rolled out in stages, starting with the highest-risk systems.