IT help deskMulti-product solution
Tables, Zaps, Chatbots, Canvas
Employee offboarding
Make employee departures easy with automated notifications, document generation, and feedback collection.
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Overview
Employees offboarding is far from simple, often involving multiple departments, tight timelines, and complicated deliverables. And the stakes are high. There are security risks, compliance risk, and relationship risks.
The good news? Automation can help. This employee offboarding template takes a complicated, error-prone process and turns into a streamlined, repeatable workflow. With a single form submission, you'll trigger a series of actions, from notifying stakeholders, to generating necessary documents, updating your HR systems, and collecting valuable feedback. You'll get a smoother, more efficient and consistent offboarding experience that saves your team hours of work and ensures nothing falls through the cracks.
Why build an automated employee offboarding system?
- Save your team hours of work coordinating across teams with automatic notifications and constant handoffs.
- Make sure nothing falls through the cracks with a standard checklist of things that need to happen, and a process to make sure they do
- Improve yoru feedback quality by gathering and analyzing it programatically, so you can get better insights and improve retention.
What key features come with the employee offboarding template?
- Trigger from a single place — Initiate the entire offboarding workflow with one simple form submission, eliminating the need for multiple manual steps.
- Automated stakeholder notifications — When an employee departure is processed, the system instantly sends customized Slack messages to HR, IT, payroll, and other relevant teams.
- Intelligent document generation — For involuntary terminations, the template uses AI to automatically draft separation agreements based on employee data, saving time and reducing legal back-and-forth.
- HRIS integration — After collecting termination information, the system automatically updates your HR software, eliminating duplicate data entry and reducing human error.
- Privacy protections — Provide each stakeholder with the information they need, and nothing more, based upon their role.
- Exit feedback analysis — When an employee submits their exit survey, the Zap uses AI to analyze responses and provide recommended action steps to your People team.
Who should use this template
An automated employee offboarding system is perfect for:
- HR and People Operations teams → Save hours per offboarding by automating repetitive tasks, allowing more focus on strategic initiatives and employee support.
- IT departments → Receive immediate alerts about departing employees to manage access revocation and equipment returns, enhancing security.
- Payroll and finance teams → Get automatic notifications about required final payments, ensuring timely and accurate processing.
- People business partners → Gain deeper insights into departure trends with AI-analyzed exit feedback, helping address retention issues proactively.
- Legal and compliance officers → Reduce risk with consistently generated separation agreements that follow established templates and policies.
- Talent acquisition teams → Track backfill decisions efficiently through simple Slack reactions, maintaining visibility on open positions without extra administrative work.
How does this template work?
This template builds you a comprehensive employee offboarding system. Here's how:
- Manager or HR submission — A manager or HR team member submits termination details through a Google Form, including the employee’s name, termination type, last day, and other key information.
- Automated stakeholder notifications — The workflow immediately sends customized Slack messages to all relevant teams (HR, IT, payroll, etc.) with specific action steps.
- HRIS system updates — The system automatically updates your HRIS (like BambooHR) with the termination details, eliminating manual entry and reducing errors.
- Separation agreement generation — For involuntary terminations, the workflow calculates severance based on tenure, location, and manager status, then uses AI to draft a separation agreement from your templates.
- Employee exit support — For voluntary departures, the system sends the employee a Slack DM with an offboarding guide and a link to the exit survey.
- Exit survey enrichment and analysis — When the employee submits their exit survey, the system enriches their feedback with HRIS data and uses AI to generate a summarized TLDR and recommended action steps for the People team.
- Exit interview routing — If the employee requests an exit interview, the system automatically notifies the assigned People Business Partner.
- Backfill tracking — The template creates a tracking sheet in Zapier Tables, allowing Talent Acquisition to manage backfill needs through simple Slack emoji reactions.
- Severance payment tracking — If the employee is receiving severance, the workflow tracks payment details and updates the HRIS accordingly.
- Farewell message management — If the departing employee submits a farewell message, it’s routed for review and approval before posting in the company’s farewell Slack channel.
Note: You can find copies of the Google Forms and Google Docs used in this template here.
Frequently asked questions
Do I need technical skills to set up this template?
No technical skills are required. The template uses Zapier's user-friendly interface to connect your existing tools. You'll just need to know which form IDs correspond to which marketing assets, and have access to your CRM and notification systems.
Can this template work with my existing HR software?
Yes, this template is designed to integrate with popular HRIS systems like BambooHR. If you use a different system, you can likely adapt the template to work with it using Zapier's wide range of integrations.
How does this template handle data privacy and security?
The template is built with data privacy in mind. It only processes the information you provide and integrates with your existing systems. However, you should always review and adjust the workflow to ensure it complies with your company's specific data handling policies.
Can I customize the notifications and documents generated by this template?
Absolutely. The template provides a starting point, but you can easily modify the content of notifications, surveys, and document templates to match your company's specific needs and tone.
