Introduction
If you’re on the Elite Tier and have access to the Screen Designer, you can create a custom offboarding checklist that sits inside an employee profile.
With the Custom Offboarding Checklist workflow enabled, individual checklists is sent via task to the leaver their manager, and the HR team to complete - this is triggered when the employee is first marked as a leaver.
This feature streamlines your offboarding process by ensuring that everyone involved knows exactly what needs to be done and when. By keeping all tasks in one place and triggering them automatically, it creates a clear, consistent experience that reduces errors, saves time, and helps employees transition out smoothly and confidently.
Initial set up
There are a few specific configuration steps required for this workflow to operate correctly, so please make sure to read the whole article before you begin.
1. Create the screen
First, you'll want to create a screen and assign it to a profile template. Click here for an article on how to create or edit a screen.
This must be a Form screen and should be called 'Offboarding Checklist' - case sensitive.
You can design the screen however you like, using Checklist fields and even Attachments to watch videos or view external documentation.
We recommend using the Header field type to clearly separate which tasks belong to you. We also suggest adding guidance in the header description to help users complete their tasks. Here’s our recommended layout:
2. Add the Screen Variants for the tasks
Screen variants define which parts of the screen can be viewed or edited within a task, in this case which parts of the screen we are sending to each user - the new starter, their manager(s), and HR - so we need to create three different variants.
Follow the steps below:
Go to Settings > Screen designer > Screens
Go to the new screen you have created.
Select the 3-dot menu to 'Create variant'
It's important to name each variant as below in order for the workflow to know what each task should look like for each user.
Who the task should go to | Variant name |
Leaver | Employee |
Their Manager(s) | Manager |
HR team | Admin |
4. Now you can choose which fields are to be shown and edited from within the task that is sent to each user.
The 'Admin' variant, for example, will only have view and edit access to the HR fields. You don't need to give them view access to the Employee and Manager fields because this is just what HR needs to complete in the task - they will still be able to view the whole screen from within the Employee's record.
3. Set up Permissions
Next, you’ll want to define the permissions - this is different from screen variants, which specifically relate to the tasks being sent.
Permissions control who can see what within the entire screen inside the profile. For example, you may want to hide this screen for employees and managers, so that only those who are marked as leavers can see their checklist and only via the task that is triggered.
But if you'd like to know more about permissions, please see: Access Roles Management.
How it works
Admins marks an employee as a leaver.
Each of the three tasks are sent to the three users.
Admins and managers will receive an email notification when a new task is assigned.
Employees do not receive an email, as you might not want them to log in yet. Once the employee logs in for the first time, the task will appear on their dashboard.
If there is more than one Admin or the employee has more than one manager, they will all receive the single HR task, and can work on it collaboratively.
How to get this Workflow
If you're interested in this workflow, please reach out to support.