👋🏻 Offboarding Process

When an employee leaves your company, a few steps are required to ensure accounts are handled correctly and any assigned devices are secured and prepared for reuse.

To guide you through the process, we distinguish between two scenarios:

• 1️⃣ Case 1: Planned leaver
• 2️⃣ Case 2: The employee leaves unexpectedly

1️⃣ Case 1: Planned leaver

• Step 1: Prepare Offboarding 

  This step depends on whether you use an HRIS system (e.g., Personio, HiBob):

  • HRIS in use: Update information in HRIS Enter the employee's actual last working day in your HRIS if you haven't done so already. 

    ⚠️ Important: The last working day often differs from the official exit date.

  • No HRIS in use: Manually enter the employee’s last working day in the deeploi platform to trigger the offboarding process.

• Step 2: Offboarding becomes Visible 

  4 weeks before the last working day, the offboarding will appear in the platform. We’ll also send weekly reminders to ensure the form is completed on time.

  

• Step 3: Fill out the Offboarding Form 

  For guidance, refer to the step-by-step video. To fill out the form, click “Start Offboarding” in the employee’s profile, complete the required fields, and submit the form.

  

• Step 4: Reset the device (if applicable)

  If the employee has a device registered with deeploi, it must be reset before reassignment. Ideally, do this as soon as the device is returned. You can reset it in the platform immediately or later (more information here). Alternatively, the employee can reset it themselves or contact hello@deeploi.io for assistance.

• Step 5: Conform device return (if applicable) 

  Once the device is returned, mark it as “returned” in the inventory tab in the employee’s profile. Otherwise, the offboarding will stay open.

• Step 6: Track progress 

  You can track the process in “Employees” → “Offboarding”. Once completed, the offboarding remains visible in the platform for 10 days.

2️⃣ Case 2: An employee leaves unexpectedly

• Step 1: Open the Employee’s deeploi Profile 

  Go to “Employees” in the deeploi platform, search for the employee, and open their profile.

• Step 2 (optional): Suspend Email Account 

  Click on the three dots (upper right) and select “Suspend Account” to immediately block email access.

  

• Step 3: Start Offboarding 

  Click the three dots again and select “Start Offboarding”. Fill out the offboarding form, choose a preferred offboarding date, then follow the steps as usual (Step 3 onward above).

  

• Step 4: Update the information in your HRIS 

  After completing the previous steps, update the information in your HRIS system to keep your data up to date. Keep in mind that the HRIS integration works one-way only, meaning data is imported from HRIS into deeploi, but not the other way around.

🔎 Offboarding Process Walkthrough

Watch this video for a detailed walkthrough of the offboarding process.

✍️ Important Note

Our involvement in the offboarding process depends on the offboarding form being completed and submitted. Without it, we can't proceed with the offboarding steps. This ensures all actions are clearly agreed upon and documented.