HR (HRM)

Offboarding

Take a leaving employee through one checklist: notice and last working day, handover, assets back, access removed, each department's sign-off, and the experience and relieving letters.

Contents: Who can use it · The screens · Exit checklists · Resignations · Start an exit · Work an exit · Clearances · Close or cancel · Example · FAQ

Who can use it

HR with the offboarding permissions (Exits, Resignations, Clearances, Exit checklists) starts and works exits, decides resignations and closes exits.
Department heads need only the clearance permissions to sign their own department's sign-off. IT, finance and admin each have their own sign permission (Sign IT Clearance, Sign Finance Clearance, Sign Admin Clearance) on top of Sign Clearances; the manager signs the line handed to them.
Every employee can give notice, follow it and withdraw it. No permission is needed for their own resignation.

Offboarding is part of the onboarding and offboarding checklists feature, which is on every plan that has HRM.

Where: HR → Hiring & lifecycle → Onboarding & offboarding, section Offboarding: Exit cases (called Exits before), Resignations, Clearances, Exit checklists and more.

The employee's own page, My resignation, is at HR → Self service → My resignation, and on the My HR page.

The screens

Screen	What it shows
Exit cases	Everyone leaving, the exit type, the last working day ("Leaves in 5 days", "Left 2 days ago") and checklist progress. Filter by status. Start an exit is at the top.
An exit	The notice, the last working day, the tasks, what the person still holds or owes, the letters, and the buttons Move last day, Put on hold, Cancel exit and Close exit.
Resignations	Notice given by employees, Waiting for a decision, with Accept and Decline.
Clearances	Every department sign-off across all open exits. Filter by department and status.
Exit checklists	The task lists exits are built from.
My resignation	The employee's own page: Give notice, then the status, the last day and Withdraw.

Exit types are Resignation, Termination and End of contract. An exit is In progress, Completed or Cancelled.

Exit checklists

The first exit you start creates a checklist called Standard exit if you have none. It holds a handover task, asset return, access removal, an optional exit conversation, and clearances for the manager, IT, finance and admin. You can edit it like any other.

Open Exit checklists and click New checklist (or open one to edit it).
Give it a name. Tick Default checklist to use it for every new exit, and Active to make it available.
Click Add task for each step and choose:
- the type: Task (anything to be done), Clearance (a department signs off), Asset return (done when every item is back) or Access removal (remove accounts and tools by hand);
- who does it: HR, Manager, IT, Finance or Admin;
- Due (days from last day): a negative number is before the last day, so -3 means three days before;
- Required, or leave it optional.
Use Move up and Move down to set the order, then save.

Manager tasks go to the leaver's reporting manager. HR tasks go to the person who started the exit. IT, finance and admin tasks wait on the Clearances board until someone is assigned or signs them. Each assigned task also appears in the person's to-dos.

Resignations

The employee gives notice

Open My resignation and go to Give notice.
The page shows the notice period: "Your notice period is 30 days". It comes from the person's contract, or from the country rules when the contract has none. If neither has one, it says no notice period is on file.
Choose the Last working day. A day before the notice ends is an Early release request, which is decided together with the resignation.
Add a Reason (optional) and click Submit resignation.

Only an active employee can resign, and only one resignation or exit can be open per person.

HR decides

If your organization has an approval flow for resignations (see Approvals), the request goes to the Approval inbox and the queue shows "In the approvals inbox". Otherwise it waits on Resignations for someone with the approve permission.

Open Resignations, find the row and click Accept or Decline.
When accepting, leave the last working day as it is to accept the day asked for, or change it.
When declining, say why.

Accepting opens the exit straight away, with type Resignation. Nobody can decide their own resignation.

Withdrawing: the employee (or HR) clicks Withdraw while the resignation waits, or after acceptance while the exit is still open. The exit is then cancelled and the person stays.

Start an exit (termination or end of contract)

Open Exit cases and click Start an exit.
Choose the employee, the Type (Termination, End of contract, or Resignation for notice handed in on paper) and the Last working day. Add a Reason if you want.
Click Start an exit. The checklist is copied, each due date is counted from the last working day, and the tasks are handed out.

A resignation given on My resignation opens its own exit when it is accepted, so you do not start one for it.

An exit can also be started by an automation. Such an exit is a termination whose last working day is the end of the notice period (from the contract, or the country rules), or else the end of the person's contract. If neither is on file, the automation starts nothing and its run says so; start the exit by hand. Move the day on the exit if it is not right.

Work an exit

Open the exit from Exit cases.

Action	What it does
Mark done	Closes a task. Clearances are signed instead (see below).
Skip	Skips an optional task. A required task cannot be skipped.
Reopen	Opens a closed task again.
Assign	Changes who does a task and its Due date.
Mark returned	Under Still held or owed, marks a company asset as back. The list comes from the Assets module.
Move last day	Moves the last working day. Open tasks move with it. Moving it earlier means the notice is shortened, so you must say why.
Put on hold / Lift hold	A legal hold. The records are kept and the exit cannot be closed until the hold is lifted.

Still held or owed also lists loans that are not repaid ("Loan not repaid").

On the last working day a nightly job sets the employee to inactive and switches off their login, whether or not clearance has finished. Closing an exit after the last day does it at once. The checklist and the letters carry on after that.

Clearances

Open Clearances. Pick your department, or leave Any department.
Find the person and click Sign off.

Sign off shows only on the lines you may sign: a line handed to you, a line of a department whose sign permission you hold (IT, finance or admin), or any line if you run exits (the exit update permission).

A sign-off is blocked while the person still holds company assets (every department) or, for finance, still owes a loan. The message lists exactly what is outstanding, for example "Cannot sign off yet, assets still held: LAP-014 Laptop". Mark the asset returned on the exit, or settle the loan, and sign again.

Close or cancel an exit

Close exit

On the exit, click Close exit.
Choose May be rehired or Not eligible for rehire, and add a note if you want. The flag is used later if the person is rehired (see Employment changes).
Confirm.

An exit closes only when every required task is done, nothing is still held and there is no legal hold. On closing:

any unused leave balance is set to be paid out as of the last day;
the experience and relieving letters are made from your published letter templates, dated the last working day, and filed in the employee's documents.

If a letter cannot be made (for example there is no published template), the exit still closes and the problem is shown under Letters. Fix the cause and click Make the letters to try again.

Final settlement has its own page.

Cancel exit: click Cancel exit and give a reason. The person stays, the checklist stops and its reminders close. If the last working day had already passed, the employee and their login are switched back on; they sign in again.

Example scenario

Padma Net Support. Rafiq, a support engineer, gives notice on 1 March from My resignation. His contract has a 30-day notice, but he asks to leave on 20 March, so it is an early-release request. HR accepts it with 20 March as the last day. The exit opens with the Standard exit checklist. His manager signs off after the handover. Admin marks his laptop returned, and only then can IT and admin sign. Finance's sign-off waits until his salary advance is repaid. On 20 March his login is switched off. HR clicks Close exit, marks him May be rehired, and his experience and relieving letters appear in his documents.

Tips

Edit the Standard exit checklist once, before your first real exit, so every department sees the right tasks.
Publish experience and relieving letter templates in Documents and letters before closing exits, so the letters are made first time.
Ask department heads to check Clearances with their department filter set. It is their to-do list for exits.

Troubleshooting and FAQ

"A resignation or exit is already open for this person." Finish or cancel the open one first.

I cannot sign a clearance. The person still holds an asset or owes a loan, and the message names it. If there is no Sign off button at all, the line belongs to another department.

"Required tasks are still open." Mark them done or sign them. Only optional tasks can be skipped.

The exit will not close and mentions a legal hold. Click Lift hold first.

Clicking a row on Clearances does nothing. Opening the exit needs the exit Show permission as well. Sign from the board, or ask for that permission.

A resignation was withdrawn after the last working day. The exit is cancelled and the employee and their login are switched back on. The person signs in again.

The employee cannot find My resignation. It is under HR → Self service, and a tile on My HR. It shows only to people with an employee record.

Approvals · Employees · Employment changes · Documents and letters · Automations · Leave

9bx user guide