Offboarding an employee
Offboarding cleanly is critical — for compliance, for security, and to free up assets and licenses. Momentumpro handles offboarding as a structured workflow, not a single click.
Step 1 — Mark as leaving
- Open the employee record.
- Click Actions → Mark as leaving.
- Set:
- End date — last day of employment.
- Reason — Resignation, Termination, End of contract, Retirement, Other.
- Notice given on — date the resignation/notice was issued.
Step 2 — Trigger the offboarding workflow
The system can run a checklist automatically. Either:
- Auto-trigger — set up an offboarding workflow under Admin → Workflows that runs when end_date is set. Recommended.
- Manual — click Run offboarding checklist on the employee record.
What the offboarding checklist covers
A typical workflow:
| Task | Owner | Due |
|---|---|---|
| Disable network accounts | IT | End date |
| Collect laptop & ID badge | Facilities | End date |
| Final payroll calculation | Finance | End date + 7 days |
| Knowledge transfer doc | Manager | End date - 7 days |
| Exit interview | HR | End date + 3 days |
| Reference letter | HR | On request |
You can edit the template under Admin → Workflow Templates.
Step 3 — Reassign open work
Before the end date, reassign:
- Tasks — open the user's tasks page, bulk-reassign.
- Approvals — set a delegate so pending approvals don't stall.
- Documents owned — transfer ownership in the Document Vault.
- Direct reports — pick a new manager on each report's record.
Step 4 — On the end date
Once end_date is reached:
- The user's login is auto-disabled.
- Their employee record is moved to the Former Employees view.
- All assets assigned to them are flagged for return.
- Their data is retained for the period required by your data retention policy (configured under Admin → Compliance).
GDPR right-to-be-forgotten
If a former employee requests deletion, an admin with the right permission can initiate a Hard delete from the Former Employees view. Some data is retained for legal compliance (payroll records for 7 years in most jurisdictions); the rest is permanently removed.