Employee Offboarding Workflow for Education

# Employee Offboarding Workflow - Education

## Purpose
Trigger when an employee resignation is confirmed to protect company data, recover assets, and ensure a smooth transition.

## When to Use
A comprehensive offboarding checklist-workflow covering access revocation, equipment return, knowledge transfer, and exit interview scheduling.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your education business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Employment Hero or Slack)

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## Employee Offboarding Workflow

### Trigger
Employee resignation accepted or termination confirmed by management.

### Steps

**Step 1: Acknowledge and Document** (Owner: HR Manager) - Within 24 hours
Record the resignation/termination in Employment Hero. Confirm the last working day, notice period, and any leave entitlements to be paid out. Send a formal acknowledgement letter to the departing employee.
- Tool: Employment Hero
- Output: Offboarding record created, last day confirmed

**Step 2: Notify Relevant Parties** (Owner: HR Manager) - Within 24 hours
Inform the employee's direct manager, IT administrator, and Finance of the departure and last working day. Use the #hr-offboarding Slack channel for coordination. Do not announce to the wider team until the employee and manager agree on timing.
- Tool: Slack
- Output: Key stakeholders notified privately

**Step 3: Create Offboarding Task List** (Owner: HR Manager) - Within 24 hours
Create an offboarding project in Asana using the offboarding template. Assign tasks to IT, Finance, the departing employee's manager, and the employee themselves. Set due dates working backwards from the last day.
- Tool: Asana
- Output: Offboarding task list live with all assignments

**Step 4: Begin Knowledge Transfer** (Owner: Departing Employee + Manager) - Start within 48 hours
The departing employee documents all active projects, client relationships, recurring responsibilities, and where to find key files. The manager identifies who will take over each responsibility.
- Tool: Notion or shared drive
- Output: Knowledge transfer document completed and reviewed

**Step 5: Reassign Clients and Projects** (Owner: Manager) - At least 5 business days before last day
Formally reassign all clients, projects, and ongoing responsibilities. Introduce the new point of contact to clients via email or meeting where appropriate.
- Tool: Asana + HubSpot
- Output: All responsibilities reassigned, clients informed

> Decision Point: If the departing employee holds sole knowledge of critical systems or processes, schedule dedicated handover sessions and extend the transition period if possible.

**Step 6: Schedule Exit Interview** (Owner: HR Manager) - 3-5 business days before last day
Schedule a 30-45 minute exit interview. Use the standard exit interview template covering reasons for leaving, feedback on management, culture, tools, and suggestions for improvement.
- Tool: Employment Hero + Calendar
- Output: Exit interview scheduled and conducted

**Step 7: Process Final Pay and Entitlements** (Owner: Finance/Payroll) - By last working day
Calculate final pay including outstanding salary, accrued leave, any reimbursements, and superannuation. Prepare and issue the final pay slip and payment summary.
- Tool: Employment Hero + Xero
- Output: Final pay processed and documented

**Step 8: Collect Company Property** (Owner: Office Manager/IT) - On or before last day
Collect laptop, phone, access cards, keys, uniforms, and any other company property. Use the equipment return checklist to verify all items are accounted for.
- Tool: Asana (checklist task)
- Output: All property returned and logged

**Step 9: Revoke Access** (Owner: IT Administrator) - On last working day (end of business)
Disable all system access: email, Slack, project management tools, cloud storage, CRM, accounting software, VPN, and building access. Transfer ownership of critical documents and shared drives to the designated successor.
- Tool: IT admin panels + Slack
- Output: All access revoked, document ownership transferred

**Step 10: Communicate Departure** (Owner: Manager) - On or after last day (as agreed)
Send the team announcement confirming the departure and who has taken over the employee's responsibilities. Keep the tone professional and positive.
- Tool: Slack or email
- Output: Team informed of transition

**Step 11: Archive Employee Record** (Owner: HR Manager) - Within 1 week of departure
Update the Employment Hero record to reflect the departure. Archive relevant documents and ensure compliance with record retention requirements (minimum 7 years for employment records in Australia).
- Tool: Employment Hero
- Output: Employee record archived per retention policy

### Completion Criteria
- [ ] All knowledge transfer documentation completed
- [ ] Clients and projects reassigned with introductions made
- [ ] Exit interview conducted and feedback documented
- [ ] Final pay and entitlements processed
- [ ] All company property returned
- [ ] All system access revoked on last working day
- [ ] Team informed of transition
- [ ] Employee record archived in Employment Hero

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**Complexity:** advanced | **Setup time:** 25 minutes | **Tools:** Employment Hero, Slack, Asana

Note: This template has been tailored for education businesses in Australia. Adjust terminology and compliance references to match your specific context.