Skip to main content
English (Canada) English (United Kingdom) English (Malaysia) English (New Zealand) English (Singapore)

Configure my organisation's offboarding workflows

Updated

Available for the following plans: Plus, Unlimited HR, Elite, Unlimited HR+Payroll
Available for the following HR classic plan: Platinum
Available for the following User Access level: Admin

The Offboarding Workflows feature enables admins to create workflows that automate the sending of an exit survey when an employee is offboarded from your platform. This feature follows a "when-if-then" sequence for every step of the workflow. To learn more about this and see examples, please refer to The When-If-Then sequence and scenarios tab in the Further information section of this article.

Important

You can only schedule offboarding workflows for current or future terminations. Past dates are not supported.

Add workflows

Walkthrough: Add an offboarding workflow
Add an offboarding workflow
  1. Click the Workflows option on the left-hand side menu.
  2. Click the Browse Templates button.
  3. Select the required offboarding template.
    On 1.jpg 
  4. Click the When field.
    On 2.jpg 
  5. Complete the following fields:
    • When:
      • Employee termination date is approaching. 
  6. Click the Save button.
    On 3.jpg 
  7. Click the If field
    On 4.jpg 
  8. Complete the following fields:
    • Field.
    • Condition.
    • Value.
  9. Click the Save button.
    On 5.jpg 
  10. Click the Then field.
    On 6.jpg 
  11. Complete the following fields:
    • Then:
      •  Send exit survey to employee.
        1. Select exit survey template.
        2. When will this action be performed.
      • Create Task
        1. Enter name of task.
        2. Enter description of task.
        3. Enter Owner.
        4. Enter who to send this task to.
        5. Enter subtasks.
        6. Enter due date.
        7. Enter when this action will be performed.

      • Helpful Hint

        Send Email Notification includes several powerful capabilities:

        • External Recipients: Send to anyone outside Employment Hero by typing a complete, fully formatted email address (e.g., john.smith@domain.com) into the Recipients field. Once you type the full address, an option will appear to add it as an external recipient—click to add.
        • Clickable Hyperlinks: Click the link icon in the content editor to insert URLs or email addresses that recipients can click directly in the email.
        • Dynamic Subject Lines: Click the dynamic variable button (right side of Subject field) to personalise subjects with employee names, dates, or other variables.
        • Multiple Recipients: Search and select multiple roles, teams, specific employees, and external emails in one action—no need to create separate notifications.

        Send email notification

        1. Enter email recipients.
        2. Enter subject line.
        3. Enter email content.
        4. Add action if required.
  12. Click the Save button.
    On 7.jpg 
  13. Click the Save Flow and Publish button.
    On 8.jpg 
Set up workflow according to termination type

If you would like to set up different workflows according to termination type (e.g. If you would like to set up a company-wide email in the event of a retirement, or if you would like to automatically set up an exit interview for a resignation), follow the process below.

Note that the employee must have a future termination date for them to receive exit interview emails.

  1. Click the Workflows option on the left-hand side menu.
  2. Click the Browse Templates button.
  3. Select the required offboarding template.
    On 1.jpg 
  4. Click the When field.
    On 2.jpg 
  5. Complete the following fields:
    • When:
      • Employee termination date is approaching. 
  6. Click the Save button.
    On 3.jpg 
  7. Click the If field
    On 4.jpg 
  8. Complete the following fields:
    • Field - select Termination Type
    • Condition - select Is one of
    • Value (select the termination type for which you would like to set up a workflow).
      in the value field, select the termination type 
  9. Click the Save button.
    Click on save button in the bottom right hand side of the screen 
  10. Click the Then field.
    On 6.jpg 
  11. Complete the following fields:
    • Then:
      •  Send exist survey to employee.
        1. Select exit survey template.
        2. When will this action be performed.
      • Create Task
        1. Enter name of task.
        2. Enter description of task.
        3. Enter Owner.
        4. Enter who to send this task to.
        5. Enter subtasks.
        6. Enter due date.
        7. Enter when this action will be performed.
      • Send email notification
        1. Enter email recipients.
        2. Enter subject line.
        3. Enter email content.
        4. Add action if required.
  12. Click the Save button.
    On 7.jpg 
  13. Click the Save Flow and Publish button.
    On 8.jpg 

Manage data

Publish an offboarding workflow
  1. Click the Workflows option on the left-hand side menu.
  2. Click the Manage Workflows tab.
  3. Click Offboarding button.
  4. Click the Three Dots button.
  5. Click the Publish button.
    Pub 1.jpg 
Unpublish an offboarding workflow
  1. Click the Workflows option on the left-hand side menu.
  2. Click the Manage Workflows tab.
  3. Click Offboarding button.
  4. Click the Three Dots button.
  5. Click the Unpublish button.
    Un Pub 1.jpg 

Edit data

Edit an offboarding workflow
  1. Click the Workflows option on the left-hand side menu.
  2. Click the Manage Workflows tab.
  3. Click Offboarding button.
  4. Click the Three Dots button.
  5. Click the Edit button.
  6. Edit the workflow as needed.
  7. Click the Save button.
    Ed 1.jpg 

Delete data

Delete an offboarding workflow

Important

You cannot delete a published workflow. You have to unpublish it first before deleting.

  1. Click the Workflows option on the left-hand side menu.
  2. Click the Manage Workflows tab.
  3. Click Offboarding button.
  4. Click the Three Dots button.
  5. Click the Delete button.
    Del 1.jpg 

Further information

The When-If-Then sequence and scenarios

The Leave WorkFlows feature lets you create a set of steps that the platform will take regarding leave request approvals. Each step follows the When-If-Then sequence, which is like this:

  • When this happens -> If this condition is met -> Then do this.
    • "When" is the situation that will trigger the workflow.
    • "If" is the condition that decides what action should be taken.
    • "Then" is the action that the platform will take.

To visualise this better, please see the examples below. "X" and "Y" in these scenarios refer to values you can pick and enter on the platform.

  1. When an employee submits a leave request, If the leave hours is more than "X", Then the leave request will be sent to the executive leadership team for approval.
  2. When an employee submits a leave request, If the leave hours is more than "X", Then the leave request will be automatically declined.
  3. When an employee submits a leave request, If the leave request comment contains "christmas", Then the leave request will be automatically approved.
  4. When an employee submits a leave request, If start date is after "X" AND end date is before "Y", Then the leave request will be automatically approved.
"And condition" and "Or condition" in the "IF" field

When you click the "IF" field when creating a workflow, the "Add conditions" panel will slide out. There, you will have to fill in the following: Field, Condition, and Value.

screenshot of the add conditions panel, highlighting the add condition button

Below those is the Add condition button, which lets you set up an additional condition to come with the first one. When you click this button, you will be asked to choose between:

  • And condition - This means the platform will take action only if BOTH the original and additional conditions are met.
  • Or condition - This means the platform will take action if EITHER the original or additional condition is met.

To demonstrate this, here are some examples:

And condition:

For the image below, the platform will act only if the leave request falls between 15/02/2024 and 22/02/2024 AND has a category of Annual Leave. The platform will not take the specified action in the "THEN" field if both are not met, even if one of the conditions is followed.

screenshot of the add conditions panel, showing an example of the and condition

Or condition:

For the image below, the platform will take action if the leave request falls between 15/02/2024 and 22/02/2024 OR is filed by employee Armin Jaeger.

There just needs to be at least one condition met for the platform to act. So, the workflow will still function if two, three, or more conditions were met.

For our example, this means the workflow will act if the leave request falls between the date range provided, even if a different employee filed it. The platform will also function if employee Armin Jaeger filed the request, even if the request falls outside the date range provided.

screenshot of the add conditions panel, showing an example of the or condition

Explore related content

Powered by Zendesk