Offboarding Wizard

Offboarding Wizard

The Offboarding Wizard enables you to create Offboarding Workflows to move Offboard all leaving/departing Employees.

Offboarding Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Offboarding Wizard. These navigation options are outlined below.

1. START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
2. View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
3. Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
5. Create - allows you to 'save' a New Record you've created.
6. Edit - allows you to Edit a Record.
7. Save - allows you to Save a Record.
8. Delete - allows you to Delete a Record.
9. Previous - allows you to go back one step.
10. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
11. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
12. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
13. Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
14. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
15. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go bacc' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).

How to Trigger the Offboarding Wizard

You can trigger the Offboarding Wizard from the Wizard popup menu

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list.
3. Scroll down and click on the "Offboarding" option then click "Select."

Offboarding – Select Employees to Offboard

1. Select Existing Employee/s – scroll down the page to the table titled "Offboarding - Select Existing Employee/s" and select the Employee/s you want to Offboard by clicking on their name in the table/list one at a time. Each Employee you select will be added to the “Existing Employee/s Information” for you to Offboard. Click “Next.”
2. Holding Table – for each Employee added to the Offboarding List, click on the red “Return Property” Wizard (which will appear if that Employee has Company Property that needs to be returned prior to departure), and complete the Wizard for that Employee’s Property, e.g. Security Pass, Computer, Phone etc.

• Specify return date.
• Click “Return.”
• When you have specified the return date and clicked Return for all Property items, click “Close.”

Offboarding – Employee Leaver Information

When you open the Wizard, you will see a holding table. 1. Specify the Employee/s you want to Offboard (from the 'Offboard - Select Existing Employees' table at the bottom of the screen) and this will place them into the 'Exiting Employee/s' holding table at the top of the screen.
2. Click "Next"

NOTE: The best way to complete the Offboarding Workflow is to first ensure that the Employee has returned all Company Property, specify/process this in the Wizard AND then mark them as a "Leaver."

If the Employee has Company Property to return, there will be a red "Return Property" button next to their name. To Return Company Property: 1. Click the Return Property button.
2. Specify the return date.
3. Click "Return."
4. The red Return button will change to a green "Done" button.
5. Click "Close."

You will be taken back to the “Holding Table” screen. To mark an Employee as a Leaver, launch the "Offboarding Wizard."Click on the green “Start Wizard" to complete the Offboarding process.

1. First Name – the First Name of the New Employee will be shown here. Update if needed.
2. Last Name – the Last Name of the New Employee will be shown here. Update if needed.
3. Leaver – tick the checkbox to confirm that this Employee is leaving. Ticking this checkbox makes the Employee available to complete the Offboarding process via the Offboarding Wizard.
4. Last Day of Work – click on the calendar on the far right and specify the Employee’s last day of work.
5. Date Left – click on the calendar on the far right and specify the day the Employee actually left. Click “Update Leaver Information.”
6. Holding Table – you will be returned to the “Holding Table” where you will now see a green “Start Offboarding” button next to the Employee you just completed ‘Leave Information’ for. Click “Start Offboarding.”

You will be presented with two options:

• Now – this will process the Leaver’s Offboarding now.
• Later – this will save the Leaver to be Offboarded later. You will receive a message confirming that the Employee has been placed on the Offboarding “To Do” list (which is accessible via the Offboarding Folder in the "Employee Processing" Widget on the On/Offboarding Dashboard.

NOTES:

• User Profiles/Accounts are active for as long as the User remains an Employee or has active User Group/s permissions assigned. When an Employee leaves your organisation and you 'Offboard' them, their User Profile/Account is deactivated when the following two parameters are met:
  • The Employee is marked as a 'Leaver' in the System, and.
  • The 'Last Day of Work' date entered into the System passes.

• When an Employee is Offboarded, a Separation Certificate is created and can be downloaded as a .PDF, send to the departing Employee via email, and also resent to the Employee if requested. The Separation Certificate history can also be viewed via the Employee Processing Widget in the Completed (W) and Completed Tabs in the Offboarding Folder on the Onboarding, Crossboarding and Offboarding Dashboard, including:
  • Date created.
  • Date first sent to departing Employee.
  • Any subsequent dates when it was resent to the ex-Employee.
  • Who sent the Separation Certificate.