Employee Offboarding
Comprehensive offboarding orchestration with full system access cleanup and asset recovery coordination.
- Triggered automatically by a departure event in the HRIS
- Gathers the employee's profile and full access inventory
- Routes approval to the appropriate stakeholders
- Deactivates the employee's accounts across identity systems
- Terminates active sessions to immediately cut off access
- Creates linked tickets for equipment return, data archiving, and other required steps
- Captures the full offboarding outcome in a single record
What Employee Offboarding does
Employee Offboarding is Harmony's automated workflow for orchestrating the full end-to-end departure process when an employee leaves the company. When an upcoming termination date is detected in the HRIS, Harmony automatically creates a structured set of linked IT and HR tickets - account termination, VPN removal, asset return, factory reset, ownership transfer, physical access removal, exit interview, final payroll, and benefits termination - and monitors them until everything is complete. When offboarding is finished, Harmony notifies the manager.
Who Employee Offboarding Is For
IT and HR teams responsible for ensuring all departure tasks are completed before an employee's last day.
Employee offboarding involves tasks across multiple departments (IT, HR, Security, Finance) that need to be coordinated around a specific date. Without automation, tasks get assigned manually and inconsistently, assets get missed, accounts remain active longer than they should, and nothing is tracked in one place. Harmony creates the complete offboarding task structure automatically, pre-populated with the employee's profile and asset data, and tracks every task to completion.
How Employee Offboarding Works
An upcoming employment end date is detected in the connected HRIS (HiBob, Workday, or BambooHR). Harmony starts the offboarding workflow in advance of the end date (configurable, default: 14 days before).
- Employee and manager profile collection
The workflow fetches the departing employee's full profile and their manager's profile for use in ticket content.
- Company-owned asset collection
Harmony fetches all company-owned assets assigned to the departing employee so they can be pre-populated as a checklist in the "Return Company Assets" ticket.
- Ticket structure setup
Harmony prepares a parent offboarding ticket and a full set of linked child tickets based on the tenant configuration. Child tickets span IT (account termination, VPN removal, factory reset, asset return) and HR (exit interview, final payroll, benefits termination).
- Ticket creation
The parent ticket is created with the employee's details and end date. All configured child tickets are created and linked to the parent, assigned to the appropriate desks.
- Completion monitoring
Harmony tracks the resolution state of all tickets and waits for everything to be done.
When all tasks are resolved, Harmony sends a notification to the manager confirming that offboarding is complete.
Capabilities
- HRIS-driven automatic trigger - Detects upcoming termination dates in HiBob, Workday, or BambooHR and starts the offboarding flow without manual intervention.
- Configurable lead time - The workflow triggers a configurable number of days before the end date (default: 14 days) so tasks are ready before the employee's last day.
- Full lifecycle ticket set - Creates both IT and HR child tickets in a single run, covering account access, physical security, asset recovery, and HR process tasks.
- Asset-aware ticket population - Fetches company-owned assets assigned to the employee and pre-populates the "Return Company Assets" ticket checklist, so IT knows exactly what to collect.
- Manager and employee details pre-filled - All tickets are pre-populated with the departing employee's profile (name, job title, email, manager) and the termination date, so no manual data entry is needed.
- Configurable child ticket set - Every child ticket can be enabled/disabled, assigned to a different desk, given a different priority, and timed relative to the termination date. IT and HR admins customize the task list during initial setup.
- Account termination linkage - The Account Termination child ticket is pre-configured to trigger the Employee Account Termination workflow when resolved, automatically chaining into the IdP deactivation flow.
- Completion monitoring - Tracks all ticket statuses and waits for the full set to resolve before marking offboarding complete.
- Completion notification - Sends a configurable notification to the manager when all tasks are done.
Main use cases
Planned Resignation with Two Weeks Notice - HR marks an employee's end date in HiBob after they give two weeks notice. Harmony detects the end date 14 days out and creates the full offboarding ticket set: IT tasks (account termination, VPN removal, factory reset, asset return, ownership transfer, physical access removal) and HR tasks (exit interview, final payroll, benefits termination) - all pre-populated with the employee's details, assigned to the right desks, and ready for each team to action.
Departing Employee with Multiple Company Devices - A departing employee has a laptop, a company phone, and a monitor assigned to them. Harmony queries all company-owned assets assigned to the employee and pre-populates the "Return Company Assets" checklist so IT knows exactly what to collect, without having to manually look it up.
Manager Wants to Track What's Still Pending - A manager asks IT for an update on how the offboarding is going with one week left. Because all offboarding tasks are tracked as linked tickets in the service desk, IT and the manager have a single view of what's done and what's still open - no status update emails needed.
Full Completion Notification to Manager - The manager wants confirmation that everything is done on the employee's last day. When every linked ticket (IT and HR) is resolved, Harmony automatically notifies the manager with the employee name, end date, and completion confirmation.
Integrations
| Integration | Role in the agent flow |
|---|---|
| HiBob | HRIS trigger - upcoming termination date detected and employee profile fetched |
| Workday | HRIS trigger - same role as HiBob (configured per tenant) |
| BambooHR | HRIS trigger - same role as HiBob (configured per tenant) |
| Asset Management API (internal) | Source of company-owned assets assigned to the departing employee, pre-populated into the asset return checklist |
| Service Desk (internal) | Parent and child tickets created, linked, and monitored throughout; tasks span IT Desk and HR Desk |
| Notifications system (Slack/Teams) | Sends completion notification to manager and configured recipients |
FAQ
It's a scheduled Harmony workflow, not an interactive chatbot. It runs automatically when a termination date is detected in the HRIS. Harmony creates the full task structure and monitors it behind the scenes without requiring a user conversation.
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