Offboarding an employee from Simployer One

Who can offboard an employee in Simployer One? 

Only Owners and Administrators can offboard employees in Simployer One. 

Important: The employee loses access from the offboarding date. After the offboarding date, the employee profile appears under archived employees. 

How do I update the employee employment before offboarding in Simployer One? 

Before you start the offboarding flow in Simployer One, update the employee's employment with the end date and termination status. 

1. Go to the Employee in Simployer One
2. Click on the tab Profile 
3. Scroll to Employment. 
4. Select the employee's employment. 
5. Click the three dots menu. 
6. Click Edit. 
7. Add the employee's End date. 
8. Select Terminated. 
9. Click Save.

Tip: Add the employee's end date as soon as you know it. This reduces the risk of forgetting to remove access to Simployer One and start the offboarding flow. 

How do I start the employee offboarding flow in Simployer One? 

After you update the employment details, start the offboarding flow from the employee's account settings in Simployer One. 

1. Stay on the employee's profile. 
2. Go to Account. 
3. Scroll to Offboard [employee name]. 

Simployer One opens step 1 of 3, called Offboarding details. 

How do I complete step 1 of 3: Offboarding details in Simployer One? 

Use Offboarding details to set when the employee loses access, confirm the last employment date, add a comment, and decide what happens to the employee data. 

1. Check the Last date of employment. This date is usually picked up from the end date you added to the employee profile. 
2. Add the Offboarding date. This is the date when the employee will no longer have access to Simployer One. 
3. Select whether the termination is Voluntary or Involuntary. 
4. Add a Comment. Use the comment to explain the termination or add handoff notes. 
5. Optional: Choose the Anonymize date. This is the date when the employee's personal data should be anonymized. 
6. Optional: Choose the Delete date. This is the date when the employee data should be physically removed. 
7. If you add a Delete date, select the employee who should inherit the employee's documents. This is often an Owner. 
8. Click Continue. 

Important: Anonymization is irreversible. Documents that contain sensitive information must be deleted manually. 

Important: Deletion physically removes the employee data and cannot be restored. 

How do I complete step 2 of 3: Offboarding workflow in Simployer One? 

In step 2 of 3, you can choose whether to use an offboarding workflow. An offboarding workflow can contain tasks connected to the employee offboarding process. 

What you see in this step depends on whether an automatic trigger exists for an offboarding workflow. 

If an automatic offboarding workflow is triggered 

If an automatic trigger is active, the automatic template is already set up and will be triggered based on the employee's end date. 

No action is needed unless you want to add another workflow. 

1. Click Continue with Auto template to use the automatic offboarding workflow. 
2. Optional: Click Create additional workflow if you want to add another offboarding workflow. 
3. Click Continue. 

If you do not have automatic trigger you can choose to use or not to use an workflow  

You can skip the workflow step if the employee offboarding does not need an offboarding workflow. 

1. Click Skip. 
2. Go to step 3 of 3 and review the offboarding summary. 

If you want to choose an offboarding workflow manually 

You can select an offboarding workflow template manually if there is no automatic trigger, or if you need to add a workflow yourself. 

1. Select the offboarding workflow template you want to use. 
2. Choose the date when the workflow should be activated. 
3. Click Save. 
4. Confirm the selected workflow in step 2 of 3. 
5. Click Continue. 

How do I complete step 3 of 3: Confirm offboarding in Simployer One? 

In step 3 of 3, review the offboarding summary before you confirm the employee offboarding in Simployer One. 

1. Review the offboarding details. 
2. Check that the offboarding date, last date of employment, data dates, and workflow choice are correct. 
3. Click Confirm offboarding. 

After the employee is successfully offboarded, the employee appears under archived employees. 

Where do I find an offboarded employee in Simployer One? 

After an employee has been offboarded in Simployer One, Owners and Administrators can find the employee profile under archived employees. 

1. Go to Employees in the menu bar. 
2. Open Archived.