Harmony HR - Setting Up an Offboarding Process
With employees who leave the company, there are tons of paperwork and admin work to be done. We recognize that each organization's offboarding process may be unique, so we've built Harmony's offboarding process to be flexible, yet structured and streamlined.
Pre-Requisites
You have access to the Setup > Offboarding section of Harmony's HR module
You have created the email template including the offboarding link
You have mapped the email template to the correct offboarding notifications under Setup > Notifications
If using the 'Survey' step type, have created a survey in Setup > Survey
You have changed the employee's employment status to either 'inactive' or 'terminated' and entered a termination date
Creating an Offboarding Record
In Harmony's Human Resources module, navigate to Setup > Offboarding.
Click "+ New" to create a new offboarding record.
Enter the required fields.
Click the save button to save your changes.
Steps for the offboarding process will be shown in the bottom part of the window. Click "+ New" to add a new step.
Enter your required fields and click "Continue →" to continue.
"Name" identifies the name of the step to be shown during the offboarding process.
"Type" identifies the different type for this offboarding step. Depending on the type you select, different options will be available for you to select and the employee will be able to fill out different things. Review the Types of Offboarding Steps section below for more information.
Enter additional fields as required. Take a look at the Types of Offboarding Steps section below for more information.
For any step (no matter which type), you can make this step shown to the employee or required for the employee to complete. Otherwise, the employee will not see the step or complete it.
You may want to preview the step prior to saving to ensure it is as expected. You can click the "Preview" button to preview.
Click the save button to save your changes to the step.
Repeat steps 5 through 9 for each step that you want to add to the offboarding process.
If you want to deactivate a step in the offboarding process record but not delete it, use the toggle in the list of steps to toggle the step on or off.
Note: As soon as the employee begins their offboarding process, you cannot modify it unless you send a new one.If you want to delete a step in the offboarding process record, select the step you want to delete and click the trashbin button to delete it.
Steps in the offboarding process can be reordered by dragging and dropping the hamburger button on the left side of the window (the icon that looks like three lines). The 'Summary' step will always be the last step of the offboarding wizard. This will provide a summary of all the fields that the employee has completed. As such, you cannot reorder this step.
Click the save button to the offboarding process record itself to save your changes.
In the list of all offboarding records, click the three (3) dots for an offboarding process record and click "Preview" to preview the entire process.
Types of Offboarding Steps
Note
The 'Note' option refers to a simple message or text box that you can enter for your employees to preview, such as a welcome or introduction message.
Return Property
The 'Return Property' option refers to the ability for employees/managers to indicate whether a company peripheral, property, or asset, such as a loaned cell phone or laptop, was returned upon the employee's exit.
Document
The 'Document' option refers to a document that the employee may view and/or acknowledge.
Checklist
The 'Checklist' option refers to the creation of a checklist of items to be done during an employee's offboarding process. Multiple checklists may be created to be assigned to different members of your team (i.e. one for the employee, one for the manager, one for payroll, etc.).
Survey
The 'Survey' option refers to the assignment of a survey, questionnaire, or form that is assigned to the employee's offboarding process, such as an exit interview form or a manager exit form. You may create your own questions to be used in the survey and assign it to this step.
Note: This option is only available if you have added the Surveys & Questionnaires sub-module of HR to your license.
Proceeding
The 'Proceeding' step refers to administrative items to be done when an employee leaves the company, such as deactivating benefits and their user access to Harmony. This step will always be the final step (before 'Summary') in the offboarding process.
Initiating the Offboarding Process for an Employee
In Harmony's Human Resources module, navigate to Setup > Offboarding.
For the offboarding process that you'd like to initiate, click the three (3) dots.
Select 'Assign'.
Select an employee in the left box to whom you'd like to initiate the offboarding process for and click the "→" button to move them over.
Click "Assign" to initiate the offboarding process for the selected employees.
Note: As soon as the employee begins their offboarding process, you cannot modify it unless you assign a new one.
Reviewing an Employee's Offboarding Process
In Harmony's Human Resources module, navigate to Employees > Offboarding. A list of all employees in the offboarding process will appear.
Select a record to view the progress.
Click the "Resend Email" button to resend the offboarding email if required. This will resend the offboarding invitation link to the employee.
Once an employee's offboarding process is initiated, the status will be 'Draft'. This is where the employee will be able to enter information into the offboarding process.
Once an employee's offboarding process is submitted, the status will change to 'Submitted'. The employee can no longer add additional information to the offboarding process. The record must then be approved. Either the approver or the super administrative user can approve and add additional details to fully complete the offboarding process.