Offboardings can start on their own when an employee's departure date arrives from your HR system. This article explains what each offboarding step does: removing SaaS access and handling the employee's equipment.

Feature/Functionality

Overview

Before you start:

• Your HR system must be connected, so Factorial IT can see departure dates. See Set up HR sync.
• In Settings > HR System > Per-field sync settings, the Offboarding date field must be set to Sync continuously. If not, changes to a departure date are not picked up automatically.

When an offboarding runs, each step acts at the time you set. The page layout and the scheduling options are explained in Understand offboarding settings.

How to use

1. Go to People > Settings.
2. Open the Offboarding tab.
3. Set each step.
4. Click Confirm.

The offboarding ticket

If offboardings are tracked as tickets, each one opens a ticket named First Last - Offboarding. It opens when your HR system reports the departure, or when you save the offboarding information yourself. The steps below then show up as tasks on that ticket. See Offboardings as tickets in Understand offboarding settings.

Deprovisioning

This step only shows when SaaS Management is on. It needs Google Workspace or Microsoft Entra connected. See Connect your email provider.

Default timing: see Scheduling in Understand offboarding settings.

On the scheduled date, Factorial IT removes the employee's access to connected SaaS through SCIM or API integrations. For Google Workspace and Microsoft Entra it also suspends the account. It can also hand over data, such as Drive files and email ownership, to a person you choose.

Equipment

This step only shows when device management is on.

Default timing: see Scheduling in Understand offboarding settings.

The device actions can include:

• Sending the employee a label to return the device
• Sending an MDM command to unenrol the device
• Putting the device back in stock, or archiving it

Wipe a device before you give it to someone else. See Wipe devices.

Troubleshooting and FAQ

Troubleshooting

• An offboarding did not start. Check that your HR system is connected and that Offboarding date is set to Sync continuously in Settings > HR System > Per-field sync settings.
• The Deprovisioning step is missing. SaaS Management is not on, or neither Google Workspace nor Microsoft Entra is connected.
• The Equipment step is missing. Device management is not on.
• An account in a SaaS was not removed. That SaaS is not connected through SCIM or API, so Factorial IT cannot reach it.

FAQ

1. When do the steps run?
   At the time set in each step's Scheduling, relative to the employee's last day. See Understand offboarding settings.
    
2. Is the Google Workspace or Microsoft Entra account deleted?
   It is suspended. Data such as Drive files and email ownership can be passed to a person you choose.
    
3. Does the offboarding wipe the device?
   No. Wipe it yourself before you give it to someone else.