Offboarding settings decide when Factorial IT acts once an employee's departure date arrives from your HR system. You also see here how offboardings are followed as tickets.
Feature/Functionality
Overview
The Offboarding tab shows one card per step. On each card you set a Scheduling, counted from the employee's last day. What each step actually does is covered in Automate your offboardings.
A separate setting decides whether Factorial IT still offboards people whose leave date has already passed when the HR system syncs. You find it in Settings > HR System. See Handle past start and leave dates in Set up HR sync.
How to use
- Go to People > Settings.
- Open the Offboarding tab.
- On each card, set the Scheduling.
Offboarding steps
| Step | Shown when | What it schedules |
|---|---|---|
| Deprovisioning | SaaS Management is enabled | When accounts are removed, relative to the employee's last day |
| Equipment | Device management is enabled | When device offboarding actions run, relative to the employee's last day |
Scheduling
The Scheduling field on each card has two parts:
- A day, counted from the last day: One month before, Two weeks before, One week before, One day before, The D-day, One day after, One week after, Two weeks after or One month after.
- A time, in 30-minute steps.
If a step has no scheduling, it runs on The D-day at 18:00.
Offboardings as tickets
Like onboardings, offboardings can be followed as tickets. Each offboarding then opens a ticket named First Last - Offboarding, with one task per step:
| Task | Created when |
|---|---|
| Offboarding details | Always, first |
| Deprovision apps | The offboarding has SaaS accounts to remove |
| Handle equipment | The employee has devices to recover |
| Handle shipping | A return shipment is needed |
Deprovisioning can be broken down into one task per SaaS:
- Deprovision {app} when Factorial IT removes the account.
- Remove account for {employee} on {app} when you remove it yourself.
Offboardings as tickets is being switched on account by account. If your offboardings do not open a ticket, it is not on for your organisation yet. Contact support@factorial.it.
Tips and Best Practices
- Remove access early, recover devices late. For example, deprovision on The D-day and handle equipment One week after, so the employee can still return the laptop.
- Set a time on every card. Otherwise each step runs at 18:00 on the last day.
- Decide on past leave dates before the first sync. The setting in Settings > HR System controls whether people who have already left are offboarded.
Troubleshooting and FAQ
Troubleshooting
- A step card is missing. Deprovisioning needs SaaS Management; Equipment needs device management.
- A step ran at 18:00 on the last day. It had no scheduling set, so it used the default.
- Offboardings do not open a ticket. Offboardings as tickets is not on for your organisation yet. Contact support@factorial.it.
- Someone who already left was not offboarded. Check the past leave date setting in Settings > HR System.
FAQ
-
Can a step run before the last day?
Yes. Choose from One month before up to One day before.
-
How precise is the time?
You pick it in 30-minute steps.
-
What is the Handle shipping task for?
It appears when a return shipment is needed.
-
Why do I see one deprovisioning task per SaaS?
Deprovisioning can split per SaaS: Deprovision {app} when Factorial IT removes the account, Remove account for {employee} on {app} when you do it yourself.