Offboarding

When an employee leaves the company, it is important to have an offboarding plan to ensure all necessary steps are followed, such as returning equipment, revoking access to business systems, filling out HR forms, having an exit interview, and more. Depending on the company, there could be several different offboarding plans, configured for specific departments or divisions, that have different requirements and steps from the main offboarding plan.

In addition to an offboarding plan, the employee record must be updated to reflect their departure, log the reason why they left, close any open activities associated with the employee, and provide them with any important documents.

View offboarding plan

Before offboarding can begin, it is recommended to check the default offboarding plan that comes preconfigured with the Employees app. To view the current default plan, navigate to Employees app ‣ Configuration ‣ Activity Plan. Click Offboarding to view the detailed offboarding plan form.

Offboarding plan steps

The default Offboarding plan is minimal, with two default steps (three if the Fleet app is installed). All steps are To-Do activities, and are scheduled for the day the offboarding plan is launched (0 days Before Plan Date).

• Organize knowledge transfer inside the team: The manager must ensure all knowledge the employee has relating to their job position, is either documented or shared with colleagues so there is no knowledge gap.

• Take Back Fleet: The fleet manager ensures any vehicles assigned to the employee are either unassigned (available for other employees) or the next driver is assigned. This step only appears if the Fleet app is installed.

• Take Back HR Materials: The manager must obtain any documents and materials the HR department requires. It is recommended to check with the HR department to ensure everything required for this step is completed.

Modify offboarding plan

The default offboarding plan is minimal, so that modifications can be made to accommodate any company's offboarding needs. Every company has different requirements, therefore it is necessary to add the required steps to the offboarding plan.

If the offboarding plan is universal, add or modify the default offboarding plan. If the offboarding plan needed is only for a specific department, then a new plan should be created, specifically for that department.

To modify the default plan, first navigate to Employees app ‣ Configuration ‣ Activity Plan, then click on Offboarding.

To modify a step, click on the step and an Open: Activities pop-up window appears. Make any desired modifications to the step, then click Save to accept the changes and close the pop-up window.

To add a new step, click Add a line at the bottom of the listed activities in the Activities To Create tab, and a blank Create Activities pop-up window appears. Enter all the information in the pop-up window, then click Save & Close if there are no other steps to add, or click Save & New if more steps are needed.

Configure all the desired steps for the offboarding plan.

Create offboarding plan

For some companies, specific offboarding plans may be necessary for some departments. For these cases, a new department-specific offboarding plan may be needed.

To create a new offboarding plan, first navigate to Employees app ‣ Configuration ‣ Activity Plan. Click the New button in the upper-left corner, and a blank plan form loads.

Enter the following information on the form:

• Plan Name: the specific name for the plan.

• Model: This field specifies where this plan can be used. In this case, in the Employees app. This field is not able to be modified.

• Department: if left blank (the default setting) the plan is available for all departments. To make the plan department-specific, select a department using the drop-down menu.

Next, add the various steps for the plan by clicking Add a line at the bottom of the listed activities in the Activities To Create tab, and a blank Create Activities pop-up window appears.

Enter the following information in the pop-up window:

• Activity Type: Using the drop-down menu, select the specific activity to be scheduled. The default options are Email, Call, Meeting, To-Do, or Upload Document. If the Sign app is installed, a Request Signature option is available.

• Summary: Enter a short description for the step.

• Assignment: Using the drop-down menu, select the person assigned to perform the activity. The default options are: Ask at launch, Default user, Coach, Manager, and Employee. If the Fleet app is installed, a Fleet Manager option is available.

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  The selection for the Assignment role is in relation to the employee. If Coach is selected, the employee's coach is assigned to the activity.

  If Default user is selected, an Assigned to field appears. Using the drop-down menu, select the user who will always be assigned this activity.

• Interval: Configure the fields in this line to determine the due date of the activity. Enter a number in the first field, then, using the drop-down menus in the following two fields, configure when the due date should be created; (#) of days, weeks, or months, either Before Plan Date or After Plan Date.

When the Create Activities for is completed, click Save & Close if there are no other steps to add, or click Save & New to add more steps, as needed.

Example

A company specializing in after-school art programs has two separate offboarding plans, one for the teachers working in the field, and one for office workers.

The offboarding plan for the teachers is set for the Art Program Teachers department, and includes specialized tasks relating to those jobs. These include ensuring all art supplies are catalogued and returned, all student feedback forms are turned in, and all access badges and keys for the various locations are returned.

Launch offboarding plan

After an employee has given notice (typically two weeks) or once the company has decided to terminate the working relationship with the employee, the offboarding plan should be launched. Navigate to the Employees app and click on the departing employee profile. Click the Launch Plan button, and a blank Launch Plan pop-up window loads.

Using the drop-down menu, select the desired offboarding plan in the Plan field. Then, using the calendar selector, set a date in the Plan Date field. This is typically the day the employee gave notice, but any date can be selected.

The right-side of the Launch Plan pop-up window displays all the steps in the selected plan, grouped by what was selected in the Assignment fields for the various plan steps.

Once the Plan and Plan Date fields are configured, click the Schedule button, and Odoo schedules everything in the plan, according to their respective due dates. All scheduled activities appear in the chatter of the employee profile.

Archive an employee

In Odoo, when an employee leaves the company they must be archived. This step should be done after the employee has been fully offboarded. To archive an employee, first navigate to the Employees app. From here, locate the employee who is leaving the company, and click on their employee card.

The employee form loads, displaying all their information. Click the (gear) icon in the top-left corner, and a drop-down menu appears. Click Archive, and an Employee Termination pop-up window appears.

Fill out the following fields on the form:

• Departure Reason: Select a reason the employee is leaving from the drop-down menu. The default options are:

  • Fired: Select this option when an employee is being let go, and the company has given notice.

  • Resigned: Select this option when the employee no longer wishes to be employed, and the employee has given notice.

  • Resigned: Retired: Select this option when the employee is retiring.

  • Became Freelance: Select this option when the employee is no longer working for the company, but is becoming a freelance worker instead.

  • Mutual Agreement: Select this option when both parties have agreed to terminate their working relationship.

• Contract End Date: Using the calendar selector, select the last day the employee is working for the company.

• Detailed Reason: Enter a short description for the employee's departure in this field.

• Close Activities: Tick the checkbox next to each type of activity to close or delete any open activities associated with it. It is recommended to tick all checkboxes that are applicable. The available options are:

  • Appraisals: cancels all appraisals scheduled after the contract end date.

  • Contract: applies an end date for the current contract.

  • Company Car: removes the employee as the driver for their current company car, and assigns the next driver, if applicable.

  • Equipment: unassigns the employee from any assigned equipment.

• HR Info: Tick the checkbox next to Send Access Link to send a download link to the employee's personal email address, containing all their personal HR files.

• Private Email: This field appears if the HR Info checkbox is ticked. If there is a private email listed on the employee profile, this field is automatically populated. If no private email address is on their record, enter the private email address for the employee.

When the form is complete, click Apply. The employee record is archived, an email with a download link to their personal documents is sent to the employee's private email address (if selected), and a red Archived banner appears in the top-right corner of the employee form. The chatter logs the Departure Date and Departure Reason, and if an access link was emailed.

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While attempting to send the HR documents access link, an Invalid Operation pop-up window may appear, displaying the following error message:

Employee's related user and private email must be set to use "Send Access Link" function: (Employee Name)

If this error appears, click Close to close the pop-up window, then tick the Send Access Link checkbox to deselect it on the Employee Termination pop-up window.

Click Apply to archive the employee and close the selected activities on the Employee Termination pop-up window, returning to the employee form.

Once the employee form, ensure the following fields are populated:

• Private Information tab: Ensure an email address is entered in the Email field.

• HR Settings tab: Ensure a Related User is selected in the corresponding field.

After the necessary information is entered, resend the HR documents access link

Send HR documents access link

If the access link was not sent when first archiving the employee on the Employee Termination form, it can be sent after the employee is archived at any point.

After an employee is archived, they are no longer visible on the main Employees app dashboard. To view the archived employees, navigate to the Employees app dashboard, and click the (down arrow) in the search bar to reveal a drop-down menu. Select Archived, towards the bottom of the Filters column, then click away from the drop-down window to close it.

Now, only archived employees appear on the dashboard. Click on the desired employee to open their employee form. On this form, click the (gear) icon in the top-left corner, then click Send HR Documents Access Link from the resulting drop-down menu. The chatter logs that the link was sent.