Exit Process

Exit Process is the workflow for coordinating an employee’s departure. Use it to give the people involved in the exit a shared set of stages, tasks, owners, notes, and supporting files.

Open it from Workflows › Exit Process.

How Exit Process is organised

An exit process is a reusable plan. It contains ordered stages, and each stage contains tasks.

The employee is added to a stage, not directly to the process:

Process → Stages → Tasks
             ↑
          Employee

For example, a process called Standard Exit might contain Departure Planning, Knowledge Transfer, Exit Tasks, and Closeout stages.

You can use the same employee in an onboarding process and an exit process at the same time, or in more than one process of either type. Inside each process, an employee can be in one stage at a time. Moving an employee to another stage takes them out of the previous stage and clears the tasks assigned to them there. Assign the tasks for the new stage from the employee’s row.

Create an exit process

1. Open Workflows › Exit Process.
2. Select New Process.
3. Choose one of the following:
   • Create from scratch to define your own exit process.
   • Start with a template to create a ready-to-edit starter process with practical stages and tasks.
4. Enter a process title and, optionally, a description.
5. Save the process.

You do not choose a workflow type in the form. The section you opened determines it, so a process created here is an exit process.

Each process is automatically associated with your current company. You do not need to choose a company, and you cannot change it from the process or stage forms.

Start with a template

The exit template creates a process with starter stages for departure planning, knowledge transfer, exit tasks, and closeout, together with example tasks such as confirming the final working date, collecting company property, and archiving employee records.

The template creates an editable process. It does not add employees or copy employee progress. When possible, the person who creates it is set as the initial owner of its stages and tasks; you can change the owners afterwards.

Add and manage stages

Stages are the major steps in the departure plan. From the process panel, open Actions › Add Stage.

For each stage, you can set:

• Stage Title – a short, recognisable name such as Knowledge Transfer.
• Description – optional context for the people working in the stage.
• Stage Owners – the people responsible for managing the stage and its work.
• Final Stage – marks the stage where the process is complete.

Use the stage Actions menu to:

• add an employee to the stage
• add a task to the stage
• edit, clone, reorder, or delete the stage

Use Move Up and Move Down to keep the stages in the order your team follows.

Use each task’s Actions menu to edit, clone, reorder, or delete that task.

You cannot delete a stage while employees are assigned to it. Remove or move those employees first.

Add and manage tasks

Tasks are the individual pieces of work inside a stage. Use Add Task in the stage or from the stage’s Actions menu.

Useful exit tasks might include:

• confirm the final working date
• communicate the departure to relevant stakeholders
• document responsibilities and handovers
• collect company property
• remove access on the final day
• process final pay and benefits
• archive employee records

For each task, you can set a title, an optional description, and Default Task Owners. Default owners are used as a starting point when the task is assigned to an employee. You can change them for that employee’s task when needed.

Use the task menu to edit, clone, reorder, or delete a task. Cloning a task copies its title, description, and default task owners.

Add an employee to the exit process

Employees are added from a stage:

1. Open the stage’s Actions menu.
2. Select Add Employee.
3. Choose the employee and save.
4. From the employee’s row, use Assign under each task they should complete.

Adding an employee to Exit Process does not remove them from onboarding or any other process. It creates an assignment for this process only.

To move an employee, change the Stage in their row. The employee’s assignment moves to the selected stage, and you can assign the tasks that belong to that stage.

The employee row shows completed tasks over total assigned tasks, making it easy to see what is still outstanding.

Assign task owners

There are two useful levels of ownership:

• Stage Owners manage the stage and its related setup.
• Task Owners are responsible for completing a task for a particular employee.

You do not need to assign a separate process owner. Assign owners where the work happens: use stage owners for each stage and task owners for the work itself.

To change the owners for one employee’s task, select the people button beside that task. The owners for that employee are shown in the employee row.

Track task status

Assigned tasks use these statuses:

• Todo – work has not started.
• Scheduled – work is planned for a later time.
• Ongoing – work is in progress.
• Stuck – work is blocked and needs attention.
• Done – work is complete.

Use Stuck when a handover, access change, approval, or other exit activity needs follow-up.

Add notes and attachments

Use the employee row’s Actions › Notes option to record context about the employee’s exit assignment. Notes are attached to the employee’s current stage assignment and can include files.

The note panel lets you:

• add a note
• attach files to an existing note
• edit or delete notes when you have the required access
• open attached files

Stage owners and users with the relevant note permissions can manage notes. Task owners can view and add notes for employees whose tasks they own. Note editing and deletion remain restricted to stage owners, administrators, and users with the corresponding permissions.

Use Actions › Send Email when you need to contact the employee directly. Email access follows the existing employee email permission.

Choose a process and keep your place

Use the Process selector at the top of the page to switch between exit processes. The selected process is included in the URL, so a shared link or notification can open the same process directly.

After you add or change a process, stage, employee, or task, the page refreshes and keeps you on that process. The current process remains selected while you continue working.

Clone a process

To reuse an exit setup, open the process Actions menu and select Clone Process.

The copy includes:

• the process title with “(Copy)” added
• the process description
• all stages and their order
• stage owners
• all tasks and their order
• task descriptions and default task owners

The copy does not include employees, task assignments, task statuses, notes, or progress. Review the copied owners and names before using the new process.

Delete a process

You can delete a process from its Actions menu if you have permission. A process cannot be deleted while employees are assigned to any of its stages. Remove or move the employees first so their workflow history is not deleted accidentally.

Permissions and visibility

What you can see and change depends on your HR+ permissions and your role in the process:

• users with the relevant process, stage, task, or assignment permissions can manage those areas
• stage owners can manage work in their stages
• task owners can work on the tasks assigned to them
• employees can see the exit work relevant to them

If an action is not visible, ask your workspace owner or HR administrator to review your permissions or assign you as a stage or task owner.

Recommended setup

Start with a process that is small enough to keep current:

1. Create clear stages for planning, handover, exit actions, and closeout.
2. Add only tasks your team will actually track.
3. Set default task owners for recurring responsibilities.
4. Add one employee and test the flow from the first stage to the final stage.
5. Review the process after a few departures and remove steps that do not help.

Use names that explain the work, such as Departure Planning, Knowledge Transfer, Access and Equipment, and Closeout. Avoid vague names such as Phase 1 or Miscellaneous.