How do I offboard a departing employee?
When an employee leaves, deeploi needs a submitted offboarding form before it can take any action. Two scenarios determine the order of steps.
Offboarding requires a submitted form.
deeploi cannot process any offboarding steps until the offboarding form is submitted. This ensures all actions are documented before they are carried out.
Case 1: Planned departure
- Prepare the offboarding. Enter the employee's actual last working day. The last working day often differs from the official exit date.
Update the last working day in your HR system. deeploi picks it up automatically.
Enter the last working day manually in the deeploi platform to trigger the offboarding.
- The offboarding becomes visible. 4 weeks before the last working day, the offboarding appears in the platform under Employees → Offboardings. deeploi sends weekly reminders until the form is submitted.
- Fill out the offboarding form. Click Start Offboarding in the employee's profile, complete all required fields, and submit the form. Full field descriptions are in the Form Reference section below.
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Reset the device (if the employee has one). If the employee has a device registered with deeploi, reset it before reassigning it to someone else. You can do this in the platform immediately or later, from the device details or during offboarding.
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Confirm the device return. Once the device is handed back, mark it as "returned" in the inventory tab of the employee's profile. The offboarding stays open until you do this.
- Track progress. Monitor the offboarding status under Employees → Offboardings. Once complete, the offboarding remains visible for 10 days.
Auto-Reply and Email Forwarding (Microsoft 365 only)
For Microsoft 365 customers, you can configure an auto-reply message or email forwarding to a specific person as part of the offboarding form in step 3. This is separate from the email access decision in the form.
Case 2: Unexpected departure
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Open the employee's profile. Go to Employees in the deeploi platform, search for the employee, and open their profile.
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Suspend the email account (optional). Click the three dots in the upper right of the profile and select Suspend Account to block email access immediately.
- Start the offboarding. Click the three dots again and select Start Offboarding. Choose the preferred offboarding date, fill out the form, and submit it. Microsoft 365 customers can also configure auto-reply or email forwarding in this form. See the note in Case 1 above.
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Reset the device. If the employee has a device registered with deeploi, reset it before reassigning it. You can do this in the platform immediately or later.
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Confirm the device return. Once the device is handed back, mark it as "returned" in the inventory tab of the employee's profile.
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Track progress. Monitor the offboarding under Employees → Offboardings.
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Update your HRIS. After completing the previous steps, update the employee's departure in your HR system. The HRIS integration is one-way only: data flows from the HRIS into deeploi, not the other way around.
Offboarding form field reference
Schedule Offboarding
Select the employee's last working day. You can run the offboarding on the same day (after 14:00) or on the next working day (until 18:00). Select an option and click Continue (lower right).
This does not update or change any data in your HR system.
Email and Data
Choose what happens to the employee's email account and data.
| Option | What it does |
|---|---|
| Do nothing | The account remains active after the offboarding date |
| Delete the account | The email account is removed |
If you choose to delete the account, two optional follow-up actions become available.
Give someone access to the employee's emails (optional). Select the employee who should receive access.
| Workspace | What deeploi does |
|---|---|
| Google Workspace | Redirects incoming emails to the selected person |
| Microsoft 365 | Grants access to the mailbox |
Transfer data and files to someone (optional). Select the employee who should receive the data.
| Workspace | What deeploi transfers |
|---|---|
| Google Workspace | Google Drive, Docs, and Calendar data |
| Microsoft 365 | OneDrive data for 30 days |
Software Access
By default, deeploi removes access to all software it manages. For tools managed by someone on your team, deeploi sends that person a reminder to remove access manually.
You can also keep access for specific tools by deselecting them, and choose an employee to receive software account data where transfer is supported.
Submit
Before submitting, deeploi shows a summary of all your selections. Click Back (lower left) to make changes, or Submit (lower right) to start the offboarding.
Video Walkthrough
What does the video cover?
- Navigating to an open offboarding. Finding it under Employees → Offboardings.
- Scheduling. Choosing same-day (after 14:00) or next working day (until 18:00).
- Email and data decisions. Choosing between keeping the account, deleting it, granting email access to someone, or transferring files.
- Software access. Reviewing the tools deeploi will remove access to, and deselecting any to keep.
- Submitting. Reviewing the summary and confirming.