Offboarding Form
What is a Offboarding Form?
The offboarding form is where you decide what happens to a departing employee's email account, data, and software access.
The offboarding form defines what happens to a departing employee's email account, data, and software access. You reach it by clicking Start Offboarding in the employee's profile.
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?
- 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, or transferring files.
- Software access. Reviewing which tools deeploi will remove access to, and deselecting any to keep.
- Submitting. Reviewing the summary and confirming.