Tutorial: offboarding flow

Goal: every leaver has a clear, kind last two weeks, their manager has a checklist, IT gets the ticket on time, and the person hears from you once more after they have left. Time: about 45 minutes. You will end up with one automation, Offboarding, with six steps spanning two weeks before the last day to a week after.

Offboarding: Off-boarding trigger, two weeks before, audience of Current and Terminated.

Before you start

• Your HRIS sync provides Termination Date. The Off-boarding trigger runs on it.
• Personal Email Address is synced, so the post-exit message has somewhere to go once the work mailbox is closed.
• Optional: the Jira integration is connected if you want Pyn to raise the access-removal ticket. Otherwise the step is an email to IT’s mailbox.
• You are an admin or owner.

Chapter 1: create the automation two weeks out

1. In Pyn, open Flows in the left navigation, then Automations, and select Create New.

2. Under Employee Lifecycle, select Off-boarding (“Triggers when an employee is departing the organization.”). Title the automation Offboarding.

3. On the trigger’s Configure tab, change This flow starts from the day before to 2 weeks before. The termination date stays the reference date, so steps are scheduled “before” and “after” the last day.

4. On Audience, set Lifecycle to Current and Terminated. The person is current until their last day and terminated after it; both stages have to be eligible for the whole sequence to reach them.

Note

When a resignation is entered with a last day less than two weeks away, the enrollment is late: the steps that are already due send at once, and the rest run on schedule. For a same-day exit, turn on Skip if overdue at enrollment on the steps that would be out of place, as in Handle late enrollments.

Chapter 2: brief the manager

1. Select Add a step, then Send Email to Employee. Set To to Manager, schedule it 2 weeks before at 09:00 in the Recipient Timezone, and title it @principal.preferredName's last day is @date.reference:

   @principal.preferredName’s last day with us is @date.reference. Here is what to do over the next two weeks:

   1. Agree a handover plan this week: open work, documents, and who picks up each client or system.
   2. Book a farewell with the team for the last day.
   3. Make sure their final expenses are submitted a week before.

   Pyn will tell them about final pay, benefits and equipment return, and will raise the access ticket with IT. Anything sensitive about the departure, talk to the People team rather than reply here.

2. Add an acknowledgement button and a reminder 2 days after send.

Chapter 3: walk the leaver through their last two weeks

1. Add a Send Email to Employee step to Employee, 10 days before at 09:00, titled What happens before your last day:

   Hi @principal.preferredName,

   Your last day is @date.reference. We want the next two weeks to be straightforward, so here is what to expect:

   • Final pay and accrued leave are paid in the next pay run after your last day.
   • Your benefits continue to the end of the month; details are on the linked page.
   • Please return your laptop and pass on your last day, or use the courier label we will send if you work remotely.
   • Your work accounts close at the end of your last day. Download anything personal before then.

   Thank you for everything you have done here. If you have questions, reply to this email.

   Add a Link To Library Content button to your leaver FAQ.

2. Add an Acknowledgement step to Employee, 1 week before at 09:00, titled Confirm your personal email and address, asking them to check the details on their profile are right for final documents, with the button to confirm. Add a reminder 2 days after send.

3. Add a Send Email to Employee step to Employee, on the day of at 15:00, titled Thank you, and goodbye: a short, warm note with no logistics, signed by the People team.

Chapter 4: raise the access ticket

1. Select Add a step, then Raise Ticket. Choose your IT project and issue type, schedule the step 1 week before at 09:00, and write the summary Remove access for @principal.name on @date.reference with the employee’s job title, department and manager in the description.

2. No Jira? Use Send Email to Mailbox to your IT queue with the same subject and body instead.

Chapter 5: follow up after they have gone

1. Add a Send Email to Employee step. Set To to Employee (Personal), schedule it 1 week after at 10:00, and title it A last note from @company.name:

   Hi @principal.preferredName,

   It has been a week since your last day. If anything about final pay, benefits or documents is not right, reply to this email and we will fix it.

   We would value five minutes of your time on the exit survey below; it goes to the People team only.

   Wishing you all the best in what comes next.

   Embed your exit survey form, and on the step’s Audience tab make sure Terminated is among the lifecycle stages.

2. Select Publish, then the mode button, Change Mode, Verification. Review the first few departures in Needs Review; departures vary, and this is the flow where you most want a human glance. Move to Automated when you are comfortable.

What you should see

When a termination date is set, the person appears under Enrollments two weeks before it with the termination date as Reference Date. The manager’s email shows as delivered the same day, the leaver’s messages are scheduled across the two weeks, the ticket shows under Actions, and the post-exit email is scheduled for a week after the last day, addressed to the personal email.

Next steps

• Add the catalogue’s Employee resigns template, which has No trigger, for voluntary departures you want to handle by hand with Manual Enroll and Verify Mode.
• Attach Offboarding to the Exit moment on your Journey map.

Related

• Configure a date trigger for the offset.
• Set the audience for an automation for Current and Terminated.
• Handle late enrollments for short-notice exits.
• Steps and messages for Raise Ticket, Send Email to Mailbox and acknowledgements.