Grove HR's Offboarding checklist offers a way to automate the handover process for both employees, HR in charge, and related departments. HR can keep track of an employee's offboarding process without back-and-forth email sending.
Before starting, make sure you have access to Checklists > Manage Checklist. If you can't access this tab, please contact your Admin to request permissions.
Assign an Offboarding Checklist
Before assigning an Offboarding checklist, make sure you have created a template, tasks and determine which task will be assigned to which person or department.
Here are two ways to assign an offboarding checklist to an employee:
Option 1: Assign checklist after offboarding employee:
After offboarding a profile, an Assign Checklist pop-up will appear
Select a Checklist Template from the dropdown box
Select the HR in charge
Click Assign to complete action
Option 2: Assign checklist in Checklists > Manage Checklist
Navigate to Checklists > Manage Checklist
Click on the employee you want and click Assign checklist
Select a Checklist Template from the dropdown box
Select the HR in charge
Click Assign to complete action
Track Offboarding Progress
Navigate to Checklists > Manage Checklist
On this page, you can filter by Status (In Progress or Completed), Category (All Categories, Onboarding, Offboarding, etc.), and HR in charge
Click on the arrow before the employee name to view Task List, Due date, and Assignee
💡Tips: A completed task can be reverted, simply click on any completed task and click Revert to in progress.
Edit or Delete a Task
You can edit task content, assignee, and even the due date of any incomplete tasks. For the completed tasks, you need to revert it to in progress before modifying the contents.
You can delete completed and incomplete tasks.
Navigate to the Checklists > Manage Checklist
Select a Status (In Progress or Completed), Category, and HR in charge
Click on the arrow before the employee name to view Task List
Find the that you want to edit or delete:
Edit: click on the pencil icon and edit the necessary fields
Delete: click on the trash icon
Confirm your action
💡 Tip: An email will be sent to notify the assignee when task content was updated.
Revert a Completed Task
You can revert a completed task if the provided information/files are not correct.
Navigate to the Checklists > Manage Checklist
Select a Status (In Progress or Completed), Category, and HR in charge
Click on the arrow before the employee name to view Task List
Find the one that you want to revert and click on the 👁 icon
Click Revert to in progress
💡 Tip: An email will be sent to notify the assignee when task content is reverted.
View Information or Documents provided by Assignee
Information or file uploaded by the assignee will remain in the task until they are synced to the employee profile. During Employee Offboarding, the HR in charge can view these records in the Offboarding tab.
Navigate to the Checklists > Manage Checklist
Select a Status (In Progress or Completed), Category, and HR in charge
Click on the arrow before employee name to view Task List, Due date, and Assignee
Find the task you want to view and click the eye 👁 icon
View information or download files uploaded by assignee for further processing
If you think an assignee should redo the task, click Rever to in progress. An email will be sent to your employee to review and finish the task
Mark Employee Offboarding as Completed
To sync data and documents provided during the offboarding process to the employee profile, the HR in charge must mark employee offboarding as completed.
Marking an employee's offboarding as complete does not affect their status or deactivate their account. Employee's status will only be changed to Resigned the day after their last working day.
Navigate to the Checklists > Manage Checklist
Select a Status (In Progress or Completed), Category, and HR in charge
Click Complete Offboarding
Confirm your choice.
⛔️ Caution:
When marking Employee Offboarding as completed, any incomplete tasks will be ignored. Please ensure all tasks are finished
If you do not mark offboarding as completed, tasks will remain in the Offboarding tab even after the employee leaves your company
📌 Note:
Only employees with access to the Manage Checklist tab can be selected as HRs-in-charge. You can modify their access by reading this article.
The HR in charge will be notified if the offboarding process is off-track and/or when it is completed.