Record that someone is leaving

Before you start

• A role that lets you edit employee files. In the built-in set, administrators have that permission, and so do members of the “HR Managers” group. With view-only access you can read the “Leaving” tab but not change it.
• The person’s last day.
• This is HR’s record only. It does not remove the person’s access: that is done by offboarding them, in Offboard someone. If the person is offboarded first, the leaving record is created for you and you can skip to step 4.
• If the person wants a copy of their personal data, they can download it themselves from My Profile while they can still sign in. Remind them before their last day; afterwards it is much harder, as step 2 of Handle a personal-data request explains.

Record the exit

1. 1

   Step 1: Open the Leaving tab

   Go to HR & TalentPeople, click the person’s row, and open the “Leaving” tab. Finding a file is covered in Open and maintain an employee file.

   For someone with no exit on record the tab says so, and adds: “One is created automatically when they are offboarded.”

2. 2

   Step 2: Enter the last day

   Set “Last day” and click “Record a planned exit”. If offboarding is already scheduled for this person, its date is filled in for you.

3. 3

   Step 3: Read the question and confirm

   A window asks you to confirm. It tells you three things:

   • The person is counted as a leaver in People Reports and in the payroll hand-off for that period.
   • The record cannot be removed afterwards. Only its last day can be changed.
   • Their access is not affected.

   Click “Record the exit”, or “Not now” to leave without recording anything.

Say why they are leaving

1. 4

   Step 4: Choose the type and the reason

   The tab now shows a “Departure” card. Choose a “Type”, then a “Reason”. The reasons offered depend on the type:

   • Voluntary (they chose to leave): Resignation, Left for another job, Relocation, Retirement, Personal reasons.
   • Involuntary (the company ended it): Redundancy, Performance, Conduct, Did not pass probation.
   • End of contract: Contract ended.
   • Any type: Other.

   Each choice is saved as you make it; there is no save button. Only the category is stored. There is nowhere to write notes about the person.

2. 5

   Step 5: Record whether they could be rehired

   Set “Eligible for rehire” to “Yes” or “No”, or leave it on “Not decided”.

Work the exit checklist

1. 6

   Step 6: Tick each item as it is done

   The “Exit checklist” card lists seven items and shows how many are done, for example “2 of 7”:

   • Payroll told about the last day and final pay
   • Unused time off settled
   • Benefits and insurance ended
   • Direct reports moved to another manager
   • Work handed over
   • Exit interview held
   • Reference and rehire decision recorded

   Tick an item when it is done. Your email address and the date appear under it. Untick it if it was ticked by mistake.

2. 7

   Step 7: Move their direct reports

   If people still report to the leaver, the card shows a warning with how many and asks you to move them to another manager. Changing a person’s manager is in Use the org chart.

What you should see

If something goes wrong

There is no Record a planned exit button

Your role can view employee files but not edit them. Ask someone who can edit them, or an administrator.

You recorded an exit for the wrong person, or the person is staying

The record cannot be removed from this screen, and the confirmation says so before you record it. Only its last day can be changed. Tell whoever prepares the People Reports and the payroll hand-off, so the person is not treated as a leaver for that period.

The reason you picked disappeared when you changed the type

A reason belongs to one type. When you change the type, a reason that no longer fits is cleared. Choose a reason again. "Other" fits every type and is kept.

The person can still sign in after their last day

This tab never removes access. Offboard the person from AdministrationUsers: see Offboard someone.

Still stuck? See When something goes wrong, or Contact Zonitix support.

Where next

• Offboard someone
• Open and maintain an employee file
• Hand off to payroll
• Read the People Reports