Employee Offboarding, Termination, & Final Settlement

ZenHR makes the offboarding process just as smooth and structured as onboarding. With customizable offboarding workflows, HR teams can guide departing employees through their final steps with clarity and ease. Whether the departure is a resignation or termination, ZenHR allows you to create tailored workflows that include key tasks like returning assets, uploading or downloading documents, and signing off on final checklists. 

Admins can build and assign offboarding workflows directly from the employee’s profile, customize the steps, and choose if tasks must be completed in a specific order, ideal for processes that require sequential actions, like asset return before final clearance.

ZenHR also handles final settlements by calculating end-of-service entitlements and generating a downloadable settlement slip, ensuring a complete and compliant exit process.

TABLE OF CONTENTS

• Employee Offboarding, Termination, & Final Settlement
  • How to Create Offboarding Workflows
    • Step 1: Workflow Details & Settings
    • Step 2: Tasks
    • Sending Offboarding Workflow to Employees
    • Terminating an Employee
    • Step 1: Termination Details
    • Step 2: Employee Final Settlement

How to Create Offboarding Workflows

To create or manage offboarding workflows for new employees:

1. Click on your user menu in the top-right corner of the screen.

2. Then click “System Preferences”.

3. From the left sidebar, under Administrative Setup, select “Workflow Templates”, 

4. Then, on the Workflow Templates page, click on the Offboarding tab.

On this page, you can view, create, and edit offboarding workflows sent to employees when they join the company.

To create a new onboarding workflow, click the “+ New Workflow” button. 

Then, in a step-by-step process, you can create an offboarding workflow that includes all the tasks you want an employee to complete during their offboarding process. 

Step 1: Workflow Details & Settings

Here, just give your offboarding workflow a name.

Step 2: Tasks

In this step, specify tasks you would like the employee to do during their offboarding. 
Tasks can include the following:

• Uploading Documents - if there are any specific documents you would like the employee to upload, such as an employment agreement, handover documents, etc. 
  
  

• Downloading Documents - if there are any specific documents you would like the employee to download, such as confirmation of data confidentiality, non-compete agreements, etc. 
  
  

• Custom Tasks - Add any additional tasks you would like the employee to complete during offboarding.

Once you’re done with adding tasks and all three steps, click “Save” to save this offboarding workflow. 

Sending Offboarding Workflow to Employees

After you create an offboarding workflow, you can send it to employees.

To send an offboarding workflow:

1. From the main menu, go to “Employees”.

2. Under Employee Affairs, click on “Employee Management”.

3. Click on the employee you want and open their profile.

4. Under the employee’s name and basic info, click the three dots (︙) to open the actions menu.

5. Then select “Offboard Employee”. 
   
   

You can then select the offboarding workflow you want to assign to the employee.

If you want to make any changes before sending it, like updating instructions, editing task details, or adding more steps, you can do that at this stage. 

This gives you the flexibility to customize the offboarding experience for each employee, even if you're using a standard workflow. 

After you've added all the tasks, choose whether you want them to appear to the employee in sequential order.

When this option is enabled, the employee will need to complete each task in the order listed; they won’t be able to move on to the next task until the one above it is finished.

This is helpful when certain steps must be completed in a specific sequence, such as returning assets before signing clearance documents.

Terminating an Employee

To initiate the termination process of an employee:

1. From the Main Menu, go to Employees.
   
   

2. Under Employee Affairs, click on “Employee Management”.
   
   

3. Select the employee you want to terminate and open their profile.
   
   

4. Under the employee’s name and basic info, click the three dots (︙) to open the actions menu.
   
   

5. From the list, click “Terminate Employee”.

Then, you can begin the termination process by following the next two steps: 

Step 1: Termination Details

Here, enter the termination details, such as:

• Termination date 

• Termination reason (e.g., resignation, dismissal)

After entering these details, click “Next”. 

After submitting these details, the system will run a background check to identify any pending items that need to be resolved before the termination can be completed. This ensures all outstanding tasks, assets, or approvals related to the employee are addressed.

Step 2: Employee Final Settlement

In this step, you can calculate the employee’s end-of-service entitlements

You can choose the details related to the terminated employee’s salary. 

Once you’ve selected the desired options, click “Next”. 

After completing that step, the system will generate the employee's final settlement slip; you can download, delete, or recalculate if needed.