Offboarding
Offboarding
Offboarding is how a departing employee is cleanly removed from BookYourPTO. It is a deliberate action — there is no "silent deactivation." You either run the checklist from /users/:id?tab=offboarding, or you run the Offboard action, which performs the full cleanup.
The Offboard form
| Field | Required | Notes |
|---|---|---|
| Employment end date | Yes | The departure date |
| Termination code | Yes | Voluntary resignation / Involuntary termination / Layoff / Retirement / End of contract / Mutual agreement / Other |
| Termination notice date | Optional | When notice was given |
| ROE completed date | Optional | Record of Employment completion |
| Replacement head(s) | Conditional | One per department the user leads |
| Notes | Optional | Free text, max 2000 characters |
What the Offboard action does (one transaction)
When you confirm, all of the following happen atomically — it all succeeds or none of it does:
- Leaves — cancels pending and future approved leaves
- Leave approvals — reassigns pending leave approvers
- Time tracking — auto-clocks-out any open time entries
- Expenses — cancels draft expense reports; reassigns those awaiting approval
- Documents — expires pending document assignments
- Reporting line — reassigns direct reports up the chain
- Department — reassigns the department head (using the replacement heads you named)
- 1:1s — deactivates 1:1 series
- Onboarding — cancels the user's own active onboarding
- Projects — reassigns managed projects
- Tasks — unassigns open tasks
- Benefits — terminates active benefit enrollments
- Shifts — cancels future scheduled shifts
Then it:
- Sets the account inactive
- Records termination metadata (the form fields above)
- Writes an audit entry
- Revokes all refresh tokens, trusted devices, and calendar feed tokens — immediate lockout
Guardrails
Offboarding is destructive, so it's fenced:
| Rule | Reason |
|---|---|
| ADMINISTRATOR / EXECUTIVE only | Destructive, organization-wide action |
| Only an EXECUTIVE can offboard an EXECUTIVE | Protects the top of the org |
| Cannot offboard the last active executive | The org must always have an exec |
| Cannot offboard yourself | Prevents self-lockout |
| Cannot offboard an already-inactive user | Nothing to do |
| Multi-department head needs replacement heads | No department is left leaderless |
Offboarding checklists
Offboarding checklists (return laptop, revoke SaaS access, exit interview) are not auto-created. An admin starts one from the profile's Offboarding tab. A checklist works like onboarding, but its due dates are anchored to the employment end date instead of the start date.
Roles & permissions
| Role | Run Offboard action | Offboard an executive | Start a checklist |
|---|---|---|---|
| EMPLOYEE | No | No | No |
| DEPARTMENT_HEAD | No | No | No |
| ADMINISTRATOR | Yes | No | Yes |
| EXECUTIVE | Yes | Yes | Yes |
Troubleshooting
| Error / symptom | Cause | Fix |
|---|---|---|
| Offboard blocked — "last executive" | You're removing the only active exec | Promote another executive first |
| Offboard blocked — "cannot offboard yourself" | Self-offboarding is disallowed | Have another admin/exec do it |
| Offboard blocked — "already inactive" | The user is already deactivated | No action needed |
| Offboard blocked — needs replacement heads | The user leads one or more departments | Name a replacement head for each department they lead |
| "Only an executive can offboard an executive" | Target is an executive, you're an admin | An executive must run it |
| Departing user still receives approvals | Offboard wasn't run (silent change instead) | Use the Offboard action — it reassigns pending approvers |
Onboarding
Onboarding task lists driven by templates, signature-gated tasks, per-hire document copies, due dates anchored to the start date, and the Action Required tray.
Directory & Profiles
Browse the people directory and org chart, and understand the employee profile, its tabs, inline editing, and PII privacy gating.