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Practice Management Source: Available: All sources
The Employee offboarding form provides a structured template for managing employee departures, helping practices coordinate offboarding activities across teams, record key information, and track the completion of required tasks.
The form covers employee details, client and Job handovers, technology, payroll, People & Culture, and final offboarding confirmation.
Download the form template and import it into FYI. You can then customise the form to suit your practice's offboarding procedures and use it to collect information internally.
What's included in the Employee offboarding form?
The Employee offboarding form is organised into six sections, allowing practices to capture information and record the progress of different offboarding activities.
Offboarding details
Capture the employee's details and the information required to begin the offboarding process, including:
- Employee name, ID, department, role, Partner, and Line Manager.
- Employment contract details and commencement date.
- Resignation or termination documentation.
- Cessation type, notice period arrangements, and final working day.
- Who initiated the offboarding process and when it commenced.
Client / Job handover
Record the transfer of client and Job responsibilities to other team members.
This section includes fields for identifying relevant Partners, Client Groups, Jobs, handover recipients, and handover statuses.
Additional fields allow managers to record handover notes, confirm that the handover has been finalised, and provide sign-off details.
Technology
Use the technology checklists to record offboarding activities relating to:
- Regulatory and compliance systems.
- Practice systems and communication tools.
- IT equipment.
- Facilities and security.
- Banking access.
The section also includes IT manager sign-off fields to record the completion of relevant activities.
Payroll
Record payroll-related activities associated with the employee's departure, including:
- Final payrun date and bank details confirmation.
- Final pay processing.
- Superannuation and leave entitlements.
- Employee termination payments.
- Outstanding expense claims and reimbursements.
Payroll manager sign-off fields allow the responsible team member to record confirmation and additional notes.
People & Culture
Track the activities associated with completing the employee's exit process, including:
- Exit interviews and supporting notes.
- Documentation.
- Notifications.
- Marketing and relationship updates.
The section includes fields for People & Culture manager sign-off.
Offboarding confirmation
Review the offboarding summary and record the final confirmation once the relevant activities have been completed.
The final review includes fields for the reviewer, review date, confirmation that offboarding has been finalised, and additional notes.
Importing the Employee offboarding form
Download the Employee offboarding form using the file attached at the bottom of this article.
Once you've downloaded the file, import the Form template into FYI. Refer to Managing form templates for instructions on importing a Form template.
What's next?
After importing the Employee offboarding form, review the template and customise it to suit your practice's requirements:
- Review the form fields, checklists, and sign-off requirements to ensure they align with your employee offboarding procedures.
When you've finished reviewing and customising the template, ensure the Filing Status is set to Active.
You can then use the template to create an internal form. Refer to Creating and submitting internal forms.
Reviewing Form Rules
This Form uses Rules to dynamically display or hide fields and panels based on the information entered by the user. After importing the Form template, review the Rules in the Form Template Builder to ensure they're configured correctly for your practice. Follow the instructions in Creating a dynamic form using rules to review and configure the Rules, then test the Form to confirm the relevant fields and panels are displayed based on the responses selected.
Automating employee Form submissions
Employee Forms created in the Employee Documents space don't appear in the All Documents list and therefore can't be used to trigger Automations based on Document Views.
To automate employee Form submissions, create the Form against an internal Client instead of the Employee Documents space. You can then create a Document View that filters by the internal Client, the relevant Form, and a Workflow Status of Submitted. Use this View as a Documents - View Filter in an Automation Process to trigger actions when matching submissions are identified. For example, use the Create Task step to assign follow-up Tasks to the relevant Users or User Roles, or configure other actions required by your practice's internal workflow.