How To Offboard an Employee

When an employee leaves your organization, you need to follow proper offboarding procedures to ensure compliance with regulatory and internal requirements. Scrut offers a streamlined three-step process to track and manage employee offboarding:

• Step 1: Mark Employee as Terminated

• Step 2: Upload Offboarding Documents

• Step 3: Mark Offboarding as Completed

Step 1: Mark Employee as Terminated

For Employees Synced from HRIS/IDP

For employees synced from your HRIS or IDP, you cannot initiate termination directly in Scrut. You must initiate termination in your HRIS/IDP. Once you mark them as terminated in your HRIS/IDP, their status will change to “Offboarding Needed” in Scrut. 

For Manually Added Employees

1. Navigate to People → Employees from the left navigation panel.

2. Select the employee you want to initiate offboarding for.

   

3. Click the three-dot menu () in the employee profile.

4. Select Terminate Employee.

   

5. In the Exit Date field, select the employee's official last day.

6. Click Save.

   

What Happens Next?

The employee’s status automatically changes to “Offboarding Needed.”

Step 2: Upload Offboarding Documents

The next step is to upload relevant offboarding documentation, such as:

• Access ticket

• Clearance form

• Exit interview forms

• Equipment return receipts

• Non-disclosure agreement acknowledgments

• Final access removal confirmations

• Any other compliance-required documentation

See here for step-by-step instructions on uploading offboarding documents.

Note:

Ensure all required documents are uploaded before proceeding to the final step.

Step 3: Mark Offboarding as Completed

Once all offboarding tasks are completed and you’ve uploaded the required documentation:

1. Navigate to People → Employees → All Employees and open the employee’s profile.

2. Click Complete Offboarding.

What Happens Next?

• Employee status changes from "Offboarding Needed" to "Offboarding Completed."

• The label "ex-employee" is added beside the employee's name.

• The employee record is archived while remaining accessible for compliance and reporting purposes.

Best Practices

• Status Tracking: Monitor employee status throughout the offboarding process to ensure timely completion.

• Document Retention: All offboarding documents are securely stored within Scrut for audit and compliance purposes.

• Access Revocation: Coordinate with IT to ensure system access is revoked in accordance with your organization's security policies.

• Timeline: Complete the offboarding process promptly to maintain accurate records and compliance.