Offboarding is the process of formally separating an employee from the company. It plays a critical role in maintaining clean records, protecting sensitive information, and ensuring a respectful exit experience for the departing team member.
While your CrewBoard instance is in its early phase, the offboarding process is simplified and focuses on archiving the employee's account rather than full deletion.
Archiving Employees
At this stage, the system supports archiving as the primary method for offboarding. When an employee is archived:
They are deactivated from the platform and can no longer log in or submit requests.
All their historical data (e.g., leave requests, approval records, team assignments) is retained for auditing and reporting purposes.
Archived users are excluded from calendars, team views, and upcoming leave calculations.
⚠️ Archiving is reversible in case of reactivation or mistaken deactivation.
Offboarding Best Practices
Even in early-stage platforms, following structured offboarding guidelines ensures smooth transitions and reduces administrative risks:
Communicate Internally
Inform relevant teams (IT, HR, direct manager) about the employee’s departure date in advance.
Review Outstanding Items
Before archiving, check if the employee has any:
Pending leave requests
Approval responsibilities (reassign them if needed)
Active team roles or supervisory responsibilities
Revoke Access
While CrewBoard currently handles only HR-related data, make sure to:
Disable or remove the employee from other company systems (email, internal tools)
Retrieve any company property (e.g., laptops, IDs)
Update Organizational Structure
After archiving:
Reassign approval flows where needed
Remove the archived employee from teams, if applicable
Archive the Profile
Use the Archive User function to deactivate access while preserving records. This helps maintain a clean, auditable system.Document the Exit
Maintain an internal log or file summarizing the reason for departure, final working day, and any HR notes. This is useful for compliance and potential future rehiring.