Exit process automation

**1. Purpose: Detailed Overview of Automated Exit Process for Outdoor Sports Store (Sporting Goods - Outdoor Sports Gear)**

1. Automates all steps involved in offboarding employees, including documentation, hardware retrieval, access revocation, and post-exit communication.

2. Standardizes exit interviews, automating surveys and storing feedback for analysis.

3. Automates notifications to relevant departments (IT, security, payroll, inventory) for smooth transition.

4. Ensures automated compliance with legal and company policies through digital checklists, signed forms, and audit trails.

5. Automates transfer of knowledge/assets owned by the departing employee to relevant staff.

6. Provides automated reminders and escalations for incomplete tasks in the exit process.

7. Automates document archiving, revocation of user accounts, and tracking of returnable company assets.

8. Generates analytics dashboards and reporting for HR performance on exit management.

**2. Trigger Conditions**

1. Receipt of a formal resignation letter or termination notice.

2. Submission of offboarding request via HR portal or manager approval.

3. Reaching end date for temporary/seasonal employment contracts.

4. Automation of exit tasks upon HR workflow status update to ‘offboarding initiated’.

5. Automated triggers upon entry into ‘employee last day’ in HRMS.

**3. Platform Variants: Sample Automated Functions and API Connections**

1. Workday

• Feature/Setting: Configure "Terminate Employee" event automation; webhook from employee profile state change.

2. BambooHR

• Feature/Setting: Automate exit checklist upon “Separation Date” API event; send asset return forms.

3. Okta

• Feature/Setting: Automates user deprovision via “Deactivate User” API; triggers on exit notice.

4. Zendesk

• Feature/Setting: Automated generation of IT service tickets for hardware retrieval via “Create Ticket” API.

5. ServiceNow

• Feature/Setting: Automates workflow for offboarding checklist tasks via Service Catalog APIs.

6. Jira

• Feature/Setting: Automate exit task project/issues using "Create Issue" REST API based on HR update.

7. Twilio SMS

• Feature/Setting: Send automated exit notifications/SMS reminders through Twilio programmable SMS API.

8. SendGrid

• Feature/Setting: Automates email exit interview invitations through “Send Email” API endpoint.

9. Google Workspace

• Feature/Setting: Automates account suspension and delegated inbox setup via Admin SDK Directory API.

10. Slack

• Feature/Setting: Automated team announcement via “chat.postMessage” API to #general or #hr channels.

11. DocuSign

• Feature/Setting: Automates remote signature on NDAs or acknowledgment via eSignature REST API.

12. Salesforce

• Feature/Setting: Automated archiving/transfer of sales leads using "Update Record" API for user offboarding.

13. Microsoft Power Automate

• Feature/Setting: Automates full offboarding flows using “When an item is modified” trigger.

14. Trello

• Feature/Setting: Automate card creation for exit checklist per employee on exit trigger by Trello REST API.

15. ADP Workforce Now

• Feature/Setting: Automates pay/benefits cessation using “Terminate Employee” API end-point.

16. Asana

• Feature/Setting: Automated task list creation/reminder for team on employee exit using Projects API.

17. Zoom

• Feature/Setting: Automates meeting license and user removal via “Remove User” API.

18. Dropbox Business

• Feature/Setting: Automated file transfer and user disabling via Team Member Management API.

19. Freshservice

• Feature/Setting: Creation of automated IT asset return tickets and checklist through Ticket API.

20. Gusto

• Feature/Setting: Automates final payroll calculation and HR notifications via Employee Termination API.

21. HubSpot

• Feature/Setting: Automate contact/account transfer and notification with “Owner Change” API.

22. Zoho People

• Feature/Setting: Automates HR offboarding workflow launch and task assignments through Webhook API.

**4. Benefits**

1. Automates compliance tracking for legal and regulatory requirements.

2. Eliminates manual steps, automating efficiency and saving HR resources.

3. Improves data security via automated, consistent access termination.

4. Ensures all exit steps are verifiable, automating audit preparedness.

5. Automates communication, ensuring all stakeholders are notified in real time.

6. Enhances employee experience with clear, automated instructions and follow-ups.

7. Allows for scalable automatable processes as store headcount grows.

8. Reduces risk of unreturned assets and data exposure through automation.

9. Enables continuous process improvement via automated analytics dashboards.

10. Supports standardized knowledge transfer by automating documentation handover.