Overview
Employee offboarding done poorly creates legal risk (unreturned equipment, active system access) and operational chaos (undocumented processes, client relationship disruption). BambooHR's offboarding module triggers a structured checklist the moment a termination date is set, assigning tasks to HR, IT, the manager, and the departing employee with due dates relative to the last day. This ensures every departure is handled professionally and compliantly, regardless of whether it's voluntary or involuntary.
Before you start
- BambooHR Advantage plan (offboarding module)
- IT, HR, and manager accounts in BambooHR
- Zapier for Slack/IT system integration (optional but recommended)
Step-by-step guide (4 steps)
Build your offboarding task list in BambooHR
Go to BambooHR → Settings → Offboarding → Create an Offboarding Packet. Add tasks per stakeholder: IT (revoke system access, retrieve equipment, deactivate accounts), HR (process final paycheck, COBRA notification, update org chart), Manager (document knowledge transfer, notify clients, reassign work), Employee (return equipment, complete exit interview, document active projects).
Create separate offboarding packets for different departure types: voluntary (2-week notice), involuntary (immediate), and retirement. The tasks and tone differ significantly.
Set due dates relative to last day
For each task, set a relative due date: 'Day of Termination', '-5 days' (5 days before last day), '-1 day'. This ensures tasks are triggered at the right time with proper lead time for completion.
Trigger the offboarding packet from the employee record
When you set a termination date in BambooHR, the system prompts you to select an offboarding packet. Select the appropriate template and all tasks are created and assigned automatically. Assignees receive email notifications immediately.
Connect to Zapier for IT system deprovisioning alerts
Create a Zapier Zap: BambooHR trigger 'Employee Status Changed to Terminated' → send an email to IT with the employee's name, email, and last day: 'Please revoke access to: [list all critical systems]'. This is a failsafe alongside the BambooHR task.
For faster response, send this Zapier alert to a dedicated #it-offboarding Slack channel with high urgency. System access should be revoked within hours of an employee's departure, not days.
What you'll get
Every offboarding is compliant and complete — nothing forgotten
IT revokes system access on time, reducing security risk
Equipment is retrieved systematically with tracked due dates
Knowledge transfer happens before the employee leaves
Common mistakes to avoid
Not separating voluntary vs. involuntary offboarding packets — the tasks differ significantly
Setting all tasks due on the last day — many tasks (equipment retrieval, knowledge transfer) need lead time
Not including the departing employee in their own offboarding checklist
Forgetting to update system access lists when new tools are added to the business
Frequently asked questions
Do I need coding experience to set up this BambooHR automation?
No coding is required. This guide walks you through everything using BambooHR's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.