Run onboarding and offboarding from templates

Help center / Your team

Open Onboarding or Offboarding from the sidebar, Business setup or the people area. Each process turns a saved template into assigned Work tasks for an existing business member. Creating a process does not create a membership or automatically change the person's access.

1. Review or create the template you need.
2. Start a process for an existing person.
3. Choose the coordinator and reference date.
4. Review task ownership and date offsets.
5. Create the process, then track its tasks in Work.

The public workspace is coming soon. The existing onboarding planning guide and offboarding planning guide include downloadable preparation files.

Create a reusable process template

A template can contain up to 25 ordered steps. Give each step a clear action and enough instructions for the assigned person to know what completion means. An order number helps organize the work but should not replace an explicit instruction where a dependency matters.

Editing a template affects future processes. It does not rewrite the tasks already created from that template. Review an existing active process directly when its work needs attention, and update the template separately if the same change should apply to the next person.

Assign process steps to a coordinator

Each template step can be assigned to the person or the coordinator. Choose the coordinator based on who can follow through, answer questions and check that the tasks are complete. A title alone does not establish that responsibility.

Use Assign every task to the coordinator when the person is unavailable or already inactive. Check that the chosen assignee remains capable of carrying out the work. Active generated tasks cannot be left without a capable assignee or casually removed from the Work board while the process depends on them.

Set task dates from a reference date

Choose a start date for onboarding or a last day for offboarding. The template's positive and negative offsets are calendar days relative to that reference date. They are not automatically adjusted to working days or a local holiday calendar.

For an illustrative last day on a Friday, an offset of minus two schedules the step for Wednesday. Review the resulting dates before creating the process, especially where weekends affect your team's availability. If timing has contractual or legal significance, use the business's approved procedure to choose it.

Start a checklist for an existing member

Select the member from the current business. New memberships and reactivations still use the separate People & roles process. Starting an onboarding record is not a shortcut around that membership flow.

Only one active process per person is allowed across onboarding and offboarding. Resolve an existing active record before starting another. This prevents two competing sets of generated tasks from appearing to describe the same transition. Check the person's identity and business carefully when names are similar or they belong to more than one business.

Check process creation and task capacity

The app creates the process record and its assigned Work tasks together. If the Work board has no room, neither part is created. Do not assume a process exists merely because you finished filling out the form.

The process board supports up to 250 records. If creation is refused, read the explanation and review the relevant capacity or assignment issue before retrying. A failed attempt should not be worked around by creating an unrelated duplicate person or splitting one transition into competing active processes.

Follow progress through generated work

Generated tasks appear in Work, and assigned people can find their tasks through their normal work view. Task status updates are reflected in the process. Use Work items for the assignment and completion workflow.

Manager notes have restricted visibility and should not be treated as instructions that every assignee can read. Put task instructions where the person carrying out the work can access them. Review the task result before treating a checkmark as evidence that an external account, document or physical item has been handled correctly.

Complete or cancel a people process

Complete the process after all generated tasks are done. A closed process keeps a stable snapshot rather than changing each time the original template is edited. This helps distinguish the work carried out for one person from the template used for future transitions.

Canceling removes unfinished generated tasks while preserving completed and unrelated work. Review that consequence before canceling. Closed records can be explicitly deleted, so decide whether the business still needs the record before removing it from the board.

Review access separately during offboarding

Completing an offboarding process does not deactivate the member, change billing, recover equipment or revoke access in other tools. Use the separate business-access review and carry out each external action through its proper system.

NIST's least-privilege definition and role-based access overview provide background for reviewing permissions. They do not make a completed checklist proof of revocation. Confirm the actual access state after the authorized change, and record any remaining responsibility with a named owner.

Manage process permissions and records

Managing these processes requires the relevant process, People and Work access, team and work-management permission, and visibility across business work. Preset owners and admins have the intended management access. Restricted task assignees can do their assigned work without receiving all management controls.

Process records are separate from operational JSON backups. If a save reports a conflicting change, reopen the current record and review it before applying your update. Read the backup scope before relying on an operational export to preserve people-process records.

Coming soon

← All help articles