Offboarding 🙋

⚠️ Prerequisite: the Offboarding key moment must be activated.

🙋 Welcome to the offboarding settings space. Here you will find everything you need to configure and customize the tracking of your employees' departures: journey templates, specific resources, and follow-up reports.

Table of contents

📖 Setting up the Departure Guide

💬 Setting up Moments of Truth

🗂️ Configuring an offboarding journey template

🌟 Resources specific to offboarding

• 📋 The Exit Interview
• 🔍 Experience Feedback
• 🤝 The Handover Space
• 🎓 The Alumni option
• 📦 Common resources (tasks, content, kits, forms…)

🔗 Combining multiple departure templates

📊 Offboarding specific reports

🎥 Tutorial video

📖 Setting up the Departure Guide

The Departure Guide is the digital booklet made available to the employee from their first login. It is fully customizable and consists of two sections:

• "General" section: presents key information to support the employee through their departure (internal procedures, useful contacts, important steps…).
• "FAQ" section: allows you to answer the most common questions from departing employees (leave balance, equipment return, access to HR documents…).

🔗 Learn more: see the article Setting up the employee guide

💬 Setting up Moments of Truth

Moments of Truth are automated emails sent to employees at key stages of their departure journey. For offboarding, three moments are triggered automatically:

1. First login: the invitation email giving the employee access to their Workelo space.
2. The day before departure: a message sent before the effective departure date.
3. Departure day: a message sent on the effective departure date.

To configure these messages, go to Libraries > Moments of Truth and customize the content of each email (subject, body, signature…).

🔗 Learn more: see the article Setting up Moments of Truth

🗂️ Creating and configuring an offboarding journey template

Creating an offboarding journey template follows the same logic as for onboarding (see Setting up a template), with resources and options specific to departures.

To create an offboarding template:

1. Go to Libraries > Templates
2. Click "Create a template"
3. Select the key moment "Departure"
4. Choose the relevant environment(s)
5. Name your template (e.g. "Permanent contract departure - Resignation", "Fixed-term contract departure")

💡 Best practice: Create multiple templates based on the type of departure (voluntary departure, dismissal, end of contract…) to adapt the tone and resources accordingly.

🌟 Resources specific to offboarding

In addition to standard resources (content, tasks, quizzes, surveys, events, forms, kits), offboarding journey templates include four exclusive resources and options, which can be activated from within the templates.

📋 The Exit Interview

The exit interview is a resource designed for HR to conduct a structured conversation with the departing employee.

Create an exit interview: see dedicated documentation.

To add an exit interview to a template, check the dedicated icon in the Options section (stakeholder side) then select the desired interview.

💡 Good to know:

• The owner of the exit interview is HR by default; it is not possible to change this at this time.
• There is no versioning: if you edit an exit interview, the new questions will overwrite the previous ones, including for already completed interviews. Therefore, it is recommended that you duplicate the existing interview to create a new one if you want to modify questions.
• It can be found in the employee's profile and under Analytics > Reports > Detailed exit interview.
• The first two questions of the interview are mandatory and cannot be customized, as they feed into the "Departure analysis" report (under the "Analytics" tab > "Reports" page).
• Customizable additional sections: you can create as many sections as desired with single choice, multiple choice or free text field questions.

👀 By default, only the HR involvement can view the exit interview within the journey. For all other users: their role must have the "View all journeys in their environments" permission in order to access completed exit interviews in journeys.

🔍 Experience Feedback

Experience feedback is an anonymous survey accessible directly from the employee's space.

Key characteristics:

• Not customizable: it includes 4 fixed questions about the employee's experience and their likelihood to recommend the company.
  👉 The 2 Workelo-set rating questions feed the "Departure Analysis" report: Experience score & Company score
• It is automatically added to all offboarding journeys; the employee can access it freely.

💡 Good to know:

• The experience feedback is completed by the employee by default; it is not possible to change this at this time.
• It is not possible to edit this resource or create another one. If the format does not suit your needs, you will need to create a standard survey, which cannot be anonymized.
• It is not possible to disable this feature on specific templates, environments, or journeys.
  👉 If you wish to disable it, the administrator must submit a request to support — this will apply to the entire account.

👀 The results are only accessible in the report "Experience Feedback" starting at 5 collaborators, and cannot be accessible from the section Feedback in the journey (in order to respect anonymity).

🤝 The Handover Space

The Handover Space is a sharing space allowing the employee to document the transfer of their knowledge before their departure.

How to add it? From the journey template, add it via the "Add a resource" tab on the employee side.

How it works:

• The employee can fill it in multiple times until it is finalized.
• Once finalized, it can no longer be edited (read-only).
• The space can be finalized in two ways:
  • The employee finalizes it themselves before their departure.
  • If the employee has left without finalizing it but the space is not empty, it is automatically finalized.

For the manager:

• An action is automatically added to the manager once the space is finalized.
• By clicking on this action (which validates it), the manager downloads the pages of the Handover Space.
• This document remains downloadable from the employee's profile.

🎓 The Alumni option

The Alumni option allows you to build a contact directory of former employees who have agreed to stay connected with the company.

How to activate it? Check the "Alumni invitation" option in the template settings, or directly when creating the journey.

What it changes:

• An additional question is added to the experience feedback survey: "Would you like to stay in touch with the company?"
• Employees who accepted are listed in the Alumni report.

💡 The Alumni option is optional; it can be activated or not depending on the type of departure (recommended for voluntary departures, best avoided for dismissals, for example).

📦 Common resources (tasks, content, kits, forms…)

As with any journey template, you can enrich your offboarding template with standard resources:

• Tasks: to frame the actions to be completed (equipment return, signing end-of-contract documents, IT access deactivation…)
• Content: to share useful information with the employee (final settlement procedure, alumni network overview…)
• Administrative forms: to collect documents needed for the departure (termination agreement, final settlement…)
• Kits: to coordinate equipment retrieval (laptop, badge, phone, company car…)
• Surveys: for declarative inquiries specific to your internal process
• Quizzes: for assessments or awareness activities
• Events: to schedule the exit interview, a farewell gathering, or a handover meeting with the manager

These resources follow the same rules as for onboarding (scheduling, stakeholders, impact of modifications, etc.).

🔗 Combining multiple departure templates

As with onboarding, you can combine multiple templates when triggering an offboarding journey (e.g. one core template + one template specific to the type of departure).

Combination rules specific to offboarding:

💡 Best practice: Create a core template with elements common to all departures (Handover Space, experience feedback, logistics tasks) and specific templates per departure type.

📊 Tracking offboarding-specific reports

Workelo provides 5 native reports to analyze and manage your offboarding journeys (identifiable by the yellow icon in the Reports section).

To access them: Analytics > Reports

💡 For ease of use, we recommend sending the report by email by clicking the dedicated icon to receive it directly in your inbox.

🔗 Learn more: see the article Track and understand my reports 📊

🎥 Tutorial video

For a complete walkthrough of all offboarding settings, watch our training video: Workelo - Offboarding Training 2025