Letting employees go can be a hard and unpleasant deed, creating a simple and smooth process that everyone can follow is important to successfully do so.
In this article, we will go on how to successfully 'off-board' an employee. The steps you should take in order to remove the user from the platform. In this article, we will use an example of how to 'off-board' an employee, and the principles discussed here can be applied to any other industry.
The steps to 'off-board' an employee using Connecteams all-in-one solution are as follows:
Now let’s get started!
🙅Step 1: Archive or Delete
There are two ways to offboard a user from Connecteam.
Archiving a user - Will keep all of the user’s information on the platform and opt-out access to the platform by the user.
To archive a user, simply go to the User tab on the left sidebar, select the relevant User, and toggle to the right side.
💡Pro Tip: Archiving a user is a preferred way to remove a user.
Once a User is archived, you can always restore a user with a click of a button. Click on the archived tab and click restore.
Deleting a user from the platform - This Will remove the user from the platform and all of the information related to him.
To delete a User all we need to do is to go to the User tab and click on the ‘trash can’ icon on the far right-hand side of the page. Once a User is deleted he cannot be restored!
🙅Step 2: Create an Off-boarding Checklist
Once an employee has asked to resign or you have decided to terminate his employment, you should follow your company’s standard termination procedures. For most businesses, the employee exit process checklist should include the following steps:
Ask for a resignation letter (if needed)
Create your employee termination checklist
To do so we simply navigate our way to the Forms feature located on the left sidebar.
Once we are in the feature dashboard, click on the ‘add new’ button located on the top right screen. Choose the ‘Employee termination checklist’ from the templates.
Once created, you can assign the form to the relevant user and be sure he completes that.
To learn more about the Forms feature click here
💡Pro Tip: Use the forms share options to share the user’s submission with all the relevant departments (HR, Finance, etc)
🗣Step 3: Notify All The Other Managers
Rumors spread fast, and notifying the rest of your managers about the termination of an employee is extremely important! It can save them embarrassing moments when talking to colleagues, and employees. By notifying them of an employee's work termination, they could answer properly to other employees and not look surprised if being asked.
We have two ways to go about it:
Create team chats with your managers, team leads, etc.
Post an important update using the Update feature
🫂 Create A Team Chat
Team chats allow you to create groups and share relevant information with each other. Team members can send messages and a variety of attachments to communicate with ease. All team members that are a part of the team chat will have the ability to see and respond to the messages.
When creating a new team chat, make sure to choose a name for the group.
Navigate your way to the Chat feature on the left side bar and click on ‘Chat’
When creating a new team chat make sure to either choose the relevant ‘Smart group’ or select ‘individual users’
To learn more about the Chat click here
📍 Create Pop-up Update
Using Updates is a great way to engage employees and interact with them. You can think of updates as your company's social media, and any update you post can be viewed from the company’s feed.
Sometimes, however, there are important (or even urgent) updates that you need to make sure your users have indeed read and understood the information contained in the update.
A pop-up update, unlike a normal update, will appear immediately upon entering the app or switching to the feed (from another tab in the app). The users will not have the ability to proceed without clicking on the Confirmation or Remind Me Later Buttons. Take a look at how this looks below.
To create and send a pop-up update, all you have to do is enter the "Updates" feature on the left sidebar. Click Add New, create the update, choose who to assign it to, and continue until you reach the settings page. On this page, you can enable the pop-up by checking the pop-up upon launching the app and requiring a confirmation option.
To learn more about Pop-up Update click here
🕰️ Step 4: Fill In Employee's Timeline
Knowing who updated information, and when is vital to making sure your business runs smoothly. This is true not only when it comes to clients and products but also when it comes to your employees. The Timeline feature is a built-in capability that automatically records events related to your users, such as changes in their past rate, custom field changes such as titles or departments, and much more. The timeline feature reality allows you to keep track of it all directly from inside each user's profile.
How to find the Timeline Feature
The timeline feature can be found inside each user's individual profile and gives you an overview of all the events relevant to that employee
Follow these steps to access a users timeline:
Enter the Users tab on the left sidebar
Select the relevant user whose timeline you want to view
On the left side in the top menu select timeline
Follow these steps to manually add an event:
Select the Add an Event Button
Once inside decide the event's type. This can be a general event or using the Add new type button you can create a new event type. Here you can add the reason for the user’s termination
To learn more about the Timeline click here
In this article, we went over Offboarding a User of your business.
We have built steps for employee resignation that are easily understood so anybody can follow them and the same for every employee to avoid any possible discrimination charges. Make sure the break is amicable and that everybody parts on good terms.
Seeing a good employee leave is hard, and letting go of one can be even harder, but being prepared can help make the transition easier.
✳️ This article’s purpose is to boost your creativity on what can be done using Connecteam as an all-in-one solution. It is important for us to say that depending on your company size, event complexity, and more, not every step might be relevant to you.
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