Employee offboarding is a critical process for organizations to ensure that access to company systems and resources is properly revoked while maintaining compliance and operational efficiency. With Swif's Offboarding Checklist, you can now manage this process effortlessly through a customizable to-do template that enforces termination checklists beyond simple access reviews.
This guide explains how the feature works and how to make the most of it.
What is the Offboarding Checklist?
The Offboarding Checklist is a tool that allows admins to create and enforce a standardized termination process. This feature includes:
Swif Default Steps: Essential offboarding tasks (e.g., revoking access, deactivating accounts, and device un-assignment) are included automatically.
Customizable To-Do Templates: Admins can add their own checklist items, set due dates, and include detailed descriptions (with hyperlink support) to guide teams through the process.
How It Works
1. Create a Customizable Offboarding Checklist
Admins can set up their offboarding to-do templates through the settings menu > General > Offboarding Checklist. Each task includes:
Task Name: Provide a clear title for the offboarding step (e.g., "Return Office Equipment").
Due In: Specify the time frame for task completion.
Description: Add detailed instructions or links to external systems to complete the task.
2. Automatic Recognition of Hyperlinks
Descriptions with URLs will be automatically recognized and converted into clickable hyperlinks. This makes it easier to redirect team members to external tools or systems needed for task completion.
3. Real-Time Status Tracking
Swif provides real-time tracking for the offboarding process:
The backend system records the status-changed timestamp for each task.
The frontend interface uses this timestamp and the specified due date to display a countdown timer for pending tasks.
Admins can monitor the status of each checklist item and ensure timely completion.
4. Managing Employee Status
The offboarding checklist plays a key role in updating the employee's status:
“Offboarding” Status: While checklist items are still pending, the employee remains in the "Offboarding" state.
“Deactivated/Inactive” Status: Once all checklist items are marked as complete, the employee’s status automatically changes to “Deactivated/Inactive.”
This ensures a seamless transition and avoids manual errors in updating employee records.
Key Features of the Offboarding Checklist
Default Swif Offboarding Tasks
Revoke account access.
Unassign devices.
Deactivate permissions.
Custom To-Do Items
Tailor the checklist to your organization’s needs with task names, due dates, and descriptions.
Hyperlink Support
Automatically converts URLs in the task description into clickable links for easy navigation.
Employee Details Display
The employee's name and last working day are prominently displayed at the top left for quick reference.
Enhanced User Interface
Updated layouts for device unassignment and access revocation.
Clear CTAs (Call-to-Actions) for task completion.
Dynamic Countdown
Countdown timers for pending tasks based on timestamps and due dates.
How to Use the Offboarding Checklist
Set Up the Checklist
Navigate to the Offboarding Settings in your Swif dashboard.
Add tasks to the template with task names, descriptions, and due dates.
Initiate Offboarding
When offboarding an employee, Swif automatically applies the template to guide admins through the process.
Monitor Progress
Track the real-time status of tasks via the offboarding details panel.
Complete each item by following the instructions or clicking the provided hyperlinks.
Complete Offboarding
Once all tasks are marked as completed, Swif updates the employee's status to “Deactivated/Inactive” automatically.
Why Use Swif’s Offboarding Checklist?
Swif’s Offboarding Checklist simplifies and enforces offboarding procedures with the following benefits:
Standardization: Create a consistent offboarding process for all employees.
Efficiency: Real-time tracking and automation reduce manual errors.
Customization: Adapt the checklist to fit your organization’s unique needs.
Improved Compliance: Ensure access and permissions are properly revoked during offboarding.
With Swif, offboarding is no longer a manual, error-prone process—it’s automated, efficient, and secure.
For more details or assistance, contact our support team at support@swif.ai or through the Swif support portal.