Swif now lets you manage IT offboarding checklists at the team level, so you can tailor offboarding steps by team and user group instead of relying on a single, organization‑wide checklist.
This article explains the key capabilities delivered in this update (ST‑6246) and how they affect your offboarding workflows.
What’s new?
1. Team‑level offboarding templates
You can now configure offboarding checklists per team:
Offboarding templates are managed under
Settings → Teams → Offboarding Templates.The previous, org‑level checklist under Settings → General has been removed.
Each team can maintain its own set of offboarding templates.
This lets you define different offboarding processes for, say, Engineering vs. Sales, while still managing everything centrally.
2. Default vs. user‑group templates
Offboarding templates support a simple but strict model to avoid conflicts:
One default template per team
You may have only one template without any user groups assigned.
This “no user group” template is treated as the Default and is applied to any user in the team who doesn’t match a more specific template.
In the templates list, the default template is clearly labeled as Default.
User‑group–specific templates
You can create additional templates that are restricted to one or more User Groups.
A User Group can only be assigned to one offboarding template within the team:
You cannot add a User Group to a template if it’s already used in another template.
When you edit a template, you cannot remove or change User Groups in a way that would create multiple “default” templates or let the same group appear in multiple templates.
Template selection logic
When an employee is offboarded, Swif:
Looks for a matching user‑group template and uses that if found.
Otherwise, falls back to the team default template.
If there are multiple eligible templates, the most restricted (user‑group limited) and most recently created template is prioritized.
3. Template management experience
Under Settings → Teams → Offboarding Templates, you can:
Create new templates
Add a template name, optional description, and checklist items.
Optionally assign one or more User Groups.
If you create a template without User Groups, it becomes the Default template for the team (and you can’t create another default).
Edit templates
Update name, description, and checklist items.
Edit User Groups with safeguards:
You can’t remove all groups if that would create a second default template.
You can’t assign a User Group that’s already used by another template.
Delete templates
Remove templates that are no longer needed.
The UI enforces constraints so you always have a consistent configuration (e.g., preventing multiple defaults).
Manage descriptions
You can create, update, and delete template descriptions.
Descriptions are limited to a fixed length and truncated in the table view to keep the layout readable.
4. Offboarding workflow behavior & status
The offboarding checklist is now more flexible with respect to system default offboarding:
Customized checklists are always actionable
Team‑level templates and checklist items are available before any “system default” offboarding process is completed.
The system default offboarding flow is now optional.
Employee status behavior
For employees with status Active:
If the system default offboarding is started, or
If any customized checklist item is checked,
→ the employee’s status becomes Offboarding.
Employees with incomplete offboarding TODOs remain in Offboarding status.
These employees can receive email reminders about outstanding offboarding tasks.
Inactive employees
If an employee’s status is INACTIVE, the “Offboard employee” button is hidden.
This prevents accidental offboarding actions on users who are already inactive.
5. Onboarding templates and UI consistency
This release also refines how Onboarding templates are presented alongside Offboarding templates:
Both Offboarding and Onboarding templates appear as tabs under Settings → Teams.
The previous sliding animation between the Offboarding Templates and Onboarding Templates tabs has been removed for a snappier, less distracting experience.
The UI for Offboarding/Onboarding Templates has been aligned with the design specs, ensuring a consistent look and feel.
Summary
Swif.ai introduces a fully team‑aware, user‑group–driven model for IT offboarding checklists:
Configure offboarding templates per team instead of one global checklist.
Use User Groups to define more specific templates, with a single default fallback.
Manage templates easily with improved UI, pagination, filtering, sorting, and description handling.
Keep offboarding checklists actionable and visible before any system default process is finished.
Ensure employee status and offboarding actions behave correctly and predictably.
These changes give you finer‑grained control over offboarding, while reducing configuration mistakes and improving clarity for IT and HR teams that use Swif.