Table of Contents
- Roles and access
- What is offboarding in Huma?
- Before you start
- Start an offboarding
- View and follow progress
- Edit an active offboarding
- After the offboarding, deactivate or delete the user
- Notifications
- FAQ
Roles and access
| Access | Role |
|---|---|
| Start, manage and delete offboardings for members of a group | User role: Miscellaneous → Onboarding and offboarding |
| Start, manage and delete offboardings for everyone | System role: Users → User management |
| Create, edit and delete offboarding templates | System role: Onboarding, offboarding and processes → Onboarding and offboarding template management |
💡 Users with a user role can only see and manage offboardings for employees in the groups they have been granted access over.
What is offboarding in Huma?
Offboarding in Huma is a structured digital workflow that helps you manage an employee's exit from the organisation. You create an offboarding plan using templates, assign tasks to the right people, and track progress, all from the same place in Huma.
Tasks in an offboarding are organised into three phases:
- Before last day of work — preparation tasks before the employee's last day
- Last day — tasks for the employee's last day
- After last day of work — follow-up tasks after the employee has left
🔗 Read more about offboarding templates.
Before you start
To start an offboarding, the employee must have a position in Huma with a "Last day of work" set. If this has not been set yet, you will be prompted to add it when starting the offboarding.
💡 To set "Last day of work", you need a user role with "Only see" or "See and edit" access to Employment: Termination on the employee's profile.
There are also some important things to handle before or during the offboarding:
- Documents — make sure document ownership is transferred to another user before the employee is deactivated. Read more about this in the article about employee data after leaving Huma.
- Equipment — check what equipment the employee has registered in Huma and ensure it is returned before they leave.
- Absence balance — check the employee's remaining vacation balance via absence export or on their profile, to ensure correct final settlement.
- Meetings — transfer the host role for any important meetings before the employee's account is deactivated.
🔗 Read more about employee data after leaving Huma.
Start an offboarding
- Go to the Offboarding module
- Click "New offboarding"
- Search for and select the employee
- Fill in "Last day of work" if not already set, and add an end reason
- Select a template, or continue without one
- Click "Continue"
- Review and adjust tasks, you can add, edit or remove tasks before starting
- Click "Start offboarding"
When you start an offboarding:
- The employee will receive a notification that their offboarding has started
- All users assigned to tasks will be notified
⚠️ If "Last day of work" is removed from the employee's profile after the offboarding has started, Huma will no longer be able to display the offboarding correctly.
View and follow progress
- Go to the Offboarding module
- You will see a list of all active offboardings with the employee name, progress in percentage, last day of work and the date the offboarding was created
- Click on an employee's name to see a detailed overview of all tasks, their status and due dates
Edit an active offboarding
You can always edit an active offboarding, by adding, editing or removing tasks even after it has started.
- Go to the Offboarding module
- Click on the employee's offboarding
- Add, edit or remove tasks as needed
⚠️ Offboarding cannot be paused. If you need to adjust the timeline, edit the due dates of individual tasks instead.
After the offboarding — deactivate or delete the user
When the offboarding is complete, the next step is typically to deactivate or delete the employee's account in Huma. You can do this directly from within the offboarding.
Click the three dots in the top right corner of the offboarding and choose one of the following:
| Option | What happens |
|---|---|
| Delete offboarding | Deletes only the offboarding and its tasks. The user account remains active. |
| Delete offboarding and deactivate user | Deletes the offboarding and deactivates the user account. The employee loses access to Huma immediately. |
💡 We recommend deactivating rather than deleting the user account, to preserve historical data. You can always delete a deactivated account later if needed.
🔗 Read more about employee data after leaving Huma.
Notifications
| Event | Who receives it |
|---|---|
| Offboarding started | The employee and all users assigned to tasks |
| Task assigned | The person, team or location the task is assigned to |
FAQ
Can offboarding be paused?
No. Offboarding cannot be paused. However, you can edit the due dates of individual tasks to adjust the timeline if needed.
Can I change the template after an offboarding has started?
No. The template cannot be changed once an offboarding has started. You can however add, edit or remove individual tasks directly in the active offboarding.
Can I start multiple offboardings at the same time?
It depends on your subscription plan. On a Premium plan you can have as many active offboardings as you need.
Who has access to see the offboarding overview?
Users with a system role can see all offboardings across the organisation. Users with a user role can only see offboardings for employees in the groups they have been granted access over.
Why are some fields greyed out when I try to start an offboarding?
Some fields, like "Last day of work", require a specific user role to edit. If the field is greyed out, you need a user role with access to Employment: Termination on the employee's profile.