> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hr-easy.nlead.ch/llms.txt
> Use this file to discover all available pages before exploring further.

# Offboarding

> Ending employment well — checklists, access revocation, final pay, and the exit dialogue.

Offboarding mirrors onboarding: a checklist of things the organization must do, driven
from the leaving date rather than the joining date. It is deliberately the *only*
normal way employment ends — deleting an employee record is a data-correction tool, not
an offboarding step.

## Starting an offboarding

Recorded up front:

* **Last working day** and the **end of employment** — often different.
* **Who gave notice** and the reason category.
* The **notice period** applied, taken from the employment period in force. During
  probation this is the shorter probation term; afterwards it is the contractual one.
* Whether a **work certificate** is to be issued.

The end date closes the open employment period. Everything downstream — final payroll,
leave settlement, the certificate's date range — reads from there.

## The lifecycle

| Status               | Meaning                                                  |
| -------------------- | -------------------------------------------------------- |
| `PLANNED`            | The leaving date is recorded; the checklist is prepared. |
| `IN_PROGRESS`        | Tasks are being worked.                                  |
| `EXIT_DIALOGUE_DONE` | The conversation has happened.                           |
| `COMPLETED`          | All paperwork closed.                                    |
| `CANCELED`           | The departure did not happen.                            |

<Note>
  `EXIT_DIALOGUE_DONE` is deliberately its own milestone, separate from `COMPLETED`. The
  conversation is not an item to be ticked off alongside returning a laptop, and it should not be
  blocked by outstanding paperwork — or vice versa.
</Note>

## The checklist

Built from templates, the same machinery as onboarding. Tasks are categorised:

| Category               | Covers                                               |
| ---------------------- | ---------------------------------------------------- |
| `EQUIPMENT_RETURN`     | Laptop, phone, keys, access card.                    |
| `ACCESS_REVOCATION`    | Accounts, door keys, third-party systems.            |
| `KNOWLEDGE_TRANSFER`   | Handover, documentation, introductions.              |
| `PAYROLL_FINALIZATION` | Final run, leave settlement, insurer deregistration. |
| `EXIT_DIALOGUE`        | The conversation.                                    |
| `OTHER`                | Everything else.                                     |

## Access revocation

Ending employment must actually end access. Offboarding is the point at which the
person's role and their sign-in path are brought into line with their new status —
including for people who held privileged roles.

<Warning>
  Access revocation on offboarding is an area the platform's own architecture review has flagged as
  needing work — see the ADR-012 acceptance blockers in [Surfaces](/concepts/surfaces). Until that
  lands, verify deactivation explicitly as part of the checklist rather than assuming it is
  automatic.
</Warning>

## Final pay

The last payroll run for a leaver settles more than the month's salary:

* Pro-rated salary to the end date.
* **Untaken vacation** paid out, or overtaken vacation recovered.
* Overtime balance, per the contract and the ArG rules.
* Pro-rated 13th-month salary where it applies.
* Deregistration from AHV, BVG and the other insurers for the following declaration.

See [The monthly run](/guides/payroll/monthly-run).

## The exit dialogue

Offboarding closes with a conversation, not a form. The framing is deliberate: this is
an **exit dialogue**, an honest reflection on what worked and what did not, and it is
explicitly not a retention intervention.

<Note>
  Per [ADR-006](/concepts/design-philosophy), the product will not build dark-pattern retention
  nudges into offboarding. Someone who has decided to leave is not a conversion funnel.
</Note>

## Alumni

Identity is continuous, so a former employee remains the same `User`. That makes
rehiring straightforward — their history is already there — and it is the basis for
alumni access, where the person keeps a limited self-service view (their certificates,
their final payslips) through their private e-mail after their company account is
gone.

## Data retention

Offboarding does not erase the person. Swiss retention obligations for payroll records,
declarations and contracts outlive employment, and the platform keeps them. Erasure
requests are handled through the [DSAR](/guides/admin/audit-and-dsar) process, which
distinguishes what must be kept from what must go.