Offboarding & Reassignment
A controlled checklist for a departing employee — disable their login, discover everything still assigned to them, reassign each item to a successor, and close the case clean, so nothing a leaver owned is left orphaned.
When someone leaves, two things have to happen and usually only one does: their access gets cut, but the work they owned — the open work orders, the records they were routed, the groups and grants they held — quietly goes orphaned. Offboarding makes both a single, auditable case. You open a case for the departing user, the system discovers what's still attached to them across modules, and you reassign each item to a successor or skip it with a note, then complete the case. Login disable is reversible; the folder is the proof the handover happened.
What you can do
Disable the login
Cut a departing user's access immediately — reversibly. If they come back, or it was premature, the login is re-enabled just as easily.
Open an offboarding case
Start a case for the leaver; the system builds a folder of everything currently assigned to them so the handover has a single home.
Find what they owned
Discovery sweeps the modules and lists the records, access grants, and assignments tied to the user — and can be re-run to pick up anything new.
Hand each item to a successor
Reassign a folder item to the person taking it over, with a note for the record — one at a time, or many at once in a bulk reassign.
Skip with a reason
Some items don't need a successor; skip them with a note, so the case explains every decision rather than leaving gaps.
Close the case clean
Complete the case once every item is handled; a guard can force-complete with a record, so closing is deliberate, not accidental.
A typical workflow
- Disable the login — cut the departing user's access right away (reversible if needed).
- Open the case — start an offboarding case for the user; discovery builds the folder of what's still theirs.
- Review the folder — read each discovered item: open records, assignments, access grants.
- Reassign — hand each item to a successor with a note, singly or in bulk.
- Skip the rest — for items that need no successor, skip with a reason so the case is fully explained.
- Refresh & complete — re-run discovery to catch anything new, then complete the case once everything is handled.
Reversible vs. final
The two halves of offboarding behave differently on purpose. Disabling the login is reversible — a returning employee or a mistaken disable is fixed by re-enabling. Completing the case is deliberate — it's meant to be done only when every item is reassigned or skipped, though an authorized operator can force-complete, which is itself recorded. That split lets you lock someone out instantly without committing to a half-finished handover.
Who can run it
Offboarding lives inside IT Management and is gated the same way: the tenant must have the IT Management module, and the operator needs the itmanagement.access.manage duty (the tenant owner and super-admin pass automatically). So the same people who grant access are the ones who revoke and hand it off — one accountable surface for the whole access lifecycle.
A closer look
A permit clerk gives two weeks' notice. On her last day, an IT-Management operator disables her login, opens an offboarding case, and discovery turns up four open permit reviews routed to her, two document-routing assignments, and an access group. The operator bulk-reassigns the permit reviews to her replacement with a handover note, reassigns the document items, and skips the access group (it's being retired) with a reason. The case completes clean — and if the clerk's last item had been missed, the completion guard would have flagged it.
Staff:
/dashboard/itmanagement/offboarding — the case list, the per-case folder with its discovered items, login disable/enable, per-item reassign/skip, bulk reassign, and complete. Mounted under IT Management.Works with
IT Management for the access grants and the duty that gates this · HR / Personnel for the departing employee and the department tree · the work-order, records, and document modules whose items get reassigned.