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Automated Offboarding

The Context / Challenge

Setting the scene

Every time an employee left the business, the People Ops team worked through over 100 individual steps to manage the offboarding process. These steps spanned access revocation, equipment returns, system deprovisioning, payroll adjustments, exit interviews, knowledge transfer, and compliance documentation. The process was entirely manual, took significant time per departing employee, and was prone to steps being missed, especially when multiple offboardings happened in the same period.

Our Approach

How we thought about it

The team mapped the entire 100+ step offboarding process and identified which steps could be automated. Using a combination of Google Apps Script, Claude Cowork, and n8n (a workflow automation tool connected to Rokt's HR systems), they built automated workflows that handle the repetitive, rules-based steps without human intervention. The remaining steps that require judgment (like knowledge transfer planning) stay manual but are triggered and tracked by the automation so nothing falls through the cracks.

The Automation

What it looks like

ROKT
Offboarding Tracker 72% Automated
Employee: J. Smith · Last Day: Apr 18, 2026
Progress87 of 104 steps complete
lockSystem Access Revocation
AUTOMATED18/18 complete

Email, SSO, Slack, Jira, GitHub, Drive, VPN, AWS, + 10 more

laptop_macEquipment Returns
AUTOMATED6/6 complete

Shipping label generated, IT notified, tracking number logged

paymentsPayroll & Benefits
AUTOMATED12/12 complete

Final pay calculated, benefits termination triggered, equity vesting frozen

notificationsNotifications
AUTOMATED8/8 complete

Manager, team, IT, Finance, and cross-functional stakeholders notified at appropriate times

transfer_within_a_stationKnowledge Transfer
MANUAL3/8 complete

Requires manager judgment — handover meetings, documentation review, project reassignment

descriptionCompliance Documentation
AUTOMATED14/14 complete

NDA confirmation, exit checklist signed, final acknowledgments generated

Visuals are representative mockups built with anonymized data to protect employee privacy.

Prompt Repository

How to replicate this

"Our offboarding process has over 100 steps per departing employee. Map the process and build automations for everything that doesn't require human judgment. The automated steps should include: - System access revocation across all platforms - Equipment return notifications and tracking - Payroll and benefits termination triggers - Manager and team notifications at the right times - Compliance documentation generation Use Google Apps Script and n8n to connect to BambooHR and our other systems. The manual steps should still be tracked in a checklist so nothing gets missed."
Results

What we achieved

The automated offboarding process saves approximately two hours per departing employee. For a company processing regular departures, this represents a significant productivity win for the People Ops team. More importantly, the automation ensures consistency: every offboarding follows the same process regardless of volume or timing. Steps that were previously missed during busy periods are now handled automatically, reducing compliance risk and improving the experience for departing employees and their managers.