Avstigning

When an employee leaves the company, it is important to have an offboarding plan to ensure all necessary steps are followed, such as returning equipment, revoking access to business systems, filling out HR forms, having an exit interview, and more. Depending on the company, there could be several different offboarding plans, configured for specific departments or divisions, that have different requirements and steps from the main offboarding plan.

In addition to an offboarding plan, the employee record must be updated to reflect their departure, log the reason why they left, close any open activities associated with the employee, and provide them with any important documents.

View offboarding plan

Before offboarding can begin, it is recommended to check the default offboarding plan that comes preconfigured with the Employees app. To view the current default plan, navigate to Employees app ‣ Configuration ‣ Activity Plan. Click Offboarding to view the detailed offboarding plan form.

Offboarding plan steps

The default Offboarding plan is minimal, with two default steps (three if the Fleet app is installed). All steps are To-Do activities, and are scheduled for the day the offboarding plan is launched (0 days Before Plan Date).

  • Organize knowledge transfer inside the team: The manager must ensure all knowledge the employee has relating to their job position, is either documented or shared with colleagues so there is no knowledge gap.

  • Take Back Fleet: The fleet manager ensures any vehicles assigned to the employee are either unassigned (available for other employees) or the next driver is assigned. This step only appears if the Fleet app is installed.

  • Take Back HR Materials: The manager must obtain any documents and materials the HR department requires. It is recommended to check with the HR department to ensure everything required for this step is completed.

The three default steps in the Offboarding plan.

Modify offboarding plan

The default offboarding plan is minimal, so that modifications can be made to accommodate any company’s offboarding needs. Every company has different requirements, therefore it is necessary to add the required steps to the offboarding plan.

If the offboarding plan is universal, add or modify the default offboarding plan. If the offboarding plan needed is only for a specific department, then a new plan should be created, specifically for that department.

To modify the default plan, first navigate to Employees app ‣ Configuration ‣ Activity Plan, then click on Offboarding.

To modify a step, click on the step and an Open: Activities pop-up window appears. Make any desired modifications to the step, then click Save to accept the changes and close the pop-up window.

To add a new step, click Add a line at the bottom of the listed activities in the Activities To Create tab, and a blank Create Activities pop-up window appears. Enter all the information in the pop-up window, then click Save & Close if there are no other steps to add, or click Save & New if more steps are needed.

Configure all the desired steps for the offboarding plan.

Create offboarding plan

For some companies, specific offboarding plans may be necessary for some departments. For these cases, a new department-specific offboarding plan may be needed.

To create a new offboarding plan, first navigate to Employees app ‣ Configuration ‣ Activity Plan. Click the New button in the upper-left corner, and a blank plan form loads.

Ange följande information på formuläret:

  • Plan Name: the specific name for the plan.

  • Model: This field specifies where this plan can be used. In this case, in the Employees app. This field is not able to be modified.

  • Department: if left blank (the default setting) the plan is available for all departments. To make the plan department-specific, select a department using the drop-down menu.

Next, add the various steps for the plan by clicking Add a line at the bottom of the listed activities in the Activities To Create tab, and a blank Create Activities pop-up window appears.

Enter the following information in the pop-up window:

  • Activity Type: Using the drop-down menu, select the specific activity to be scheduled. The default options are Email, Call, Meeting, To-Do, or Upload Document. If the Sign app is installed, a Request Signature option is available.

  • Summary: Enter a short description for the step.

  • Assignment: Using the drop-down menu, select the person assigned to perform the activity. The default options are: Ask at launch, Default user, Coach, Manager, and Employee. If the Fleet app is installed, a Fleet Manager option is available.

    Observera

    The selection for the Assignment role is in relation to the employee. If Coach is selected, the employee’s coach is assigned to the activity.

    If Default user is selected, an Assigned to field appears. Using the drop-down menu, select the user who will always be assigned this activity.

  • Interval: Configure the fields in this line to determine the due date of the activity. Enter a number in the first field, then, using the drop-down menus in the following two fields, configure when the due date should be created; (#) of days, weeks, or months, either Before Plan Date or After Plan Date.

When the Create Activities for is completed, click Save & Close if there are no other steps to add, or click Save & New to add more steps, as needed.

Example

A company specializing in after-school art programs has two separate offboarding plans, one for the teachers working in the field, and one for office workers.

The offboarding plan for the teachers is set for the Art Program Teachers department, and includes specialized tasks relating to those jobs. These include ensuring all art supplies are catalogued and returned, all student feedback forms are turned in, and all access badges and keys for the various locations are returned.

An offboarding plan configured for art teachers.

Launch offboarding plan

After an employee has given notice (typically two weeks) or once the company has decided to terminate the working relationship with the employee, the offboarding plan should be launched. Navigate to the Employees app and click on the departing employee profile. Click the Launch Plan button, and a blank Launch Plan pop-up window loads.

The Launch Plan button on the employee profile.

Using the drop-down menu, select the desired offboarding plan in the Plan field. Then, using the calendar selector, set a date in the Plan Date field. This is typically the day the employee gave notice, but any date can be selected.

The right-side of the Launch Plan pop-up window displays all the steps in the selected plan, grouped by what was selected in the Assignment fields for the various plan steps.

Once the Plan and Plan Date fields are configured, click the Schedule button, and Odoo schedules everything in the plan, according to their respective due dates. All scheduled activities appear in the chatter of the employee profile.

Arkivera en anställd

In Odoo, when an employee leaves the company they must be archived. This step should be done after the employee has been fully offboarded. To archive an employee, first navigate to the Employees app. From here, locate the employee who is leaving the company, and click on their employee card.

Formuläret för den anställde laddas och visar all information om den anställde. Klicka på ikonen (gear) i det övre vänstra hörnet, så visas en rullgardinsmeny. Klicka på Archive, och ett popup-fönster med Employee Termination visas.

Fyll i följande fält på formuläret:

  • Avgångsorsak: Välj en anledning till att den anställde slutar i rullgardinsmenyn. Standardalternativen är:

    • Fyrad: Välj detta alternativ när en anställd ska sägas upp och företaget har meddelat detta.

    • Resigned: Välj detta alternativ när den anställde inte längre vill vara anställd och den anställde har sagt upp sig.

    • Resigned: Retired: Select this option when the employee is retiring.

    • Blev frilansare: Välj detta alternativ när den anställde inte längre arbetar för företaget, utan istället blir frilansare.

    • Mutual Agreement: Select this option when both parties have agreed to terminate their working relationship.

  • Kontraktets slutdatum: Använd kalenderväljaren för att välja den sista dagen som den anställde arbetar för företaget.

  • Detaljerad orsak: Ange en kort beskrivning av den anställdes avgång i detta fält.

  • Stäng aktiviteter: Markera kryssrutan bredvid varje typ av aktivitet för att stänga eller ta bort alla öppna aktiviteter som är kopplade till den. Vi rekommenderar att du kryssar i alla kryssrutor som är tillämpliga. De tillgängliga alternativen är:

    • Appraisals: avbryter alla värderingar som planeras efter avtalets slutdatum.

    • Contract: anger ett slutdatum för det aktuella kontraktet.

    • Company Car: tar bort den anställde som förare för sin nuvarande tjänstebil, och tilldelar nästa förare, om tillämpligt.

    • Equipment: unassigns the employee from any assigned equipment.

  • HR Info: Markera kryssrutan bredvid Send Access Link för att skicka en nedladdningslänk till den anställdes personliga e-postadress, som innehåller alla deras personliga HR-filer.

  • Private Email: This field appears if the HR Info checkbox is ticked. If there is a private email listed on the employee profile, this field is automatically populated. If no private email address is on their record, enter the private email address for the employee.

När formuläret är ifyllt klickar du på Apply. Den anställdes uppgifter arkiveras, ett e-postmeddelande med en nedladdningslänk till de personliga dokumenten skickas till den anställdes privata e-postadress (om sådan har valts) och en röd Archived-banner visas i det övre högra hörnet av formuläret för den anställde. Chattern loggar Departure Date och Departure Reason, och om en åtkomstlänk skickades via e-post.

Formuläret för uppsägning av anställd med alla fält ifyllda.

Observera

När du försöker skicka åtkomstlänken för HR-dokument kan ett popup-fönster med Invalid Operation visas med följande felmeddelande:

Medarbetarens relaterade användare och privata e-post måste vara inställda för att använda funktionen ”Skicka åtkomstlänk”: (Medarbetarens namn)

Om detta fel visas, klicka på Close för att stänga popup-fönstret och markera sedan kryssrutan Send Access Link för att avmarkera den i popup-fönstret Employee Termination.

Klicka på Apply för att arkivera den anställde och avsluta de valda aktiviteterna i popup-fönstret Employee Termination och återgå till formuläret för den anställde.

Kontrollera att följande fält är ifyllda i formuläret för anställda:

  • Privat information fliken: Se till att en e-postadress anges i fältet Email.

  • Fliken HR Settings: Se till att en Related User är markerad i motsvarande fält.

Efter att nödvändig information har angetts, skickar du tillbaka åtkomstlänken för HR-dokument