Desligamento

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.

Insira as seguintes informações no formulário:

  • 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.

    Nota

    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.

Arquivar um funcionário

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.

O formulário do funcionário é carregado, exibindo todas as suas informações. Clique no ícone (engrenagem) no canto superior esquerdo e um menu suspenso será exibido. Clique em Arquivar, e uma janela pop-up Rescisão de funcionários será exibida.

Preencha os seguintes campos no formulário:

  • Motivo do desligamento: Selecione um motivo pelo qual o funcionário está saindo no menu suspenso. As opções padrão são:

    • Demitido: Selecione essa opção quando um funcionário for demitido e a empresa tiver dado aviso prévio.

    • Renunciou: Selecione essa opção quando o funcionário não quiser mais ser funcionário e tiver dado aviso prévio.

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

    • Passou para autônomo: Selecione essa opção quando o funcionário não estiver mais trabalhando para a empresa, mas estiver se tornando um trabalhador autônomo.

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

  • Data final do contrato: No seletor de calendário, selecione o último dia em que o funcionário trabalhará para a empresa.

  • Detalhes do motivo: Digite uma breve descrição da saída do funcionário nesse campo.

  • Fechar atividades: Marque a caixa de seleção ao lado de cada tipo de atividade para fechar ou excluir atividades abertas associadas a ela. Recomenda-se marcar todas as caixas de seleção aplicáveis. As opções disponíveis são:

    • Avaliações: cancela todas as avaliações agendadas após a data de término do contrato.

    • Contrato: aplica uma data final para o contrato atual.

    • Carro da empresa: remove o funcionário como motorista do carro atual da empresa e atribui o próximo motorista, se aplicável.

    • Equipment: unassigns the employee from any assigned equipment.

  • Informações de RH: Marque a caixa de seleção ao lado de Enviar link de acesso para enviar um link de download para o endereço de e-mail pessoal do funcionário, contendo todos os seus arquivos pessoais de RH.

  • 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.

Quando o formulário estiver completo, clique em Aplicar. O registro do funcionário é arquivado, um e-mail com um link para download dos documentos pessoais é enviado para o endereço de e-mail pessoal do funcionário (se selecionado) e um banner vermelho Arquivado aparece no canto superior direito do formulário do funcionário. O chatter registra a Data e o Motivo do desligamento, e se um link de acesso foi enviado por e-mail.

O formulário de rescisão do funcionário com todos os campos preenchidos.

Nota

Ao tentar enviar o link de acesso aos documentos de RH, uma janela pop-up Operação inválida pode aparecer, exibindo a seguinte mensagem de erro:

O usuário relacionado e o e-mail pessoal do funcionário devem ser definidos para usar a função “Enviar link de acesso”: (Nome do funcionário)

Se esse erro ocorrer, clique em Fechar para fechar a janela pop-up e, em seguida, marque a caixa de seleção Enviar link de acesso para desmarcá-la na janela pop-up Rescisão do funcionário.

Clique em Aplicar para arquivar o funcionário e fechar as atividades selecionadas na janela pop-up Rescisão do funcionário, retornando ao formulário do funcionário.

No formulário do funcionário, verifique se os seguintes campos estão preenchidos:

  • Aba Informações pessoais: Certifique-se de que um endereço de e-mail seja inserido no campo E-mail.

  • Aba Configurações de RH: Certifique-se de que um Usuário relacionado esteja selecionado no campo correspondente.

Depois que as informações necessárias forem inseridas, reenvie o link de acesso aos documentos de RH