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Launch Plan
Employee Offboarding Automation
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything you need to know about how your Employee Offboarding automation goes from confirmed process map to live production system. It is written for you, the business owner or HR lead, not for a technical audience. FullSpec handles all build, integration, and testing work. Your role is to provide tool access, confirm one key configuration decision before the build begins, and monitor results once the automation is live.
01What you're launching
You are launching a fully automated employee offboarding workflow that triggers the moment a departure is confirmed in BambooHR. Today, your HR manager spends four to six hours per offboarding coordinating IT access revocation, equipment return, payroll notification, and record closure through informal Slack messages and email, with no audit trail and significant risk of steps being missed. After go-live, a single status change in BambooHR triggers every downstream action automatically: Okta and Google Workspace accounts are suspended within minutes, a structured Jira task board is created with the right owners and due dates, payroll is notified in Xero with the correct figures, and the exit survey is sent to the departing employee. HR retains only the exit interview and the final equipment confirmation, both of which require human judgement. Every other step runs without manual involvement.
Process
Employee Offboarding
Trigger
Departure date set or employee status changed to 'departing' in BambooHR
Final output
All accounts suspended, tasks assigned, payroll notified, exit survey sent, Slack summary posted, and BambooHR record timestamped and closed
Agents being built
2 agents: Access Revocation Agent, Task and Notification Agent
Tools involved
BambooHR, Okta, Google Workspace, Jira, Xero, Slack
Volume
2 to 4 offboardings per month (approximately 3 runs this month)
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02How the build works
The build runs across four sequential stages: Connect, Build, Test, and Launch. FullSpec manages every technical task within each stage. Your involvement is lightweight and concentrated in Connect, where you grant tool access, and in Test, where you review a single end-to-end run using a dummy employee record. The total delivery window for this Standard build is four business weeks, covering 22 hours of build effort across two agents and six integrated tools.
Complexity level: Moderate. This build involves API connections to Okta and Google Workspace Admin, both of which require service account configuration and scope approval. Estimated delivery window: 4 business weeks. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Sends a credential request form listing every tool and the exact access level required. Reviews your existing offboarding steps, confirms field mappings for BambooHR and Xero, and documents the trigger condition and workflow logic before any build work begins.
You
Complete the credential request form with admin login details or API keys for BambooHR, Okta, Google Workspace, Jira, Xero, and Slack. Confirm the one configuration decision outlined in Section 03. Attend a single 30-minute kickoff call if needed.
2Build
Business days 4 to 15
FullSpec
Builds the Access Revocation Agent first: Okta suspension flow, Google Workspace account disable, Drive ownership transfer, and auto-reply setup. Then builds the Task and Notification Agent: Jira board creation, Xero payroll notification, exit survey dispatch via Google Workspace, Slack summary, and BambooHR record closure. All agents are unit-tested in a sandbox environment before QA.
You
No action required during the build stage. FullSpec will contact you only if an unexpected access or permissions issue arises with one of your tools. You can expect a brief mid-build status update at the end of Week 2.
3Test
Business days 16 to 20
FullSpec
Runs a full end-to-end test using a dummy employee record in BambooHR. Validates Okta suspension, Google Workspace disable, Jira board creation, Xero notification, exit survey delivery, Slack summary, and BambooHR record closure. Tests edge cases including departures set on short notice and accounts with shared mailboxes. Resolves any failed steps before sign-off.
You
Review the test summary report provided by FullSpec. Confirm that the Jira task owners, Xero payroll recipient, and Slack channel destination all match your real team structure. Provide any corrections within one business day so the launch date is not delayed.
4Launch
Business day 20 to 21
FullSpec
Switches the automation from sandbox to production. Monitors the first live offboarding run in real time. Delivers the SOP and Runbook to your HR team. Provides a 7-day post-launch monitoring window and responds to any issues via support@gofullspec.com within one business day.
You
Notify your HR and IT leads that the automation is live. Process the next real departure as normal in BambooHR and watch the automation handle the downstream steps. Flag anything unexpected to FullSpec immediately.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. You will receive a credential request form at the start of Connect, and the table below explains exactly what is needed for each tool and when. All credentials are stored securely and used solely to configure and test the automation.
BambooHR
API key with read and write access to employee records; webhook configuration permission to set the departure trigger
Before Connect closes
Okta
API token with permission to suspend user sessions and manage lifecycle events; admin access to confirm connected app list
Before Connect closes
Google Workspace
Super-admin service account with Google Workspace Admin SDK and Drive API scopes enabled; permission to transfer file ownership and set account-level auto-replies
Before Connect closes
Jira
API token linked to a project admin account; access to create and configure project boards and assign default task owners
Before Connect closes
Xero
OAuth 2.0 connection to the payroll-enabled Xero organisation; read access to leave balances and write access to payroll notifications
Before Connect closes
Slack
Bot token with permission to post to the designated HR Slack channel; channel name or ID to be confirmed
Before Connect closes
One decision you must confirm before Connect closes: Which Xero user or role should receive the payroll notification when a departure is triggered? The automation needs a named recipient or distribution address. If this is left unconfirmed, the Xero payroll notification step cannot be built and tested, which will delay the full delivery window. Please confirm the payroll contact with FullSpec at kickoff.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR lead)
Conduct the exit interview with the departing employee. Confirm equipment return by updating the relevant Jira task. Review the Slack summary after each offboarding to spot any items flagged as pending. Update BambooHR with the departure date and reason as you do today.
Emailing IT to revoke access. Manually creating Jira tasks. Emailing payroll with final pay details. Sending the exit survey. Chasing IT, finance, or the manager for confirmations. Logging completion for audit purposes.
FullSpec
Monitor automation health and respond to any errors or failed runs flagged by the system. Apply updates if a connected tool changes its API behaviour or authentication requirements. Answer support queries at support@gofullspec.com within one business day.
Not applicable.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live offboarding runs through the automation. Okta and Google accounts are suspended within minutes of the BambooHR trigger. The Jira board is created automatically and the Slack summary appears in your HR channel. FullSpec monitors this run in real time.
No manual emails sent to IT. Access revoked in under 5 minutes. HR receives a Slack summary without chasing anyone.
Month 1
Two to four offboardings have run through the system. Your HR manager reports spending under one hour per offboarding instead of four to six. The Xero payroll notification arrives with the correct leave balance without any email from HR. BambooHR records are closed and timestamped automatically.
Consistent Jira task completion. No missed payroll notifications. BambooHR showing timestamped audit records for every departure.
Month 3
Approximately 6 to 12 offboardings have completed through the automation. You have recovered roughly 38 hours of HR time and saved approximately $1,950 in staff overhead. Zero accounts remain active after an employee's last day. The process runs without any HR involvement beyond the exit interview and equipment confirmation.
No security gaps reported. Payroll errors from offboarding reduced to zero. HR team no longer treating offboarding as a manual coordination burden.
Next step: FullSpec will send you the credential request form within one business day of this plan being confirmed. Complete it and return it so the Connect stage can open and the four-week delivery clock can begin. If you have any questions before then, contact the team at support@gofullspec.com.
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