FS-DOC-03Operations
Process Runbook / SOP
Employee Offboarding
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This runbook is your team's operating guide for the automated Employee Offboarding process. It explains what the automation does at each step, what your team is responsible for, how to handle exceptions, and who to call when something needs attention. FullSpec builds, monitors, and maintains the automation end to end. Your team's role is limited to confirming a departure in BambooHR, conducting the exit interview, and confirming equipment return in Jira.
01Process overview
When an employee's departure date is set in BambooHR, the automation triggers immediately. It suspends all system access via Okta and Google Workspace within minutes, creates a structured offboarding task board in Jira, sends a payroll notification to Xero, dispatches an exit survey to the departing employee, posts a completion summary to Slack, and closes the BambooHR record once equipment return is confirmed. The entire process, which previously took four to six hours of HR coordination per offboarding, is reduced to under one hour of human involvement. Your team retains two steps that require judgement: the exit interview and the equipment return confirmation.
Process name
Employee Offboarding
Trigger
Departure date set or employee status changed to 'departing' in BambooHR
Final output
BambooHR record closed and timestamped, all accounts suspended, Jira tasks assigned, payroll notified, exit survey sent, Slack summary posted
Agents running
Access Revocation Agent, Task and Notification Agent
Tools involved
BambooHR, Okta, Google Workspace, Jira, Xero, Slack
Weekly volume
Approximately 2 to 4 offboardings per month (triggered per confirmed departure)
Human checkpoint
Exit interview (HR Manager) and equipment return confirmation (Manager via Jira task)
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FS-DOC-03Operations
02Step-by-step: what happens and who acts
What you actually need to do: Your only required action in the automated flow is to update the employee's status or last working day in BambooHR. This single entry triggers every downstream task. You also conduct the exit interview in person or by form, and your manager confirms equipment return directly in the Jira task assigned to them. Everything else is handled by the automation.
Step
What happens
Who acts
Type
1
The HR Manager updates the employee's status to 'departing' or sets a last working day in BambooHR. This is the single entry that starts the entire offboarding workflow.
HR Manager
Human
2
BambooHR fires a webhook to the automation platform the moment the departure date is saved. No further action is needed from HR to start the process.
Automation
Automated
3
The Access Revocation Agent calls the Okta API to immediately suspend the employee's SSO session, revoking access to all connected SaaS applications at once.
Access Revocation Agent
Automated
4
The Access Revocation Agent calls the Google Workspace Admin API to disable the user account, set an out-of-office auto-reply, and transfer Drive file ownership to the employee's manager.
Access Revocation Agent
Automated
5
The Task and Notification Agent creates a templated Jira offboarding board. Subtasks for equipment return, payroll sign-off, and exit interview are automatically assigned to the correct owners with the departure date set as the due date.
Task and Notification Agent
Automated
6
The Task and Notification Agent sends a structured payroll notification to the finance lead in Xero, including the final working day, the accrued leave balance pulled from BambooHR, and any equipment deduction flags.
Task and Notification Agent
Automated
7
The HR Manager conducts the exit interview with the departing employee in person or via a structured form. Notes are recorded by HR. This step is not automated because it requires human judgement and empathy.
HR Manager
Human
8
On the penultimate working day, the automation emails the departing employee's personal email address with the exit survey link. The send date is calculated from the last working day stored in BambooHR.
Task and Notification Agent
Automated
9
The manager marks the equipment return Jira task as complete once the laptop, phone, and access cards are received. This is the trigger for the automation to close the record.
Manager
Human
10
Once the equipment return task is confirmed in Jira, the automation posts a full offboarding summary to the HR Slack channel, listing all completed tasks and any items still pending.
Task and Notification Agent
Automated
11
The automation updates the BambooHR employee record to 'offboarded' and timestamps the completion for audit purposes. The record is now closed and the offboarding is complete.
Task and Notification Agent
Automated
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FS-DOC-03Operations
03Handling exceptions
Situation
What the system does
What you do
Departure date is set in BambooHR but key fields are missing (e.g. reason for leaving or manager name)
The automation starts but flags the incomplete record in Slack, tagging the HR Manager. The access revocation still runs immediately to avoid security risk. Non-critical fields are marked as pending in the Jira board.
Open BambooHR and complete the missing fields within one business day. The Jira board updates automatically once the data is present.
A duplicate offboarding run is triggered because the departure date is edited after the first trigger
The automation detects that an active offboarding workflow already exists for that employee ID and blocks the duplicate. A Slack alert is sent to the HR Manager confirming that only one run is active.
Review the Slack alert to confirm the correct departure date is in BambooHR. If a change was intentional, contact FullSpec at support@gofullspec.com to adjust the active run manually.
Okta or Google Workspace API returns an error during account suspension
The automation retries the failed API call up to three times with a two-minute gap between attempts. If all retries fail, it sends an urgent Slack alert to the HR Manager and IT Administrator with the specific error code and the account that was not suspended.
The IT Administrator must manually suspend the account in Okta or Google Workspace immediately using their admin console. Log the manual action in the relevant Jira subtask and notify FullSpec so the API issue can be investigated.
The manager does not confirm equipment return in Jira within three business days of the last working day
The automation sends a reminder to the manager via Slack or email on day two and again on day three. If no confirmation is received by day four, the HR Manager receives an escalation alert and the Jira task is flagged as overdue.
Contact the manager directly to chase the equipment. Once return is confirmed, mark the Jira task complete so the automation can close the BambooHR record. Do not mark the record closed manually unless instructed by FullSpec.
The departing employee does not respond to the exit survey email
The automation does not send a second survey email automatically. The survey completion status is noted as 'no response' in the Jira board and included in the Slack summary.
HR may choose to follow up with the employee directly using their personal email. No automation action is needed. The offboarding process continues to close regardless of survey response.
A connected tool such as Jira or Xero is unavailable at the time the automation runs
The automation pauses the affected step and retries every fifteen minutes for up to two hours. All other steps that do not depend on the unavailable tool continue as normal. If the tool remains unavailable after two hours, a Slack alert is sent to the HR Manager with a list of tasks that could not be completed.
Check the tool's status page to confirm the outage. Once the tool is back online, contact FullSpec at support@gofullspec.com to trigger a manual retry of the paused steps. In the meantime, send the payroll notification directly to the finance lead via email as a backup.
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. The FullSpec rows are fixed and do not need to be updated. Share this completed table with anyone who may need to act during an offboarding run.
Role
Name
How to reach them
HR Manager (Process owner)
[Your name]
[Your email or Slack handle]
IT Administrator
[IT Admin name]
[IT Admin email or Slack handle]
Finance Lead
[Finance lead name]
[Finance lead email]
Departing employee's manager
[Manager name, filled per offboarding]
[Manager email or Slack handle]
FullSpec builder
FullSpec Team
support@gofullspec.com
FullSpec support
FullSpec Support
support@gofullspec.com
For any automation failure, API error, or unexpected behaviour, contact FullSpec at support@gofullspec.com before attempting a manual workaround. Include the employee name, the date and time of the trigger, and the Slack alert message if one was sent.
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05Ongoing maintenance
Whenever a tool is added or removed (e.g. a new SaaS app is rolled out)
Notify FullSpec so the access revocation flow can be updated to include or exclude the new tool. Okta is the central point for SSO-connected apps; tools not connected to Okta may need a separate revocation step added.
HR Manager notifies FullSpec via support@gofullspec.com
Whenever the exit survey or Jira task template changes
Send the updated template to FullSpec for integration into the automation. Do not edit the live Jira template directly as this may break the automated task creation logic.
HR Manager sends update to FullSpec
Monthly spot-check (first week of each month)
Review the last three to four offboarding runs in BambooHR and Jira. Confirm that every record is marked 'offboarded', all Jira tasks are closed, and no accounts appear active for former employees in Okta.
HR Manager
Weekly error-log review
Check the HR Slack channel for any automation alert messages from the previous week. If any alerts reference a failed API call or a skipped step, forward the message to support@gofullspec.com for review.
HR Manager or IT Administrator
When a team member listed in the contact table changes roles or leaves
Update the contact table in this document and notify FullSpec so that Jira task assignments and Slack alert routing can be updated to reflect the new person.
HR Manager updates document and notifies FullSpec
Quarterly volume review (every three months)
Review offboarding volume against the baseline of two to four per month. If departure frequency increases significantly, assess whether automation capacity and Jira board templates need to be scaled or adjusted. Share findings with FullSpec.
HR Manager with FullSpec support
The single most common maintenance issue for this process is an Okta app connection becoming stale after a SaaS tool updates its OAuth configuration or the business adds a new application. If a departing employee's account in a specific app is not suspended despite a successful Okta call, this is almost always the cause. Run a monthly spot-check in Okta to confirm all active app integrations are healthy, and contact FullSpec immediately if a new tool is added to your stack so it can be wired into the revocation flow before the next offboarding.
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