Working with Offboarding Tasks

Just as onboarding plays a pivotal role in welcoming new employees, offboarding holds equal importance in ensuring a smooth and professional departure. This detailed guide will give you a deep understanding of how to create and manage offboarding tasks. You will gain insights into identifying essential tasks, assigning them to appropriate individuals, and tracking their completion.

To create a task, perform these quick steps:

1. Make sure you are logged in to your Spark.work account;
2. Navigate to the We → Employee Profile → On/Offboarding tab;
3. Select the Offboarding tab and click the + Add button;
4. Fill in the fields in the Offboarding Template window:

• Choose the appropriate template type from the list of previously created templates in Settings → Offboarding Templates;
• Select the template name that best suits the onboarding process you are creating:
  
  
• Once you select the template name, the task assignments will become visible in the Assignee window on the right;
• Select the individuals responsible for completing each task within the phases. You can also modify already selected options configured in Settings → Offboarding Tasks.
• Give this offboarding a name;
  
• Choose the person who will serve as the Offboarding Manager for this task;
• Specify the date on which the offboarding process will commence;

Note: By default, tasks with active and upcoming statuses are displayed in the list. To view all tasks, click the Clear All button. To view tasks with a specific status, click the filter button and select the desired status. For more information about task statuses, please refer to the dedicated section.

Upon assigning tasks, recipients will receive notifications prompting them to respond. 

To respond to a task notification, follow these steps:

1. Ensure you are logged in to your raiseR account;
2. Navigate to the Bell notification on the main menu ribbon and click it to open the notification panel;
3. Choose one of the following options:

• Reassign: Transfer the task to another individual by selecting their name;
• Reject: Decline the task assignment and provide a reason for rejection;
• Accept: Agree to undertake the assigned task and proceed with its completion.

     4. Finally, click Save/Cancel to save or discard the changes accordingly.

Once all tasks are completed, the assignee can mark them as done to finalize their work. These tasks can be General, encompassing various types such as Instruction, Checkbox, File to Upload, File to Download, and Email Tasks. To delve deeper into the specifics of these task types, refer to the Creating Offboarding Tasks article.

The following steps are required to mark a task as completed:

1. Navigate to the employee's profile for whom you've completed the assigned tasks;
2. Select the Onboarding tab and click on the task;
3. Identify the task phase to which the completed tasks belong;
4. Click on the specific tasks you've finished to mark them as complete;
5. Select one of the following options to complete the action:

• Cancel: Discard any changes made and return to the previous state;
• Save: Save the completed tasks as a draft for further editing or submission later. The task status remains unchanged;
• Mark as Done: Confirm the completion of the selected tasks and change their status to Done.

Tasks can be intentionally omitted due to specific reasons, and the task status will be changed to Skipped.

Note: Only Onboarding Managers, holding specific permissions, are allowed to skip tasks. Task owners have the ability to edit their assigned tasks, whereas Onboarding Managers can only view task details by clicking on the task name, without the option to edit.

Tip: Onboarding Managers have the authority to cancel or close the onboarding process. The Close Onboarding button is only enabled when all tasks are marked as Done, ensuring no outstanding or overdue tasks remain.

Congratulations on successfully mastering the intricacies of creating and managing Onboarding and Offboarding tasks.