Offboarding

This document ensures a secure and consistent process when an employee exits the company, including revocation of access, return of company assets, and knowledge transfer. This is really the implementation details of the Offboarding and Access Termination section of our Human Resource Security Policy.

Please note that this is a checklist and that not all items will apply to all employees. Managers should work with employees throughout this process to ensure all required items are completed.

Exit Event

This starts when an employee has given notice or is terminated.

• Confirm resignation or termination in writing.
• Determine last working day and communicate to relevant internal teams.
• Schedule off boarding meetings with relevant people. As a starting point please consider the following:
  • Your Manager
  • People Operations
• Plan knowledge transfer sessions and identify documentation needs.
• Set final day for employment in Rippling.

Company Property Recovery

Timeline for this to be created after an exit event. May be completed after final day given shipping times.

• Retrieve or confirm destruction of:
  • Company-issued laptops, phones, or hardware tokens (via https://helloretriever.com)
  • Physical access cards or security badges
• Update the asset inventory log.
• Disable remote wipe options once device is returned.

Communication & Knowledge Transfer

Manager and Employee should begin working on a plan for these items after an exit event.

• Announce departure internally with clarity and respect.
• Set up out-of-office reply or forward emails as appropriate.
• Notify customers or partners (if employee held external role).
• Document outstanding work, current blockers, and context. Determine best place to document (Code Comments, PR’s, Issues, Docs) based on the context needed.
• Conduct project handoff meetings.
• Ensure technical documentation is up to date.

Final People Operations and Legal Tasks

To be completed on or before last working day.

• Prepare final paycheck (Rippling will do this automatically for US employees).
• Terminate benefits and provide COBRA notice (if applicable), automatic in Rippling for US employees.
• Disable access to Rippling (automatic, but listed in case of non-rippling employees).
• Conduct exit interview (document feedback and insights)

Access and Security

To be completed on or before last working day.

• Revoke access to:
  • Google Workspace (automatic in rippling)
  • Google Cloud (automatic as a result of loss of Google Workspace/SSO)
  • GitHub (requires manual work)
    • Remove from Organization
    • Remove from Codeowners files
  • Discord (remove Birder role — requires manual work)
• Transfer ownership of:
  • Google Drive contents
  • Email forwarding to manager

Post-Exit Verification

To be completed the week after the last working day.

• Audit access logs and confirm revocation of all accounts (specifically our accounts and services list)
• Check that no sensitive data remains in personal drives/emails
• Document offboarding completion in personnel file
• Review any lessons learned to improve future offboarding