Automating Employee Offboarding in Bitrix24
Imagine a key developer resigns. The IT department finds out a week later, and their access to production servers remains active for another month. This scenario is not uncommon. We automate offboarding in Bitrix24 so that every step is executed on time and without losses. Over years of work, we have implemented dozens of HR automations — each has cut offboarding processing time by three compared to manual approach.
Why the Standard Approach Doesn't Work
Manual offboarding is a chain of uncoordinated actions. IT doesn't disable accesses until the last moment, accounting waits for data from 1C, and the manager delays confirming the handover. As a result, the average offboarding time is 3–5 days, and in 7 out of 10 cases errors occur: a missed step, incorrect calculation, untimely access revocation. For example, in one company, a former employee retained CRM access for another month, leading to a data leak.
Automating business processes in Bitrix24 solves these problems. The process is configured according to your regulations.
How to Set Up an Offboarding Business Process Step by Step?
- Creating an Offboarding Card — when an application is filled out, HR creates a card in Bitrix24 with data: employee, date, reason, type of offboarding.
- Assigning Responsible Persons — the system automatically determines participants: manager, IT, admin, accounting, security.
- Parallel Tasks with Deadlines — each department receives a task with a checklist and deadline. HR sees the overall progress on a board.
- Automatic Access Revocation — after the checklist is completed, integration with Active Directory or Google Workspace can be connected to disable accounts.
- Exit Interview and Analytics — at the document signing stage, a task for HR is launched with a question template. Results are saved in the card.
- Process Completion — after all steps are completed, the employee is removed from the company structure.
Clearance Checklist as a Set of Parallel Tasks
Each department receives a task with a checklist and deadline. If the responsible person does not close the task on time, HR receives an escalation notification.
| Department | Task | Deadline |
|---|---|---|
| IT department | Disable accounts, collect equipment | 1 day before offboarding |
| Admin | Collect pass, keys, parking card | Last working day |
| Accounting | Close advance reports, return accountable funds | 3 days before offboarding |
| Manager | Confirm handover | 5 days before offboarding |
| Security | Sign NDA, collect material pass | Last working day |
Example checklist for IT department
- Corporate email — disable, set up forwarding
- Bitrix24 — remove from structure
- VPN — revoke certificate
- External services — disable SSO sessions
- File storages — transfer document ownership
Why Automated Offboarding Is More Profitable Than Manual Process?
Automation in Bitrix24 reduces the number of errors by 5 times compared to manual process. Instead of 10–15 emails — one task with parallel flows. Instead of losing checklists — mandatory fields and automatic verification. Comparison:
| Criterion | Manual Process | Automated in Bitrix24 |
|---|---|---|
| Processing time | 3–5 days | 1–2 days |
| Number of errors | 5–7 per 10 offboardings | 1–2 |
| Deadline control | Absent | Deadlines and escalation |
| Notifications | Manually | Automatically |
In practice, at a company with 200 employees, we reduced the average offboarding time from 4 days to 1 day, and security incidents dropped by 5 times. HR department resource savings amounted to 70%.
Process Completion and Analytics
When transitioning to the "Document Signing" stage, a task is created for HR to conduct an exit interview. The question template is attached to the task. Results are saved in the card and available to management. Offboarding statistics by periods, departments, and reasons are built via Bitrix24 reports.
What Is Included in the Setup
- Offboarding business process with stages and parallel tasks
- Clearance checklist with deadlines and escalation
- Automatic notifications to responsible persons
- Exit interview template
- Integration with fixed asset accounting — checking assigned equipment
- Report with offboarding progress and turnover statistics
- Process documentation and HR specialists training
- Technical support for 1 month after implementation
We guarantee that offboarding processing time will be reduced by at least 60% if regulations are followed. Want to see how it works? Contact us — we'll show a demo stand and explain how to adapt the process for your company.
If you are thinking about automating HR processes, get a consultation — we will assess your current process and offer the optimal solution.