Offboarding Hub App Overview

Manage employee transitions with dignity and compliance—from voluntary resignations to layoffs, ensuring knowledge transfer, legal compliance, and a positive last impression.

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What is the Offboarding Hub?

The Offboarding Hub is a comprehensive employee separation management platform that handles the entire offboarding process. It supports all termination types—voluntary, involuntary, retirement, end of contract, and layoffs—while ensuring compliance with WARN Act, ADEA/OWBPA requirements, and state-specific regulations.

Core Value Proposition:

• 🎯 Ensure Compliance — Automated WARN notices, separation agreements, and ADEA compliance for employees 40+
• 📋 Capture Knowledge — Structured knowledge transfer before departing employees leave
• 🤝 Maintain Relationships — Professional exit experience with former employee portal access
• 📊 Gain Insights — Exit interview analytics reveal retention improvement opportunities

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At a Glance

📊 Active Users	⏱️ Setup Time	🔗 Integrations	📱 Mobile Ready
[X]+ companies	15 minutes	6+ apps	✅ Yes

Perfect For:

• 🏢 HR Teams — Automate compliance and streamline separation processes
• 👥 Managers — Track knowledge transfer and equipment return for departing team members
• ⚖️ Legal/Compliance — Generate compliant separation agreements and WARN notices

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How It Works

The Offboarding Journey

┌─────────────────────────────────────────────────────────────────────────────────┐
│                         COMPLETE OFFBOARDING JOURNEY                             │
├─────────────────────────────────────────────────────────────────────────────────┤
│                                                                                  │
│  ┌──────────────┐     ┌──────────────┐     ┌──────────────┐     ┌────────────┐ │
│  │ RESIGNATION  │────▶│   ACTIVE     │────▶│  KNOWLEDGE   │────▶│   FINAL    │ │
│  │   REQUEST    │     │ OFFBOARDING  │     │   TRANSFER   │     │   STEPS    │ │
│  └──────────────┘     └──────────────┘     └──────────────┘     └────────────┘ │
│        │                    │                    │                    │         │
│        ▼                    ▼                    ▼                    ▼         │
│  ┌──────────────┐     ┌──────────────┐     ┌──────────────┐     ┌────────────┐ │
│  │ Manager      │     │ Tasks &      │     │ Exit         │     │ Access     │ │
│  │ Approval     │     │ Documents    │     │ Interview    │     │ Revoked    │ │
│  └──────────────┘     └──────────────┘     └──────────────┘     └────────────┘ │
│                                                                                  │
│                              ┌──────────────┐                                   │
│                              │  COMPLETED   │                                   │
│                              │ Former       │                                   │
│                              │ Employee     │                                   │
│                              │ Portal       │                                   │
│                              └──────────────┘                                   │
└─────────────────────────────────────────────────────────────────────────────────┘

Integration Ecosystem

                              ┌─────────────────┐
                              │   OFFBOARDING   │
                              │      HUB        │
                              └────────┬────────┘
                                       │
         ┌─────────────┬───────────────┼───────────────┬─────────────┐
         │             │               │               │             │
         ▼             ▼               ▼               ▼             ▼
   ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐
   │   FORMS   │ │E-SIGNATURE│ │  ASSET    │ │  FORMER   │ │  ASK AI   │
   │    APP    │ │    APP    │ │   PRO     │ │ EMPLOYEE  │ │  (Agent)  │
   │           │ │           │ │           │ │  PORTAL   │ │           │
   └─────┬─────┘ └─────┬─────┘ └─────┬─────┘ └─────┬─────┘ └─────┬─────┘
         │             │             │             │             │
         ▼             ▼             ▼             ▼             ▼
   ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐ ┌───────────┐
   │Exit forms │ │Separation │ │ Equipment │ │Post-work  │ │Check      │
   │& surveys  │ │agreements │ │ returns   │ │documents  │ │progress   │
   └───────────┘ └───────────┘ └───────────┘ └───────────┘ └───────────┘

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Key Features

🏠 Dashboard

A manager-friendly dashboard focused on people transitions.

Metric	Description
Terminating Soon	Employees with last working day in next 14 days
Active Offboarding	Plans currently in progress
Needs Attention	Plans with overdue tasks
Pending Resignations	Employee resignations awaiting approval

Quick Actions:

• Create new offboarding plan
• View all plans
• Review pending resignations
• Access settings

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📝 Resignation Workflow

Enable employees to submit resignations digitally with manager approval workflow.

Feature	Description
Self-Service Submission	Employees submit resignation directly from portal
Notice Period Policies	Auto-calculate last day based on role/tenure policies
Manager Approval	Multi-level approval (Manager → Department Head → HR)
Withdrawal Option	Employees can withdraw before final approval
Date Negotiation	Request different last day with reason

Workflow States:

• Pending → Manager Approved → HR Approved → Active Offboarding
• Pending → Withdrawn
• Pending → Rejected

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📋 Offboarding Plan Types

Support for all separation scenarios with type-specific task generation.

Plan Type	Description	Default Tasks
Voluntary	Employee-initiated resignation	Exit interview, knowledge transfer, equipment return, access revocation
Involuntary	Employer-initiated termination	Immediate access revocation, documentation, legal review
Retirement	Age-based departure	Extended knowledge transfer, retirement benefits, celebration planning
End of Contract	Contract completion	Contract review, final payment, equipment return
Layoff	Workforce reduction	WARN notices, severance, outplacement services

Plan Features:

• Auto-generated tasks by termination type
• Configurable duration (notice period)
• Successor assignment for knowledge handoff
• Manager and HR assignment

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📄 Document Management

Comprehensive document collection with e-signature integration.

Feature	Description
Document Library	Reusable templates for common documents
E-Signature Integration	Send documents for electronic signature
Document Packages	Bundle multiple documents into single signing
Upload Tracking	Monitor document submission status
Verification Workflow	HR review and approval of uploaded documents

Document Types:

• Separation agreements
• Non-disclosure reminders
• Benefits continuation notices
• Final paycheck acknowledgments
• Reference release forms

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📊 Exit Interview System

Capture valuable feedback before employees leave.

Feature	Description
Custom Templates	Create role/department-specific interview templates
Default Questions	Pre-built questions covering key areas
NPS Score	“Would you recommend” scoring for benchmarking
Rating Scales	5-point satisfaction ratings for manager, career, environment
Confidential Responses	Optionally anonymize feedback

Default Interview Topics:

• Primary reason for leaving
• Job satisfaction
• Manager satisfaction
• Career development opportunities
• Work environment rating
• Compensation satisfaction
• What we did well / could improve
• Would consider returning

Use Case: HR aggregates exit interview data to identify patterns—discovering that 40% of departures cite “lack of career development” enables targeted retention programs.

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📚 Knowledge Transfer

Structured process to capture institutional knowledge.

Feature	Description
Custom Templates	Role-specific knowledge transfer templates
Default Sections	Pre-built sections covering critical areas
Successor Assignment	Link to employee taking over responsibilities
Documentation Export	Generate knowledge transfer document for successor

Default Transfer Sections:

• Key Responsibilities
• Critical Processes
• Systems & Tools
• Key Contacts (internal/external)
• Ongoing Projects
• Tribal Knowledge (tips, tricks)
• Documentation & File Locations
• Recommendations for Successor

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⚖️ Compliance Management

Ensure legal compliance across all separation scenarios.

Separation Agreements:
| Feature | Description |
|———|————-|
| ADEA Compliance | Age Discrimination in Employment Act for employees 40+ |
| OWBPA Compliance | Older Workers Benefit Protection Act for group terminations |
| State Requirements | Auto-detect state-specific rules (CA non-compete prohibition) |
| Wizard Interface | Step-by-step agreement generation |
| E-Signature Integration | Send for legally binding signature |

Agreement Wizard Steps:

1. Employee Information
2. Termination Details
3. Severance Package
4. Release Terms
5. Restrictions (non-compete, non-solicitation)
6. Reference Policy
7. Review & Sign

WARN Act Notices:
| Feature | Description |
|———|————-|
| Notice Types | Plant closing, mass layoff |
| Multi-Recipient | Employee, union, state agency notices |
| 60-Day Tracking | Ensure compliance with advance notice requirements |
| Template Generation | Auto-generate compliant notice text |

Group Terminations:
| Feature | Description |
|———|————-|
| Bulk Planning | Create offboarding plans for multiple employees |
| WARN Integration | Auto-link to WARN notices |
| Age Demographics | Track for OWBPA compliance |
| Severance Calculator | Apply consistent severance formulas |

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🔐 Access Revocation

Automated IT deprovisioning on last working day.

Feature	Description
Auto-Revocation Job	Daily job revokes access on last working day
IT Task Generation	Creates tasks for manual deprovisioning
Notification Workflow	Alerts HR, manager, IT when access revoked
Audit Trail	Records who revoked access and when

Integration Points:

• Triggers IT tasks for system access removal
• Updates user status to inactive
• Records revocation timestamp

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💼 Asset Return (AssetPro Integration)

Track and manage equipment returns.

Feature	Description
Asset Tracking	View all assets assigned to departing employee
Return Tasks	Auto-create tasks for equipment collection
Condition Notes	Document asset condition on return
Audit Trail	Track return status and responsible party

Tracked Equipment:

• Laptops and computers
• Mobile devices
• Access badges/keys
• Company credit cards
• Vehicles

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🌐 Former Employee Portal

Post-separation document access for former employees.

Feature	Description
Personal Email Verification	Verify non-work email before termination
Portal Access Email	Send portal access on offboarding completion
Document Archive	Access pay stubs, W-2s, benefits docs
Configurable Duration	Set access period (default: 7 years)

Personal Email Verification Workflow:

1. HR verifies personal email during offboarding
2. On completion, portal access email sent to personal email
3. Former employee logs in with personal credentials
4. Access documents for configured duration

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📊 Analytics & Reporting

Offboarding Analytics:

• Total plans by status (active, completed)
• Plans by termination type (voluntary, involuntary, etc.)
• Average time to complete offboarding
• Task completion rates
• Exit interview NPS trends

Export Options:

• PDF plan summary
• CSV data export
• Compliance audit reports

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🤖 AI Agent

The Offboarding Agent helps managers and HR track separation processes.

Capabilities:
| Tool | Function |
|——|———-|
| get_offboarding_status | View status for employee |
| get_pending_tasks | See pending offboarding tasks |
| get_asset_returns | View assets to be returned |
| get_exit_checklist | View exit checklist items |
| get_my_offboarding_tasks | View tasks assigned to user |
| complete_offboarding_task | Mark task complete (confirmation required) |

Example Questions:

• “What offboarding tasks are pending?”
• “Show me the exit checklist”
• “What equipment do I need to return?”

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🔔 Notifications

Comprehensive email communications throughout the process.

Category	Notifications
Plan Lifecycle	Created, Started, Completed
Tasks	Reminder, Overdue
Exit Interview	Reminder, Completed
Knowledge Transfer	Reminder, Completed
Access	Access Revoked
Resignation	Submitted, Approved, Rejected, Pending Dept Head, Pending HR, Withdrawn

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User Roles & Permissions

Role	Capabilities
Employee	Submit resignation, view own portal, complete assigned tasks, fill exit interview/knowledge transfer
Manager	Create plans for team, approve resignations, assign tasks, view progress, receive notifications
HR/Admin	Full access: all plans, templates, compliance tools, analytics, settings, separation agreements

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How We Compare

See how MangoApps Workforce stacks up against leading HR solutions:

Feature	MangoApps Workforce	BambooHR	Rippling
Resignation Workflow	✅	✅	✅
Exit Interview Templates	✅	✅	✅
Knowledge Transfer System	✅	❌	❌
Separation Agreement Wizard	✅	❌	❌
WARN Act Compliance	✅	❌	💰
ADEA/OWBPA Compliance	✅	❌	❌
Group Termination Management	✅	❌	✅
Asset Return Tracking	✅	❌	✅
Former Employee Portal	✅	❌	❌
AI Agent	✅	❌	❌

Legend: ✅ Included

❌ Not Available

💰 Paid Add-on

Why MangoApps Workforce?

• 🔗 Unified Platform — Offboarding connects seamlessly with Onboarding, Forms, E-Signature, and AssetPro
• ⚖️ Built-in Compliance — WARN, ADEA, OWBPA, and state-specific requirements included
• 🤖 AI-Native — Built-in AI agent for process assistance

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Getting Started

For HR Administrators

1. Configure Settings — Set up notice periods, auto-revocation, notification preferences
2. Create Templates — Build offboarding templates for different roles/scenarios
3. Set Up Exit Interview — Create custom exit interview templates
4. Configure Knowledge Transfer — Define knowledge transfer sections
5. Enable Compliance — Configure separation agreement and WARN notice settings

For Managers

1. Review Resignations — Approve or request changes to submitted resignations
2. Create Plans — Initiate offboarding for team members
3. Assign Tasks — Delegate and track task completion
4. Conduct Exit Interview — Schedule and complete exit meetings
5. Ensure Knowledge Transfer — Verify documentation before last day

For Employees

1. Submit Resignation — Use self-service resignation form
2. Complete Tasks — Work through assigned offboarding items
3. Fill Exit Interview — Provide candid feedback
4. Document Knowledge — Complete knowledge transfer sections
5. Verify Personal Email — Ensure post-employment portal access

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Best Practices

• ✅ Start early — Initiate offboarding plans immediately upon resignation notice
• ✅ Use templates — Create templates for each termination type to ensure consistency
• ✅ Schedule knowledge transfer — Allow adequate time before last day
• ✅ Verify personal email — Critical for former employee portal access
• ✅ Review exit interviews — Aggregate data quarterly to identify retention issues
• ✅ Document compliance — Ensure WARN and ADEA requirements are met for applicable terminations
• ✅ Involve successor early — Include successor in knowledge transfer sessions

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Frequently Asked Questions

Q: How do employees submit resignations?
A: Employees access the Offboarding Hub, navigate to Resignations → My Resignation, and complete the self-service resignation form. The system calculates their last day based on notice period policies and routes the request through the approval workflow.

Q: What happens on the last working day?
A: If auto-revocation is enabled, a daily job automatically revokes system access, notifies HR and the manager, and creates an audit trail. This ensures security without manual intervention.

Q: How does the Former Employee Portal work?
A: During offboarding, HR verifies the employee’s personal email. Upon completion, the system sends a portal access email to that personal address. Former employees can then access documents (pay stubs, W-2s, benefits info) for the configured retention period (default 7 years).

Q: Can we handle group terminations/layoffs?
A: Yes, the Group Terminations feature supports bulk offboarding with WARN Act compliance, age demographics tracking for OWBPA, and consistent severance application across affected employees.

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Related Resources

• Onboarding Hub Overview — New hire onboarding
• Forms App Overview — Exit surveys and forms
• E-Signature App Overview — Separation agreement signing
• AssetPro Overview — Equipment tracking

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Handle every departure professionally—protect your company, respect your people, and learn from every transition.