Skip to main content

Offboarding user role

Martha Sykes
Updated
hr-step_4.svg

This guide will show how to create an Offboarding Role to give leavers restricted access to HR for a limited period to view data such as Payslips.

 

Contents

 

Introduction

Offboarding allows Leavers to automatically be given continued controlled access to HR for a period of time from their leaving date. This is especially useful if you hold payslip information in HR, as Leavers will be able to access this information without having to contact HR.

Note: Offboarding is a specific user role in HR and in order to create this you will need to have access to the Role Management security area.

 

To create an offboarder role

  • Go to the following area:
    • Latest (left-hand) menu: System Configuration > Role Management
    • Pre 2025 (top) menu: System > Security > Role Management
  • Click Insert New Record
  • Enter a Description for the role. It is unlikely that any other access is required on this page, but review and select as appropriate to your organisation.
  • Click Update

 

To apply security to the role

  • Click on the name of the newly created role from the summary view
  • From the list of Actions, click on Pages
  • Enable Read Only access on any pages as required
  • Review the other security areas and configure any that you may wish the role to be able to access
  • At each stage of making changes, you will be prompted to confirm the role changes

Notes: 

  • The Offboarding User Role will be shared by multiple leavers, so you will need to ensure that you are establishing the security settings for all occupants of the role
  • A member of the Ciphr Implementation team will discuss and confirm with you the name of the role that employees are to go into on being made a Leaver. Check with Customer Care if you need this configured after your implementation has been completed
  • If an employee is moved into an Offboarding role, they are still counted and are in the Leavers set of records

 

Set the access period after leaving

  • There is a system setting to control how long after the leave date an account should have access for which can be found in:
  • (System) > System Configuration > System Settings > Configuration tab
  • The account expiry date is calculated from midnight at the start of the employee’s final working day
  • To ensure access throughout their last day, it’s recommended to set the expiry field to at least 1, which grants access until the end of that day
     

How Offboarding Works

  • If the leaving date for the employee is either in the past or is today, then the employee is made a Leaver and moved automatically into the “Offboarder” role. The employee will be able to gain access to their record for the specified period of time and be able to access the areas as determined by their User Role
  • If the Date Left for the employee is in the future, the employee will automatically change User Role when the leave date is reached
  • You will need to ensure that the Leaver’s Contact Email Address is changed to their personal email, usually copied from Home Email Address which they will use to sign in
     

Footer

Related articles

Comments

0 comments

Article is closed for comments.