Joining and leaving

An accepted offer is the point where recruiting hands responsibility to HR and the receiving team. An onboarding checklist belongs to one employee and identifies the type of handoff, its start date, target completion and overall status. Individual tasks carry a title, category, due date, assigned employee, status and evidence. That separation lets HR see whether a checklist is progressing while each person sees the work they own.

• Checklist. Choose Onboarding, Offboarding, Transfer or Rehire for the employee and set dates that match the actual change.
• Tasks. Assign IT, Facilities, Payroll, HR, Compliance, Manager, Buddy, Training or Self-Serve work to named employees.
• History. Keep a dated employment event for the hire, transfer or termination so the personnel record explains the change.

Start with a small checklist template that reflects the handoffs your team really performs. Agree which category owns account setup, pay-calendar placement and any mandatory learning assignment. A due date should be early enough to expose a blocker before the employee starts. Define what evidence is required to mark each task Completed, and who may mark an item Skipped. A blocked task should stay visible until the responsible person resolves it.

For a departure, decide when to open the Offboarding checklist, who verifies final pay and who records the termination event. The employee’s status and termination date must agree with the history. An employee leaving one role for another may need a Transfer checklist instead of a new-hire checklist. Keep the prior history available to the HR Business Partner.

A candidate accepts an offer for an open operations position. HR Business Partner confirms the employee’s legal entity, start date, manager and position. Create an Onboarding checklist for that employee with a target completion. Assign payroll preparation to an employee who can check the pay calendar, and a training task to the person preparing the required course enrollment. Assigned people report progress to Admin, who moves tasks from Pending to In Progress and then Completed as work is confirmed. Admin reviews the checklist total and unresolved blockers before the start date. Record the Hire employment event with its effective date.

If the worker later transfers to a different department, record the from and to positions in employment history and open a Transfer checklist for any access or training changes. For a leaver, use Offboarding, preserve the task evidence and let Payroll Admin review pay records for the final applicable period. Do not use a completed checklist as the sole proof that the employment status changed.

• Joining tasks — Due work by category, assigned person and blocked status.
• Active employees — Workers whose joining handoff has reached the live people record.

Follow a hire into work and review learning handoffs.