Icon for Employee exit taskflow solution

Employee exit

The 'Employee exit' taskflow manages the flow of tasks from requesting an employee to complete an exit survey, to removing the employee from the company's system on their final day.

A step-by-step guide to Employee exit

This guide will explain the 'Employee exit' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Notify the employee

In this section, the employee who is leaving the company is asked to complete the exit survey.

Employee details

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

Next you'll notice two faded out fields. These are called 'hidden fields'. These fields capture information without displaying it to the user and make the information available to other tasks in the taskflow.

The taskflow starts when a logged-in user (e.g. a manager or member of Human Resources) fills in this form with the details of the employee who is leaving the company.
Employee details

Notify employee of exit survey

The employee receives an email asking them to complete the exit survey by following a link in the email.
Notify employee of exit survey

Notify employee of exit survey

The employee receives a Slack notification asking them to complete the exit survey by following a link in the notification.
Notify employee of exit survey


Section 2: Completing the exit survey

The employee completes the exit survey, and DocRaptor generates a PDF of the completed survey.

Exit survey

This form task has one condition:

Activate this task when...
'Email' IS '{user.email:{field.value:24288}}'

This form can only be viewed and completed by the employee selected in the 'Employee details' form task.

The employee completes the exit survey and saves the form. The next form is displayed immediately for them to complete.
Exit survey

Knowledge transfer questions

This form task has the same condition as the previous form task:

Activate this task when...
'Email' IS '{user.email:{field.value:24288}}'

This form can only be viewed and completed by the employee selected in the 'Employee details' form task.

The employee answers the knowledge transfer questions and saves the form.
Knowledge transfer questions

Exit survey

DocRaptor generates a PDF of the exit survey.

Kotive creates the content of the PDF by pulling in the details from the previous forms.

Let's start by looking at how the PDF is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the previous forms. If you click on the text area of the PDF while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this PDF is generated, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this PDF.
Exit survey


Section 3: Notification and review

In this section, HR is notified about, and reviews, the completed survey.

Notify HR survey completed

Human Resources receives an email informing them that the exit survey has been completed. The survey is detailed in the email, and a link to the PDF is included as well. HR is instructed to review the survey in the next form task.
Notify HR survey completed

Notify HR survey completed

Human Resources receives a Slack notification informing them that the exit survey has been completed. HR is instructed to review the survey in the next form task.
Notify HR survey completed

HR review exit survey

This form task has one condition:

Activate this task when...
'Role' IS 'HR'

This form can only be viewed and completed by a member of Human Resources.

Human Resources reviews the exit survey, and indicates if there are any issues that the manager needs to be made aware of.

If HR indicates that there are issues that need to be resolved, then the 'Issues with exit survey' sub-taskflow is activated next. However, if HR indicates that there are no issues, then the sub-taskflow is skipped, and the 'Final day checklist' form task is activated immediately, instead.
HR review exit survey


Section 4: Resolving issues

The manager is informed of, and resolves, any issues with the exit survey.

Issues with exit survey

This sub-taskflow has one condition:

Activate this task when...
'Are there any issues that the manager needs to be aware of?' IS 'Yes'

This sub-taskflow will only be activated if HR indicated that the manager should be made aware of issues in the previous form task.

Issues with exit survey

Notify manager of issues

The manager receives an email informing them that there are issues with the exit survey. The email details the exit survey, and includes the comments from HR from the 'HR review exit survey' form task. The manager is instructed to review the issues in the next form task.
Notify manager of issues

Notify manager of issues

The manager receives a Slack notification informing them that there are issues with the exit survey. The manager is instructed to review the issues in the next form task.
Notify manager of issues

Manager resolve issues

This form task has one condition:

Activate this task when...
'Role' IS 'Manager'

This form can only be viewed and completed by a manager.

The manager reviews the exit survey, and views the comments left by HR. They indicate that the issues have been resolved, and leave comments for HR if necessary, before saving the form.
Manager resolve issues

Notify HR - issues resolved

Human Resources receive an email notifying them that the manager has resolved the issues with the exit survey. Any comments left by the manager are included in the email, and HR is instructed to continue with the next task.
Notify HR - issues resolved

Notify HR - issues resolved

Human Resources receive a Slack notification notifying them that the manager has resolved the issues with the exit survey. Any comments left by the manager are included in the notification, and HR is instructed to continue with the next task.
Notify HR - issues resolved

After the 'Notify HR - issues resolved' email and Slack notification have been sent, the 'Issues with exit survey' sub-taskflow is complete, and the original taskflow continues.

Section 5: Final day checklist

In the last form task, HR completes the final day checklist.

Final day checklist

This form task has four conditions:

Activate this task when...
'Role' IS 'HR'
AND
'Are there any issues that the manager needs to be aware of?' IS 'No'
OR
'Role' IS 'HR'
AND
'Have you resolved the issues listed above with the employee leaving?' IS 'Yes'

This form can only be viewed and completed by a member of Human Resources, IF they indicated that there were no issues with the exit survey in the 'HR review exit survey' form task, OR if the manager indicated that the issues were resolved in the 'Manager resolve issues' form task.

Human Resources completes the checklist and saves the form.
Final day checklist

After the 'Final day checklist' form task has been completed and saved, the 'Employee exit' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Employee exit taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!