Product
A leaving date, a checklist and a record that stays in order
Setting a leaving date creates an offboarding checklist and tells payroll, HR and the person's manager. After the last day the portal closes, and you archive the record, which is kept until its retention date. The checklist has nine fixed items that you cannot edit.
What problem does this solve?
People leave in a hurry or in good time, and either way the same things need to happen. Payroll has to know, holiday has to be reviewed, equipment comes back, access is switched off, and the record is tidied and put away. These tasks usually live in someone's head or in an email. When one is forgotten, you find out later: a login that still works, a laptop that never came back, payroll hearing about it late.
What HRHive does
- Starts from one action. Record a leaving date with an optional reason and notes, and HRHive does the rest.
- Creates a checklist of nine items: Final working date recorded, Manager informed, Payroll informed, Outstanding holiday reviewed, Leaver documents generated, Equipment returned, Accounts and access removal confirmed, Company property returned and Employee portal status updated.
- Tells payroll, HR and the person's manager that they are leaving, with a prompt to review final pay, outstanding holiday and the checklist.
- Looks after leave. Holiday booked wholly after the last day is cancelled. Leave that runs past it is kept and flagged for HR to adjust.
- Closes the portal after the last day. The person's employee login is disabled, links sent to them stop working and requests still waiting on them are cancelled. The offboarding checklist stays open.
- Lets you archive the record after the last day. It moves under Leavers and is kept until its retention date.
- Warns you about loose ends. Home lists people leaving in the next 14 days, and flags a checklist that is still open after the leaving date.
- Lets you undo it. Cancel a leaving date recorded in error, or restore a leaver to active.
How it works
- Record the leaving date. Choose Record leaving date on the person's record. Give the last working day and, if you want to, a reason (resignation, end of contract, redundancy, dismissal, retirement, mutual agreement or other) and notes. The reason is visible to HR only. Nothing is deleted.
- Work through the checklist. Open it from the person's Employment tab and tick items off as they are done. Undo an item that was ticked by mistake.
- The last day passes. At the next daily run HRHive closes the portal and marks the person as a leaver. If you record a leaving date that is already past, this happens straight away.
- Archive the record. After the last day, archive it. It moves under Leavers, portal access is closed and a retention date is set.
- Come back to it if you need to. Restore a leaver to active if they return. An owner or admin can permanently remove personal details, addresses, bank details and documents from an archived record. The audit history is kept, and it cannot be undone.
What you see
On the person's Employment tab, a notice shows "Leaving on" or "Left on" with the reason and, once archived, the date their records are kept until. A button opens the offboarding checklist and shows its progress. The checklist lists each item with a Mark done button, and shows when each was done. The People list shows "Leaving" against anyone with a future leaving date, and the Leavers tab lists former employees.
The record it creates
HRHive records the leaving date and reason, the checklist with the time each item was done, and the archive with its retention date. The leaving date, any cancellation, the archive and any restore appear on the timeline. The leaver's record stays complete: documents, contract, holiday record and history remain on file. The Leavers report lists former employees and people leaving soon with their reason and the date their records are kept until, and the Starters and leavers report gives payroll the same list for a period.
Who can do what
Recording a leaving date, archiving and restoring are HR decisions. They are never self-service, and they are not payroll's to make.
What happens next
Recording a leaving date also tells the right to work records when the engagement ended, which starts the clock on how long the check evidence is kept. When the retention date passes, HRHive lists the record for HR to approve its destruction, and every destruction is written to a log. Until then the record is there if someone asks. See Employee records for what it holds, and Leave for how holiday is handled for a leaver.