---
title: "Someone is leaving: what to do, in order"
canonical_url: https://hrhive.co.uk/start/someone-leaving/
content_type: journey
summary: A tidy finish means payroll, holiday, equipment and records are all dealt with before the last day. Here is the order, with a link for each step.
audiences:
  - employer
  - manager
jurisdiction: uk
status: published
last_updated: 2026-10-05
---

# Someone is leaving? Here is what to do, in order.

> A tidy finish means payroll, holiday, equipment and records are all dealt with before the last day. Here is the order, with a link for each step.

## What you will have at the end

- [ ] A recorded leaving date and a completed offboarding checklist
- [ ] Outstanding holiday settled
- [ ] Payroll told, with the details it needs for the final pay
- [ ] A copy of their file
- [ ] A retention date on the archived record

## If an adviser helps you

If your accountant or payroll bureau is invited into your organisation with the payroll role, they are told when the leaving date is set. See [how payroll bureaux work in HRHive](https://hrhive.co.uk/advisers/payroll-bureaux/).

1. **Agree the last working day**: Confirm the notice given and work out the last day. The notice period calculator can do the counting. Once the date is agreed, you set it in HRHive.
2. **Record the leaving date in HRHive**: Setting the leaving date creates the offboarding checklist and tells payroll, HR and the manager. The checklist covers the final working date, informing the manager and payroll, outstanding holiday, leaver documents, equipment, accounts and access, company property and the employee portal. The portal closes after their last day.
3. **Settle outstanding holiday**: Check what has been taken, what is booked and what remains before the final pay is worked out. Outstanding holiday is one of the items on the checklist.
4. **Make sure payroll has what it needs**: Payroll is told when the leaving date is set. The final pay is worked out and paid in your payroll software, not in HRHive. The starters and leavers report lists everyone leaving in a period, and exports to CSV, Excel and PDF.
5. **Keep a copy of their file**: Before the record is archived, print the personnel file or download the ZIP pack for the employee, so you hold a copy of what you knew on the last day.
6. **Keep the record for as long as it needs keeping**: HRHive archives the record with a retention date. Retention periods are set for each kind of record, with legal holds and a destruction log, and you can see and change them in the data protection area.

## Frequently asked questions

### Can HRHive work out final pay?

No. HRHive is not payroll software. It tells payroll when a leaving date is set and shows what holiday has been taken, what is booked and what remains. The final pay is worked out and paid in your payroll software.

### What happens to the person's access?

The employee portal closes after their last day. Removing access to your own systems, such as email, is a checklist item for you to confirm.

## About this page

- Last updated: 5 October 2026

## Related

**In HRHive**

- [Employee records and personnel files](https://hrhive.co.uk/product/employee-records/)
- [Documents, versions and expiry dates](https://hrhive.co.uk/product/documents/)

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