Joining and leaving: keep accounts, approvals and handovers aligned
A change of start date or a cancelled departure can leave old tasks running. Connect the approved staff record to account and handover work.
The workflow illustrates a possible design and is not a client case study.
- Confirm HR event
- Assign tasks
- Verify completion
What remains after the HR notification?
HR may update a date while IT and line managers are still working from separate checklists. That can leave a new starter without access, or disable someone’s account after their departure was cancelled. Changes need to reach the people and systems carrying out the tasks.
Check HR and account-management tools
Check what your HR system, identity service and existing automation tools can already do. A connector such as Zapier may cover simple notifications. Approval steps, account permissions and the transfer of work or data need closer testing.
Complete one department’s checklist
Use one department to connect approval, account creation or removal, and the handover of data. Show who is responsible for each task and cancel pending tasks when the approved record changes. The workflow carries out approved decisions; it does not make employment decisions.
Test date changes and cancelled tasks
Test postponed starts, cancelled departures, returning employees, role changes and an absent approver. Verify the permissions actually granted or removed, rather than relying on a completed checklist.
Identify each system’s approver
Gather the current checklists, task owners, approval rules and record-retention needs. Identify which accounts and files require a handover before access is removed.