Offboarding

In the Offboarding tab of the employee detail view you record what is planned when an employee leaves: the termination dates, when their SELLERLOGIC Commerce Services access should end, how their data should be handled and who takes over which responsibilities.

Important: Filling in the fields above initially only stores the plan. Execution happens via three separate paths: you carry out the succession actively via Transfer responsibilities. Access deactivation happens automatically once the "access ends" date is reached. The data action (anonymize, delete, export & delete) never runs automatically — due cases appear in the Offboarding due view, where you confirm each action individually (see the sections below).

What can I do here?

• Record termination dates — when notice was given (Notice given on) and the date it takes effect (Termination effective).
• Plan the end of access — until when the employee still has access to SCS.
• Choose data handling — what should happen to the personnel data after departure (retain, anonymize, delete or export & delete), including a planned action date.
• Assign successors per area — pick a successor for each of six responsibility areas.
• Add notes — free-text handover remarks.

Step by step

1. Open the employee under HR → Employees and switch to the Offboarding tab.
2. Enter Notice given on and Termination effective, plus the date the SCS access ends.
3. Under Data handling, choose how the data should be handled. For any choice other than "Retain data" you must also provide an action date (when the anonymize/delete/export is due).
4. Under Succession / handover, define who takes over each area. The departing employee cannot be chosen as their own successor.
5. Add notes if needed and click Save. The plan is now stored — the actual execution happens later in a separate step.

Fields explained

Values & statuses

Data handling (offboarding_data_handling)

• Retain data — The personnel data is kept unchanged. No action date required.
• Anonymize — The data should later be altered so it can no longer be linked to an employee. Action date required.
• Delete — The data should be deleted later. Action date required.
• Export & delete — The data should first be exported (e.g. for archiving) and then deleted. Action date required.

Handover area (offboarding_reassignment_category)

• Direct reports — Employees who report to the departing person.
• Absence approvals — Responsibility for approving absence requests.
• Department lead — Leadership of the department, if the departing person held it.
• Open tasks — Ongoing tasks to be taken over.
• Tickets — Assigned support/service tickets.
• Document ownership — Ownership of documents.

Transfer responsibilities (execute the succession)

Once you have chosen successors under Succession / handover and saved, you can actually re-point the responsibilities via the Transfer responsibilities button. This happens in three steps:

1. Preview — Clicking Transfer responsibilities first shows a preview: for each area you see how many entries would be re-pointed (e.g. "Direct reports — 4 entries"). Nothing is changed yet.
2. Confirm — In the preview you confirm the transfer. A clear notice points out that live data is changed and the action cannot be undone with a click.
3. Transfer — After confirmation the responsibilities are re-pointed. You then see, per area, how many entries were transferred or why an area was skipped.

What exactly gets transferred — per area:

• Direct reports — Employees who had the departing person as their manager get the successor as their new manager.
• Absence approvals — Employees whose absences the departing person approved get the successor as approver.
• Department lead — Departments the departing person led get the successor as lead.
• Open tasks — Only open tasks (pending/in progress) are re-pointed to the successor; completed ones are untouched.
• Tickets — Only open/unresolved support tickets are assigned to the successor; resolved/closed tickets stay with the departing person for history.
• Document ownership — Documents owned by the departing person are attributed to the successor.

No data is deleted — only the responsibility is re-pointed. You can safely run the transfer again: on a second run the system finds nothing left to move (0 entries).

When is an area skipped? For tasks, tickets and document ownership the successor needs a matching system account (staff or admin account). If it is missing, the area is skipped with a note (e.g. "not transferable — successor has no staff account"); the remaining areas are transferred anyway.

Automatic access deactivation

Once the "access ends" date stored in the plan is reached, the system deactivates the employee's access automatically (checked hourly):

• The internal staff account is deactivated.
• A linked admin account is deactivated — logging in is no longer possible.
• The employee status changes to Terminated.

Every automatic deactivation is recorded in the employee's audit trail. No data is changed or deleted — only access is locked.

Executing due data actions (the "Offboarding due" view)

Data actions deliberately never run automatically. Once a plan's action date is reached, the case appears in the employee overview under HR → Employees → "Offboarding due" view. There you confirm each action individually:

1. Click Execute … — you first see a preview: which data is affected (e.g. how many linked records would be deleted or detached) and, for "Anonymize", how many fields will be overwritten. Nothing is changed yet.
2. Confirm — a clear warning reminds you that the action is final.
3. Result — after execution the case disappears from the due list; the execution is logged.

What the actions do:

• Anonymize — all personal fields of the employee (contact data, birth data, tax/social-security data, bank details and more) are irreversibly overwritten; bank, tax and family-data records are deleted. The employment history (contracts, absences, documents) is retained in anonymized form.
• Delete — the employee and their linked personnel data are deleted entirely. If blocking references still exist (e.g. open purchase requests), the preview lists them — deletion is only possible once they are resolved.
• Export & delete — before deletion a data export (master data, contract, bank, tax) is downloaded as a file; deletion then proceeds as above.

Note: These actions require the employee-management permission. Every execution is recorded in the admin audit log.

Frequently asked questions

Does saving disable the access?
Not immediately. Saving stores the plan; access is then deactivated automatically once the "access ends" date is reached. The data actions (anonymize/delete/export) are confirmed manually in the Offboarding due view; reassigning responsibilities you carry out via Transfer responsibilities.

Can the transfer be undone?
Not with a click. The transfer changes live data (managers, approvers, assignments, ownership). Review the preview before you confirm. Nothing is deleted — only the responsibility changes hands.

Why can't I save "Delete" without a date?
For all data actions other than "Retain data" an action date is required so it is clear when the action is due.

Can the departing employee be their own successor?
No. Only other active employees are available as successors.

What happens if the offboarding plan can't be saved when I confirm a termination?
The termination is then not carried out - an employee should never end up terminated without their access-end date recorded anywhere. You see an error message, the termination dialog stays open, and the values you entered (dates, successors, comment) are kept so you can try again right away.

Related topics

• Employees
• Employee lifecycle