Offboarding

Offboarding gives you one checklist per departing employee that lists every active hardware assignment, software seat, and open request you need to clear before you mark the person offboarded. The queue surfaces who is leaving soon, and the per-person page links straight into the recover, revoke, and close actions so nothing gets left attached.

You work in the admin console. The page doesn't recover or revoke anything on its own — it's a consolidated view over the existing hardware, software, and request flows, with a final gate that refuses to mark someone offboarded while assets are still out.

:::note Before you begin

• You have an admin role (admin, it-admin, or super-admin).
• The employee has a user account in your workspace with an End date set, so they appear in the queue. You can also open anyone directly by user.
• You can recover hardware and revoke seats — see Assign and recover hardware and Assign and revoke licenses. :::

Find people to offboard

Open Offboarding in the sidebar to see the queue. It lists employees who need attention, ordered by End date soonest-first.

A person appears in the queue when either of these is true:

Condition	Why it's listed
End date is within the look-ahead window and status isn't already offboarded	They're leaving soon and still have an account in active use.
Status is offboarded but hardware is still assigned	A safety net — someone was marked offboarded with devices still out. Clear them.

Each row carries a count of what's still open, so you can triage at a glance.

Column	Shows
User	Name, job title, and department.
End date	The leaving date. Past dates show in red with how long ago; dates within 7 days show in amber.
Manager	The person's manager, or —.
Hardware	Count of active hardware assignments still to recover.
Software	Count of active software seats still to revoke.
Requests	Count of open asset requests (status pending or approved).

Use the Look ahead selector at the top to widen or narrow how far forward the queue looks for upcoming end dates.

Option	Default	Notes
Look ahead	30 days	Choose 7, 14, 30, 60, 90, or 180 days. The list reloads on change.

The row's button reflects the open count: Finalize when nothing is left to clear, or Review (<n>) when there's work to do.

tip

The look-ahead only filters the soonest end dates into view; it never changes a person's data. Widen it to 180 days for a quarterly planning pass, then narrow back to 30 for day-to-day work.

Work a person's checklist

Select a row to open that person's offboarding page. The left column holds three sections — hardware, software, and requests — and the right column shows a profile summary and the final Complete offboarding action.

Clear each section in turn:

1. Recover hardware. Under Hardware to recover, each device lists its asset tag, serial, location, and how long it's been assigned. Select Recover to open the asset's detail page at its recovery card, then record the return condition and next status there. See Assign and recover hardware.
2. Revoke software seats. Under Software licenses to revoke, select Revoke on each seat to free it immediately. Revoking records the change in OnTrackio and frees the seat; it doesn't remove the account in the vendor's own app — do that in the vendor console too. See Assign and revoke licenses.
3. Close open requests. Under Open asset requests, select Review & close to open each pending or approved request and resolve it. See Review and fulfil requests.

A section that's already empty shows a confirmation line (for example, All hardware has been recovered.) instead of a list, so you can see what's done at a glance.

note

Recovering hardware happens on the asset page, not here — the Recover button is a deep link into that flow. Revoking a seat and closing a request both happen in place. After each action you return to the offboarding context to keep going.

The profile summary on the right shows the employee's email, department, manager, start and end dates, and current status, so you have the context you need without leaving the page.

Mark the person offboarded

The Complete offboarding card sits at the bottom of the right column. It unlocks only when all three sections are clear — no active hardware, no active seats, no open requests.

1. Clear every section on the left. The card then shows All assets recovered, all licenses revoked, no open requests.
2. Select Mark as offboarded and confirm the prompt.

While anything is still open, the button stays disabled and the card explains why. This gate is enforced on the server too: if a device or seat is claimed between loading the page and submitting, the action is refused with a message naming exactly what's still open, for example Cannot complete offboarding: 1 hardware, 0 software, 0 request(s) still open.

Marking someone offboarded does the following in a single step:

Effect	Detail
Status	Set to offboarded.
End date	Filled in with today's date if it wasn't already set.
Direct reports	Anyone who reported to this person has their manager cleared, with one audit entry per report so the change is traceable.
Manager notified	The person's manager gets an in-app notification that offboarding is complete.
Webhook	A user.offboarded event fires with the user's details and who completed it, for any subscribed endpoint.

warning

Marking someone offboarded can't be undone from the UI. Make sure every device is physically back and every seat is genuinely no longer needed before you confirm — the gate stops you losing track of hardware, but it can't tell whether a returned device is the right one.

If your workspace sends outbound webhooks, the user.offboarded event lets downstream systems react to a leaver — for example, to revoke building access or archive a mailbox. See API tokens and webhooks.

Verify

• The person no longer appears in the Offboarding queue for the current look-ahead window.
• Their status reads offboarded on their user record, with an End date set.
• The hardware, software, and request sections on their offboarding page are all empty.
• Anyone who reported to them now shows no manager until you reassign one.

Troubleshooting

Symptom	What to do
The person isn't in the queue	They have no End date, their end date is beyond the window, or they're already offboarded with nothing outstanding. Widen Look ahead, or open the user directly to offboard early.
Cannot complete offboarding: … still open.	A device, seat, or request was claimed after you loaded the page. Reopen the offboarding page, clear the item the message names, then mark offboarded again.
Mark as offboarded is disabled	At least one section still has items. Clear all three; the button enables when the all-clear line appears.
A device shows under hardware after recovery	The recover wasn't completed on the asset page. Reopen the Recover link and finish recording the return condition and status.
Someone appears with status offboarded but hardware still listed	They were marked offboarded before a device was recovered. Recover it from the checklist; the safety-net rule keeps surfacing them until it's clear.

Related

Onboarding kitsThe other side of the lifecycle — bundle assets onto new hires.Read →Assign and recover hardwareRecover each device the leaver holds.Read →Assign and revoke licensesFree each software seat the leaver holds.Read →Users and teamsManage the user records the queue draws from.Read →