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Onboarding and Offboarding

Task lists are an effective way to manage employee onboarding and offboarding processes, ensuring all necessary steps are completed and tracked.

Overview​

Using task lists for onboarding and offboarding helps you:

  • Ensure consistency across all new hires and departures
  • Assign tasks to different team members (HR, IT, Manager)
  • Track progress and completion of each step
  • Maintain compliance with company procedures
  • Create reusable templates for future use

Creating an Onboarding Task List​

Step 1: Create the Task List​

  1. Navigate to Employees -> Task Lists
  2. Click Add New
  3. Configure the task list:
    • Owner: HR Manager or the new employee's direct manager
    • Task List Name: "Onboard -- [Employee Name]" (e.g., "Onboard -- Sarah Johnson")
    • Status: Draft (until ready to start)
    • Owner Can Edit: Yes
    • Assignees Can Edit: No
  4. Click Save

Step 2: Build the Onboarding Document​

Click Visit Task List and add stages with tasks for each department.

Stage 1: Pre-Arrival (HR Tasks)​

Add a Heading: "Stage 1: Pre-Arrival"

Add User Tasks and assign to HR:

  • Send offer letter and employment contract
  • Collect signed documents
  • Set up employee record in IceHrm
  • Prepare welcome package
  • Schedule orientation sessions

Stage 2: IT Setup​

Add a Heading: "Stage 2: IT Setup"

Add User Tasks and assign to IT:

  • Create email account
  • Set up workstation/laptop
  • Configure VPN access
  • Create accounts for required software
  • Prepare access badges/security cards

Stage 3: First Day (Manager Tasks)​

Add a Heading: "Stage 3: First Day"

Add User Tasks and assign to Manager:

  • Welcome and office tour
  • Introduce to team members
  • Review job responsibilities
  • Assign mentor or buddy
  • Set up initial meetings

Stage 4: First Week​

Add a Heading: "Stage 4: First Week"

Add User Tasks and assign accordingly:

  • Complete mandatory training modules
  • Review company policies and handbook
  • Set up direct deposit and benefits
  • Schedule 30-day check-in meeting
  • Complete first week feedback form

Step 3: Publish and Track​

  1. Click Save to save the document
  2. Change status from Draft to Open
  3. All assignees will be notified of their tasks
  4. Track completion as each person checks off their tasks

Creating an Offboarding Task List​

Step 1: Create the Task List​

  1. Navigate to Employees -> Task Lists
  2. Click Add New
  3. Configure the task list:
    • Owner: HR Manager
    • Task List Name: "Offboard -- [Employee Name]" (e.g., "Offboard -- John Smith")
    • Status: Draft
  4. Click Save

Step 2: Build the Offboarding Document​

Click Visit Task List and add stages for the offboarding process.

Stage 1: Resignation/Termination Processing​

Add a Heading: "Stage 1: HR Processing"

Add User Tasks and assign to HR:

  • Process resignation letter/termination notice
  • Calculate final pay and unused leave
  • Prepare separation documents
  • Schedule exit interview
  • Update employee status in IceHrm

Stage 2: Knowledge Transfer​

Add a Heading: "Stage 2: Knowledge Transfer"

Add User Tasks and assign to Manager:

  • Identify critical knowledge areas
  • Document ongoing projects and status
  • Transfer responsibilities to team members
  • Update project documentation
  • Hand over client relationships

Stage 3: IT Offboarding​

Add a Heading: "Stage 3: IT Offboarding"

Add User Tasks and assign to IT:

  • Backup employee data
  • Revoke system access
  • Disable email account
  • Collect laptop and equipment
  • Remove VPN and security access

Stage 4: Final Day​

Add a Heading: "Stage 4: Final Day"

Add User Tasks and assign accordingly:

  • Collect access badges and keys
  • Return company property
  • Conduct exit interview
  • Process final paycheck
  • Provide reference letter (if applicable)

Creating Reusable Templates​

To save time, create template task lists that can be copied for each new onboarding or offboarding:

  1. Create a complete onboarding task list with all stages and tasks
  2. Name it "TEMPLATE - Employee Onboarding"
  3. Keep the status as Draft
  4. When onboarding a new employee:
    • Find the template in your task lists
    • Click Copy to duplicate it
    • Rename it with the employee's name
    • Assign tasks to the appropriate people
    • Change status to Open
tip

Create separate templates for different roles or departments. For example, "TEMPLATE - Sales Onboarding" or "TEMPLATE - Engineering Onboarding" with role-specific tasks.

Best Practices​

For Onboarding​

  • Start the task list before the employee's first day
  • Include tasks for multiple departments (HR, IT, Manager, Team)
  • Add deadlines to time-sensitive tasks
  • Include links to documents or resources in task descriptions
  • Schedule check-in tasks at 30, 60, and 90 days

For Offboarding​

  • Begin the process as soon as resignation/termination is confirmed
  • Prioritize security-related tasks (access revocation)
  • Allow adequate time for knowledge transfer
  • Include compliance-related tasks
  • Document completion for legal/audit purposes