What This Workflow Does
This automation transforms the traditionally manual and error-prone employee offboarding process into a streamlined digital experience. When an employee leaves your organization, the system automatically sends them a Typeform to collect all necessary departure information, then triggers follow-up emails with required completion forms based on their responses.
HR teams waste countless hours chasing departing employees for equipment returns, exit interviews, and system access revocations. This workflow eliminates that friction by creating a standardized, automated process that ensures compliance while reducing administrative overhead by 70-80% per offboarding case.
How It Works
1. Trigger the offboarding process
The workflow initiates when an HR system marks an employee as "departing" or when manually triggered for ad-hoc cases. This can integrate with your existing HRIS or work as a standalone solution.
2. Send customized Typeform
The system automatically emails the departing employee a personalized Typeform link. The form adapts based on employee role, location, and reason for departure to collect only relevant information.
3. Process responses automatically
As the employee completes the form, the system categorizes responses and triggers appropriate follow-up actions - equipment return labels, benefits termination notices, or knowledge transfer requests.
4. Send completion forms
Based on form responses, the workflow emails all required completion documents (NDAs, final paycheck acknowledgments, etc.) with clear deadlines and instructions.
5. Update HR systems
The automation syncs collected data with your HRIS, IT systems, and payroll platforms to ensure all departments have current offboarding status.
Pro tip: Add conditional logic to your Typeform that shows/hides questions based on employee type (voluntary vs involuntary departure) to improve completion rates.
Who This Is For
This automation delivers the most value for:
- HR teams at growing companies managing 5+ monthly departures
- Remote-first organizations needing digital offboarding solutions
- Businesses with compliance-heavy industries (finance, healthcare)
- Companies using multiple systems that need centralized offboarding data
- Startups scaling rapidly who want to professionalize HR processes
What You'll Need
- A Make.com account (free plan sufficient for basic implementation)
- Typeform account (free or paid, depending on expected volume)
- Email service (Gmail, Outlook, or SMTP server)
- Basic employee data (name, email, departure date)
- Your standard offboarding documents (templates or PDFs)
Quick Setup Guide
- Clone the Make.com template and connect your Typeform account
- Customize the Typeform with your company's offboarding questions
- Upload your completion form templates to a cloud storage service
- Configure email templates with your brand voice and legal requirements
- Test with a sample employee record before going live
Key Benefits
Reduce HR workload by 5-10 hours per departing employee by automating form collection, follow-ups, and system updates that would normally require manual intervention.
Improve compliance by 90% with standardized offboarding procedures that ensure no steps are missed, whether voluntary or involuntary departures.
Enhance employee experience during transitions with timely, professional communications and clear expectations about the offboarding process.
Create audit trails automatically with complete records of all offboarding communications, document submissions, and system access changes.
Scale HR operations effortlessly as your company grows, maintaining consistent offboarding quality regardless of departure volume.