When someone leaves, the laptop and pass usually follow the last working day, and contract and salary follow the end date. A leaver integration has to choose per system which of the two dates leads: the service desk a week before the last working day, the mobility card on the last working day itself, and the CRM with enough time to hand over customers.
Without an integration, often nobody creates a ticket when someone leaves. The laptop does not come back, the mobility card stays active and in the CRM, customers are in the name of someone who is no longer there. Below, per topic, which date counts and why.
Two dates in HR
Besides the end date, Workday also has the last working day. They do not have to fall on the same day. For the service desk, the last working day is the right date, because that is when the laptop has to come back. With an integration of Workday with ServiceNow, the offboarding request is therefore aimed at the last working day.
In other HR systems too, the last working day can still shift after the departure has been entered, brought forward or postponed. If the end date is moved, a ticket comes for the new date. The same date never produces two tickets.
Laptop and pass: a week in advance
A common moment for the offboarding ticket is a week before the last working day. The service desk then has time to arrange the return. The ticket goes to the operator group of the location, so the pass is collected where the employee works. That is how it works, for example, with an integration of HR2day with TOPdesk.
After leaving, the person in the service desk is archived and not deleted. The history of tickets then stays visible.
Customers and deals: before the end-of-employment date
In the CRM it is about handover, and that has to happen while the leaver is still there.
- HubSpot. Before the end-of-employment date, the manager from AFAS gets a list of customers and deals still in the leaver's name. See the integration of AFAS with HubSpot.
- Salesforce. Salesforce does not delete users. Accounts and opportunities stay in the name of the deactivated user, and the sales manager or administrator does the handover. Salesforce also refuses to deactivate a user who is still the default owner of leads or cases. With an integration of AFAS with Salesforce, the account is then frozen straight away and the administrator hears what still has to be handed over.
Mobility and hours: on the last working day
A leaving employee must be able to travel until their last day, but the employer does not want to pay anything after that. With an integration of Nmbrs with Shuttel, the employee is deregistered on the last working day in Nmbrs, and not at the moment HR enters the departure. What happens to the card after that follows the process you have agreed with Shuttel.
In Simplicate, the schedule is closed when the last contract ends.
Garden leave and immediate departure
Sometimes it has to be faster than the last working day.
In HiBob, garden leave counts as leaving as soon as it starts. The offboarding request then comes on the first day of the garden leave. That way laptop and access do not stay with someone who is already no longer working until the formal end date.
If HR chooses in HiBob to revoke access immediately, an offboarding request with high priority comes straight away. That is the case in which you do not want to wait a week. That is how it works with an integration of HiBob with Freshservice.
When it is not a departure
A temporary contract that is followed by a new contract does not produce an offboarding ticket. Only if no employment relationship continues after the end date does the notification come. How an integration reads that kind of HR data is under HR dates and contracts.
How KoppelHet builds this
KoppelHet builds the integration per organisation on its own platform. The departure goes to each system at the moment that suits it: the service desk a week in advance, Shuttel on the last working day, the CRM with time to hand over. We build that from, among others, HR2day, Workday, HiBob, AFAS and Nmbrs. Allow two to four weeks to go-live, as an indication.
The account in Entra ID and Active Directory falls under identity and access management. Read more about leaving: returning and handing over or about the whole approach to joiners, movers and leavers.