For admins: How offboarding works when end-of-lifecycle flows are turned on

When an employee leaves the company, Velory helps you efficiently manage their assigned hardware through a structured offboarding process. You can initiate the offboarding in two ways:

• Update users in bulk using a CSV file in the Imports & exports section
   
• Update users manually from their profile page
   

🧭 In this guide:

• Offboard employees with a CSV update
• Offboard employees with a manual update
• What happens on the last day
• Directory Sync and HR system sync considerations
   

Offboard employees with a CSV update

1. Go to Settings > Imports & exports from your profile in the navigation bar.
    
2. Download the CSV template by clicking Empty template or download template with full existing company details.
    

In the CSV file, use the following columns:

• last_employment_date – Add the employee’s last working day.
   
• skip_offboarding_email – Choose whether the offboarding email should be sent or not
   

💡 Example:

If the employee has assigned devices and you want to update their options:

• Use available_for_buyout and buyout_price columns to enable buyout and adjust prices.
   
• Leave buyout_price empty if automatic pricing is enabled (Velory calculates it based on valuation metrics).
   

If buyout is disabled, devices will default to return during offboarding.

Once your CSV file is ready, import it to initiate the offboarding for all included users.

📖 Learn more about CSV import

Offboard employees with a manual update

1. Go to Asset management > Employees in the navigation bar.
    
2. Find the employee, click their name to open the profile.
    
3. Click Details, then select Initiate offboarding.
    

You’ll see all devices assigned to the employee and decide:

• Should the employee buy out the device?
   
• Should the device be returned before their last day?

💡 If the user does not have any devices assigned at the time of offboarding there will be no options to take here. 
 

Update device settings

Click Edit settings to enable or disable buyout and adjust the price if needed.
 

Set the last day of employment

Enter the last working day and choose whether to send the offboarding email.

📧 Offboarding email (This email explains how employees can take action on their devices before leaving.)

We recommend sending the email if buyout is available, to give the employee time to make a decision.



 

After initiating offboarding

• The employee’s last day is visible on their profile.
   
• They can take action on each assigned device.
   
• If both options (buyout and return) are available, they will see both.
   

What happens on the last day?

At 5:00 PM (CEST):

• The user loses access to Velory (account deactivated).
   
• Devices update as follows:
  • Return: Devices not confirmed as returned are set to Not returned.
     
  • Buyout: Devices not marked as released are unassigned but remain available to release.
     
• If the user was a purchase manager, users under their responsibility are unassigned.
   

Admins can filter devices by status in the Hardware view and will also receive weekly email reminders:

• Devices not returned
   
• Devices ready for release
   

Directory Sync and HR system sync considerations

If your company uses Directory Sync and or HR system sync:

• Offboarding an employee in Velory does not affect their status in your Directory Sync or HR sync provider.
   
• Changes must be made separately in your provider.
   
• If an employee is removed from Directory Sync or HR system first, they will also be offboarded from Velory.
   
• In these cases, devices are not automatically updated for buyout. Admins need to manually remove devices from the employee’s profile to avoid leaving them unassigned—unless End-of-Lifecycle is enabled. If it is, devices will automatically be set to “Not returned” on the employee’s last day.