This offboarding flow is connected to the functionality device EOL (end of life) flows.
When an employment ends, you can efficiently handle the hardware associated with the departing employee through a structured offboarding process in Velory. You can initiate the offboarding process for users in two ways: either by updating each user manually on their profile page or by making bulk updates to multiple users using a CSV file in the Import & export section.
This article includes the following topics
How to offboard an employee
With CSV update
- Go to your profile in the top right corner of the navigation bar. Click on Settings and then go to Imports & exports on the left side menu.
- Download the CSV file by clicking on the button Empty template. In the CSV file you have two columns connected to offboarding, column “last_employment_date” and “skip_offboarding_email”. Here you simply add the date of the last employment for the user that you want to initiate the offboarding for and take the decision if you want the offboarding email to be sent or not. Example of an offboarding email:
- If the employee has assigned devices and you want to update their options, you can do so in the CSV file. If the device should be available to be bought out then you can adjust that in the columns “available_for_buyout” and “buyout_price”. If automatic calculation is enabled, there's no need to manually enter a buyout price. The price will be determined based on the valuation metrics.
If buyout is disabled, the only option for the devices will be to return them connected to an offboarding.
- Once the file is ready, import it to initiate the offboarding process for the users included in the file. You can read more about the details about CSV import in this article.
If the status of the device is anything other than Active it indicates that some other process already took place (ex. status ‘Ready to be returned’ indicates that employee chose to return the device before, status ‘Ordered’ indicates that new device is already processed by reseller). In this case offboarding options won’t be activated for that specific device.
With manual update
- Go to Asset management in the navigation bar, click on Employee and find the employee you want to initiate offboarding for and go into the profile by clicking on the name.
- Click on Details and then Initiate offboarding.
- Here, you'll see a list of all units assigned to this employee, requiring your decision on whether the employee can buy out the device or if it should be returned by their last day of employment.
- To make changes to the options enabled or disabled for the device, click Edit settings here. This will take you to the device information page, where you can enable or disable the buyout options and adjust the buyout price if needed.
If the buyout option is disabled, the default offboarding process requires the device to be returned before the employee's last day. If the employee does not take any action on their device, the return flow will automatically be selected.
- You set the last day of employment and decide whether the offboarding email should be sent to the employee. If you don’t want the email to be sent, check the box, and the employee will not receive any emails until it is time to return the devices. If you choose to send an email, here’s an example of how that email can look like:
If the employee has devices available for buyout, it is recommended to send the email to give the employee time to consider their options and take the necessary actions. - If the buyout option is available, the employee can choose to buy out the device, initiating the buyout flow. If the employee decides to return the device, the return flow will begin. The main difference between the offboarding flow and the regular device lifecycle flow (initiated when a device is near its renewal date) is that during offboarding, the employee will not be prompted or able to place an order for new devices from the store.
- After completing the form, click on Initiate Offboarding. You have now set the employee's last day, which is visible on their profile page.
- The employee will be able to go into each device and take action on the devices that are assigned to them. If both options are available for the device the employee will see both options.
- When an employee takes action on their devices, the device statuses will be updated accordingly. If devices marked for return are not returned until the last day of employment, the status of the device will change to ‘Not returned’. Admin can view all devices with this status by using relevant filters in the Hardware tab view. In addition to that, admins will receive email reminders once a week about all devices that are not returned.
Devices selected for buyout will change status to ‘Ready for release’ on the employee’s last day of employment. These devices will be included in the weekly email reminder containing all devices that are ready for release.
What happens on the last day?
At 5pm (Stockholm time) the user will lose access to Velory since the account is discarded. Potential devices that have been marked for different options
- Return - devices that have not been confirmed as returned will be status update to “not returned”
- Bought out - devices that have not been marked as released will be unassigned but still available to release.
if the offboarded user has the role as purchase manager and has users under their responsibility they will be unassigned.
When Directory Sync integrations is available
If your company uses Directory Sync, terminating an employee in Velory won't affect their status in your Directory Sync provider. Any changes must be made separately within the provider. However, if an employee is removed from your Directory Sync provider first, they will be off-boarded from Velory. In such cases, devices won't be automatically updated for buyout. It's necessary to manually remove the device from the employee's profile to avoid it remaining as an unassigned device