EZOfficeInventory empowers Administrators in the system to stay informed and retrieve any equipment assigned to employees who have their exit dates coming up, resulting in a smooth offboarding process. They can set alerts and get notified about upcoming offboarding dates so the process of decommissioning equipment can be kicked off. It also notifies the Admins of tickets assigned or maintenance that involves the employee(s) who is being offboarded.
Benefits of offboarding workflows:
Increase efficiency and save costs: Offboarding with EZOfficeInventory translates into convenience for Admins. Consolidating all the relevant data of the leaving employees onto a single platform ensures efficiency and saves time needed to offboard employees. Also, importantly, you save cost by ensuring that all equipment in the employees’ possession is turned back in.
Email templates and Alerts to save time: Email templates can be set up in EZOfficeInventory for notifying the Admins regarding upcoming offboardings including a list of Assets, tickets, and maintenance work assigned to the leaving employee. These alerts ensure that Assets are taken back in an efficient and timely manner and returned to the company inventory.
Timely re-assignment of pending tasks:By staying informed about tickets or maintenance work that was assigned to an employee who is leaving the organization, Admins can timely re-assign them to other resources. This process allows an efficient transfer of duties and prevents any breakdowns that might have occurred otherwise.
Smooth employee exits: Proactive offboarding approach with timely alerts and reminders helps streamline the last few interactions of the leaving employees with your organization, enabling maximum employee satisfaction.
Let’s walk you through the offboarding workflows in EZOfficeInventory.
1. Member Offboarding in EZOfficeInventory
There are three ways you can offboard employees using Member offboarding in EZOfficeInventory:
1.1 Active Directory
Under SCIM, LDAP and GSuite Attributes, Add an attribute under the Basic Attribute heading named “Offboarding Date” so data can be mapped.
It will appear in EZOfficeInventory as follows:
1.2 Imports via Excel
You can also add offboarding dates while importing Members. Go to the Members Listing page →Import Members →Add New Members.
From here you can upload the excel file with the Member information and add the offboarding date column.
Once the excel file is uploaded you can view the offboarding details on the Listings page.
1.3 Member profile
In order to add offboarding dates for individual Members, go to the Member Details page and click Edit.
Here you can enter the Offboarding dates and hit Update. The Offboarding date will appear on the Member profile as follows:
Note: Offboarding date can only be updated if the user is an Admin.
When the Offboarding date has passed, an error message will appear as follows:
After adding Offboarding dates for Members, add the column on the Listing page as follows:
After you save the view, the Listing page will appear as follows:
2. Offboarding Alerts
When you have set an Offboarding date for a Member, all the information gets collected and is sent as:
- Email Alerts
- Service Desk Alerts
From the main Navigation menu, go to Alerts → Members and turn on the required Alerts.
The sample email Alert for Member Offboarding includes Assets, Asset Stock checked out to the Member. It also shows any pending Zendesk tickets, Work Orders, Purchase Orders and maintenance and service tickets for the Member.
Note: Alerts are turned on for Admins by default. Staff Alerts and Service Desk Alerts will not be turned on by default.
3.Offboarding Reports and KPIs
You can run Custom Reports for Offboarding members. Simply select the Offboarding Date in Step 2.
A Members Custom Report containing Offboarding Dates will look like this:
You can set three KPIs for Offboarding Dates of Members on the Dashboard as shown below:
- Pending Offboardings: This would contain the total count of employees whose offboarding process is incomplete.
- Offboardings due today: This would contain the total count of employees which have the current date as their offboarding date. When clicked, it would display the list of all employees which have the current date as their offboarding date. The filter would be turned on for all users with offboarding dates the current date.
- Offboarding due in the next 7 days: This would contain the total count of employees which have their offboarding date 7 days after the current date. When clicked, it would display the list of all employees which have their offboarding date 7 days after the current date. The filter would be turned on for all users with offboarding dates in the next 7 days.
EZOfficeInventory is the leading asset tracking software. It allows you to track, maintain, and report on equipment from anywhere, at any time. We offer a free 15-day trial – no credit card required!