> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/organization/employees/onboarding-and-offboarding.md).

# Onboarding and offboarding

Equip new employees and offboard departing employees in an orderly way: templates, offboarding wizard, transfer and return documents.

equipme supports the entire onboarding and exit process. It is based on the **employee status**, **templates**, **documents** and optionally the **HR sync** and **automation**.

## Onboarding

### Process

1. **Create the employee**: via Dashboard → **"Onboard employee"**, "Employees" → "Add", import or automatically via [HR sync](/dokumentation/organization/hr-sync.md). The status is initially **"Onboarding"**; enter the start date.
2. **Define the equipment**: In the "Services" step, equipme suggests the services from the **templates** of the location, the department and the groups. Add or remove individual services.
3. **Approval and ordering**: The services are requested and go through the [approval process](/dokumentation/procurement/approvals.md) and the [order](/dokumentation/procurement/order-requests-and-checkout.md). With "Use free inventory first", existing warehouse devices are preferred.
4. **Invite**: With "Send invitation", the employee receives their access.
5. **Document the handover**: Create a **transfer document** (see below) and, if applicable, have the **receipt confirmed**.
6. **Set the status to "Active"** as soon as the employee has started.

Employees in the "Onboarding" status see a personal greeting in self-service: "Welcome to *Company*, *First name*". The text explains that work equipment, access and IT equipment are being provided to them during this phase.

### Automatic equipment with templates

Store an onboarding template on **locations** and **groups** ("Template" tab at the location or group). This is not the same as the Marketplace templates from template management. Every employee who is assigned to the location or group automatically receives the template's services as a request. This also applies to employees created via HR sync. Difference between the two kinds of templates: [Template management](/dokumentation/offer-management/template-management.md).

## Offboarding

### The offboarding wizard

On the employee detail page, set the status to **"Offboarding"**. The **"Offboarding: *****Name*****"** wizard opens:

1. **"Manage services"**: Choose an action for each service:
   * **"Move"**: to a warehouse (the warehouse at the employee's location is suggested),
   * **"Cancel"**,
   * **"No action"**: The service remains assigned to the employee.
2. **"Further configurations"** (optional): If your provider offers an **offboarding add-on** (e.g. device pickup, data deletion, account deactivation), select the options here and add a remark. The add-on is then created as an order request.
3. **"Summary"**: Check and confirm the employee, **"Exit date"**, service actions, configuration and one-time costs.

Afterwards, the services are moved or canceled and the status becomes "Offboarding".

### Several employees at once

In the employee list: select employees → **"Actions" → "Change status"** → "Offboarding", optionally with an end date. An available offboarding add-on is placed in the approvals as a request.

### Locking access

Regardless of the status, you can lock access to equipme via **"Lock"** (Profile → ⋮ menu) immediately or as of a date. Services continue to run. You can only **remove** the employee once no services are assigned to them anymore.

### With HR sync

If HR sync is active, departing employees are automatically set to the **"Offboarding"** status, provided services are still assigned to them. Employees without services are removed. You process the services as described above.

## Transfer and return documents

**Path:** employee detail page → "Services" tab → **"Documents"**

* **"Transfer document"**: documents the handover of devices (onboarding).
* **"Return document"**: documents the return (offboarding).

Both are generated as PDFs. Before creating them, you define which columns appear. You can hide standard columns, change the order via drag & drop and add additional device information, e.g. serial number or IMEI; these stay empty if no value is maintained on the device. Your selection is saved; "Reset" restores the default.

## Email notifications

There are separate notifications for the statuses "Onboarding", "On leave" and "Offboarding", e.g. to IT, HR or supervisors. Set them up under [Email notifications](/dokumentation/settings/email-notifications.md).

## Automated processes

With the [Automation module](/dokumentation/automation.md), you can automate onboarding and offboarding further, e.g. create employees from the HR system, create or lock accounts in third-party systems and distribute tasks to business departments.


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