people.offboard-employee·version 1.0.0·draft7 to verify
Offboard a leaving employee — access, equipment, final pay
The employee leaves with access revoked, equipment returned, final pay and taxes paid, and the departure recorded — with nothing left running in their name.
When to use
An employee has resigned or a mutual termination is agreed, and the last working day is known. Not for an employer-initiated dismissal with notice — that has different legal grounds and deadlines; use people.dismissal-lv. Not for a contractor ending — use people.hire-contractor's offboarding note. If the person holds a role mailbox customers write to, run tech.create-mailbox afterwards to move it to a role address.
Before you start
- The signed resignation letter (or mutual agreement) is on file; the last working day is fixed.
- ⚠ verify the employee's notice period by length of service — Darba likums on likumi.lv (it depends on tenure; do not assume one month).
- The assigned equipment and system list is pulled from the people module, not from memory.
What a run requires4
- Approval · S2 · ownerthe run stops until a named person records the decision
- Approval · S5 · ownerthe run stops until a named person records the decision
- Approval · S6 · ownerthe run stops until a named person records the decision
- Irreversible · S6an agent never closes it alone
Any step can wait until a date and reopens by itself; every closed step leaves evidence (a note, a link, a number).
The trail10 steps
Build the offboarding checklistagent
From the people module: every system, key, card, device and subscription in the person's name, plus the holiday balance and current salary data.
Done when the checklist exists with a line per item and a due date.
Confirm the last day and the handoverownerneeds approval · owner
Approval · S2 · owner — the run stops until a named person records the decision
Present the last working day, who takes over which duties, and what happens to the person's projects and mailbox.
Done when the owner has confirmed the last day and named a handover receiver.
Prepare the termination documentsagent
Draft the termination note / mutual agreement per the LV form requirements (⚠ verify required contents and delivery — Darba likums, likumi.lv). Schedule the RS (State Social Insurance) notification if the termination is reportable.
Done when the documents are drafted and sent for signature.
Get the documents signedagent
Use e-paraksts or wet signature; archive in the documents module under the person's file.
Done when the signed document is stored and readable by the owner.
Compute the final settlementagentneeds approval · owner
Approval · S5 · owner — the run stops until a named person records the decision
Calculate: salary to the last day, holiday payout for the unused balance, any other dues; minus advances. Show the math line by line.
Done when the owner has approved the settlement amount in writing.
⛔ Do not guess the holiday balance — read it from the leave records; ⚠ verify holiday payout rules, Darba likums.
Pay and fileagentneeds approval · ownerirreversible
Approval · S6 · owner — the run stops until a named person records the decision
Irreversible · S6 — an agent never closes it alone
Transfer the net amount on or before the last working day. File the payroll tax report for the leaver with VID (vid.gov.lv) in the normal monthly cycle.
Done when the bank shows the transfer and the VID filing is confirmed.
Revoke accessagent
On the last working day, before the person leaves or immediately after: disable accounts, remove from groups, revoke VPN, e-signature rights and shared passwords. Check each system by attempting the person's login or reading the admin list.
Done when every system on the S1 checklist shows the account disabled, with a screenshot or admin-list line each.
Recover equipment and propertyagent
Collect laptop, phone, keys, cards; record condition and return date in the people module; wipe and reassign devices.
Done when every equipment line on the S1 checklist is closed with a return date, or written off by the owner.
Handle the mailbox and recordsagent
Decide with the owner: forward or auto-reply the role mail; export needed correspondence; save handover notes to the tasks module. Do not delete the mailbox before ⚠ verify document retention duties (documents.archive-retention).
Done when mail is routed, notes are stored, and the mailbox state is recorded.
Record and closeagent
Mark the person departed in the people module; confirm RS/VID notifications sent; send the owner a three-line summary: last day, pay settled, access closed.
Done when the person is marked departed, the RS/VID notifications are confirmed sent, and the owner has the three-line summary.
Checks — how we know it worked
- Try the person's login on at least two critical systems — it must fail (read back, not "should be disabled").
- Bank statement shows the final pay on or before the last working day; the amount matches the approved S5 settlement.
- Equipment list has a return date on every line.
- The VID report for the last month includes the leaver.
- No open tasks assigned only to the departing person — each has a named receiver.
If it goes wrong
| Symptom | Response |
|---|---|
| Employee stops coming before the last day | Contact immediately in writing; ⚠ verify treatment of absence during notice — Darba likums, likumi.lv; do not improvise. |
| Final pay cannot be ready by the last day | Pay what is certain on time; correct the rest fast — ⚠ verify late-payment liability, Darba likums. |
| A system has no admin access to remove the user | Record it on the checklist as blocked, escalate to the owner the same day, close it within 48 h. |
| Equipment not returned after the last day | Send a written request with a deadline; if it stays unreturned, ⚠ verify employer's claim options — Darba likums / civil procedure. |
| Holiday balance disputed | Recount from leave records with the person present; the S5 approval protects the company only if the math is shown. |
What each step leaves behind
- S1the checklist exists with a line per item and a due date.
- S2the owner has confirmed the last day and named a handover receiver.
- S3the documents are drafted and sent for signature.
- S4the signed document is stored and readable by the owner.
- S5the owner has approved the settlement amount in writing.
- S6the bank shows the transfer and the VID filing is confirmed.
- S7every system on the S1 checklist shows the account disabled, with a screenshot or admin-list line each.
- S8every equipment line on the S1 checklist is closed with a return date, or written off by the owner.
- S9mail is routed, notes are stored, and the mailbox state is recorded.
- S10the person is marked departed, the RS/VID notifications are confirmed sent, and the owner has the three-line summary.
Evidence to keep
Signed resignation or agreement · approved settlement with its math · bank transfer reference · VID filing confirmation · per-system access-revocation proof with dates · equipment return records · the owner's confirmations in S2, S5, S6 (who, when).
How this playbook improves
After every 5 runs ask: how many days from resignation to fully clean access, and which system was slowest? Did any settlement need correction after S7's check? Did any equipment stay unreturned past 14 days? Was any filing late? A new version fixes the slowest or failing step and says so in its change note.
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