12th September, 2023
TABLE OF CONTENTS
The offboarding process is a critical phase that needs the utmost attention of IT teams because when employees depart from the organization due to termination, voluntary resignation, or sabbatical, the IT team needs to ensure they no longer have access to any of the organization's resources.
But, if this process is handled manually, it becomes prone to errors and consumes significant time. So, this is where employee offboarding software comes into play, enabling your IT team to streamline the entire offboarding by automating it and eliminating the need for manual intervention.
Employee offboarding software automates and simplifies managing an employee's departure from an organization, reducing your IT team's burden. Besides, it also helps ensure compliance regulations such as data protection laws and confidentiality agreements are met.
Furthermore, with the help of these tool’s automation capability, your IT teams can revoke access from employee(s) on time, leaving no room for any user to retain unauthorized access post-departure. This helps mitigate the potential risk of data breaches, enhancing your organization’s data security.
Not only that, the offboarding software also helps your IT team provide a seamless offboarding experience to the departing employees by eliminating unnecessary delays and offering a transparent view of the entire process.
This blog will help you explore different employee offboarding software to assist your IT team in simplifying the offboarding process.
Below, we've compiled a list of offboarding tools and provided a brief explanation for each one. With this compilation's help, you can decide which tool is the most suitable for your IT team to manage the offboarding process effectively.
Zluri is a no-code automation platform that protects your organization's sensitive data by promptly automating the offboarding process when employees depart from the company, be it due to termination, voluntary resignation, or sabbatical.
With just a few clicks, your IT team can revoke departing employee’s access to all SaaS apps and deactivate/suspend their accounts. By automating the offboarding process, your IT team reduces the chances of missing out on critical steps and at the same time they can ensure there is no delay in the offboarding procedure.
But how exactly does Zluri automates offboarding process? With Zluri, your IT team can create an offboarding workflow to automate this critical process. How to create an offboarding workflow in Zluri? Here’re the steps that your team needs to follow:
Step 1: From Zluri's main interface, click on the workflow module and select the offboarding option from the drop-down list. Proceed by clicking on New Workflow.
Step 2: A popup labeled 'Select the user for offboarding' will appear. Select the employee(s) you want to offboard, or you can look for them in the 'search box. Click on continue after selecting the employee.
Step 3: Your team will be able to view all the applications your employee can access.
Step 4: Now when you click on the app, Zluri will display some suggested actions under recommended actions. Select any of those or multiple actions, and then execute the required action for your chosen applications.
Step 5: To add other actions, click Add an Action, fill in the required details, and proceed by clicking on Save Task; the actions will be saved.
Step 6: Your team can click on the run tab to automate your offboarding workflow instantly or save the workflow by clicking Save as Playbook to run in near further. Now, once your team click on Save playbook, a dialogue box will appear, instructing to name the playbook.
Add a name, click Save Playbook, and the offboarding workflow is ready.
For added efficiency, Zluri offers automated playbooks (i.e., collections of recommended applications for automation) that can be customized for different roles, departments, and designations. This feature streamlines the offboarding of employees, making it as easy as a few clicks to set up their access.
To track the status of your offboarding workflow, whether it's complete, pending, or failed, your IT team can click on run logs, and the status of your current workflow and all the previous workflows will be viewed. With the help of this advanced feature, your IT team remains up-to-date on the progress of the offboarding process.
Additionally, Zluri enables your IT team to reassign the app licenses held by former employees to new employees or those who need them to complete specific projects. By doing so, your IT team can minimize the unnecessary SaaS spend and optimize the licenses to the fullest extent.
To learn how Zluri’s offboarding capabilities work in real-time, book a demo now and try it.
Zluri provides an alert feature to promptly notify your IT team of suspicious or unauthorized access activities (like accessing restricted applications), particularly those initiated by unauthorized users (such as former employees). This proactive alert system enables your team to take immediate action and prevent potential security breaches.
Upon an employee's departure, Zluri conducts an offboarding access review to ensure that no app access remains with departing employees. By reviewing and revoking their access promptly, your IT team reduces the chances of unauthorized access, data breaches, or misuse of company resources.
Zluri records the offboarding process, providing your IT team with an audit trail. This documentation can be presented to auditors as evidence of compliance with security regulations (such as data security compliance regulation), helping you avoid penalties and legal requirement issues
Zluri enables your IT team to proactively execute actions (such as remove users) by scheduling them to automatically take place on specified dates.
BetterCloud is a no-code automation tool that simplifies the offboarding process through automation, saving your IT team time while ensuring data integrity. It boosts IT efficiency by reducing the time needed to offboard an employee from an average of 9 hours to less than 30 min, allowing your team to dedicate their attention towards more critical tasks.
Not only that, BetterCloud offers support for over 1000+ actions and provides best practice templates. This allows IT teams to schedule on-demand workflows strategically, automating actions like revoking user access to applications and groups and transferring files to other team members.
BetterCloud's activity-based alerts feature automatically alerts your IT team upon suspicious access activities. Further, with the help of these alerts, they can easily detect unauthorized login attempts made by former employees, and take preventive measures to safeguard the data
Additionally, its automated offboarding workflow reduces the risk of human error and ensures that departing employees don't retain access to any company data once they have left the organization
Okta is a low/no-code employee offboarding software that streamlines the offboarding tasks for your IT team. It automates offboarding actions by using if-this-then-that logic, effectively eliminating tedious manual tasks. Also, it helps your IT team conduct post-offboarding access reviews to confirm that all access has been securely revoked from the former employee and ensure their account is deactivated. This proactive approach enhances data security by preventing potential breaches that former employees can attempt.
Okta can easily track down unauthorized users (such as former employees), which further helps your IT team to take necessary actions like setting up configuration to prevent account takeovers
With Okta, your IT team can recuperate software licenses used by former employees. Further, these reclaimed licenses can then be reallocated to new employees or existing team members who require them, reducing unnecessary SaaS expenditures and optimizing the licenses.
Qandle is an employee offboarding software that seamlessly manages your employee separation procedures. This software digitizes and eliminates the need for paper-based processes, reducing manual intervention and minimizing the risk of errors and mismanagement. Furthermore, Qandle seamlessly integrates with the asset management module to ensure that all company assets provided to departing employees are promptly revoked.
Your team can use Qandle to assign an exit interview interviewer, schedule the interview within the platform, and conduct analysis to proactively reduce attrition rates. This also has a positive impression on departing employees.
Aptien, an employee offboarding software designed to ensure a smooth transition when an employee leaves. It manages the transfer of data, projects, tasks, and responsibilities and provides a structured approach to identifying and facilitating the smooth transition of crucial information, leaving no room for oversight.
Also, Aptien enables your IT team to maintain data integrity by canceling all issued passwords and accounts across multiple systems, ensuring that former employees cannot access company data.
Furthermore, Aptien emphasizes on meeting compliance standards as well, ensuring your IT team is adhering to compliance requirements (such as data security law) while managing the offboarding process. This helps reduce the risk of legal and regulatory pitfalls.
Aptien’s employee offboarding checklist feature provides your IT team with a step-by-step guide to streamline the offboarding process. It allows your IT team to systematically confirm the timely revocation of access, facilitate password changes, deactivate user accounts, and conclude with a final review to ensure that former employees no longer possess any access privileges
Its automated reminders feature serves as a reliable digital assistant, keeping track of essential dates throughout the employee lifecycle. Whether it's a reminder of an employee's offboarding date or other critical tasks related to access revocation, Aptien ensures that no crucial offboarding activity is overlooked
This tool is a perfect fit for small and medium businesses, enabling IT teams to manage multiple employee’s offboarding processes securely
Citrix Workspace mitigates security risks/vulnerabilities associated with departing employees by simplifying offboarding. With Citrix Workspace, employees use a single set of credentials to access all resources, including SaaS and web apps, virtual apps and desktops, and files. So once, an employee is offboarded, your IT team can seamlessly revoke access to their Workspace, and automatically all access to apps and data will be revoked completely.
With Citrix Workspace, your IT team can effectively mitigate the risk of data breaches that may occur when former employees attempt unauthorized access. This is achieved through the secure offboarding of departing employees in a timely manner.
Rippling provides a centralized place to set up, manage, and restrict access to your employees' applications, like Slack and Trello, in just a few clicks. This powerful employee offboarding software significantly streamlines and minimizes the manual efforts typically associated with employee offboarding by automating a range of key tasks. With Rippling, IT teams no longer have to be concerned about manually revoking access to critical applications when an employee leaves the organization; they can automate it all.
Upon an employee's departure, Rippling simplifies the offboarding procedure by creating . All documents that former employees signed during their tenure with your company will be retained within Rippling, ensuring you have a permanent digital archive for future reference when needed
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