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Employee Offboarding Coordinator

Example prompt: "When I add a leaving date to someone's row in our People Google Sheet, create an offboarding checklist in Notion, remind IT to revoke access on their last day, schedule an exit interview, and send them a feedback survey the day after they leave."

How to automate employee offboarding with GloriaMundo

The Problem

When someone leaves a company, there is a flurry of tasks that need to happen in the right order and on the right dates — IT needs to revoke accounts, the manager needs to arrange a knowledge handover, HR needs to schedule an exit interview, and someone has to remember to send a feedback survey after the person has left. When these steps are tracked manually, things slip through the cracks. A former employee still has access to internal systems two weeks after departing, or the exit interview never happens because nobody booked it. For growing teams, this disorganisation creates real security and compliance risks.

How GloriaMundo Solves It

We build a workflow that triggers when a leaving date is entered in your People spreadsheet. A code step calculates the key dates — when the exit interview should happen, when IT needs to act, and when the post-departure survey should go out. An integration step creates a structured offboarding checklist in Notion with tasks assigned to the right people (manager, IT, HR). A second integration step schedules the exit interview on Google Calendar for the employee's final week, inviting both the leaver and their HR contact. On the employee's last day, the workflow sends a Slack message to your IT channel reminding them to revoke access and listing the accounts to disable. The day after departure, an LLM step drafts a thoughtful feedback survey email and sends it via Gmail. Glass Box preview shows every notification, calendar event, and checklist item before anything fires, so you can adjust the timing or content for each departure.

Example Workflow Steps

  1. Trigger (scheduled, daily): Checks the People Google Sheet for any rows where the leaving date falls within the action window (e.g. two weeks out, last day, or day after).
  2. Step 1 (code): Calculate key milestone dates from the leaving date — exit interview window, IT revocation day, and survey send date.
  3. Step 2 (integration): Create an offboarding checklist page in Notion with tasks for the manager (knowledge handover), IT (access revocation), and HR (exit interview, final pay).
  4. Step 3 (integration): Schedule an exit interview on Google Calendar during the employee's final week.
  5. Step 4 (conditional): On the employee's last day, send a Slack message to the #it-requests channel listing accounts to revoke.
  6. Step 5 (LLM): Draft a personalised post-departure feedback survey email, referencing the employee's team and tenure.
  7. Step 6 (integration): Send the feedback survey email via Gmail the day after departure.

Integrations Used

  • Google Sheets — source of employee records and leaving dates
  • Notion — hosts the offboarding checklist with assigned tasks
  • Google Calendar — schedules the exit interview
  • Slack — notifies IT about access revocation on the last day
  • Gmail — sends the post-departure feedback survey

Who This Is For

HR managers, people operations leads, and office managers at companies with 20+ employees who need a reliable, repeatable offboarding process that does not depend on someone remembering every step.

Time & Cost Saved

Manual offboarding coordination — creating checklists, booking interviews, chasing IT, sending surveys — typically takes 1-2 hours per departing employee. This workflow reduces it to a few minutes reviewing the Glass Box preview. For a company with 3-4 departures per quarter, that is 4-8 hours saved quarterly. The workflow uses a mix of integration, code, conditional, and LLM steps, costing a few credits per departure.