Employee Exit Offboarding Checklist
When an employee exit is logged in SharePoint, creates an offboarding checklist in Planner, notifies IT to revoke access, sends equipment return instructions, and removes the user from Teams groups.
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Overview
When an employee exit is logged in SharePoint, this flow orchestrates a complete offboarding workflow. It creates Planner tasks for IT, HR, and Finance; notifies IT to revoke access; sends equipment return instructions to the departing employee; and removes the employee from Teams groups on their last day.
Use Case
Employee departures involve multiple departments and dozens of manual tasks. Without coordination, access isn't revoked promptly, equipment isn't collected, and distribution lists aren't cleaned up, creating security and operational risks.
The flow is ideal for teams that:
- Orchestrates offboarding across IT, HR, Finance, and managers
- Eliminates manual task creation and reminders
- Ensures timely access revocation on or before last day
- Creates audit trail of all offboarding steps
- Reduces security risk from unrevoked accounts
- Equipment collection streamlined through automated instructions
- Configurable task due dates and escalation
Flow Architecture
When an item is created
SharePoint - When an item is createdFires when a new employee exit record is created in SharePoint.
Get Employee Details
Azure AD - Get User ProfileRetrieves UPN, groups, manager, and department for the departing employee.
Create Planner Tasks
Planner - Create Task (×7)Creates seven tasks with different due dates: revoke access, collect equipment, process final paycheck, terminate benefits, conduct exit interview, schedule knowledge transfer, and remove from distribution lists.
Notify IT
Outlook - Send an email (V2)Sends an email to the IT admin with the employee name, last day, systems to revoke, and equipment to collect.
Send Equipment Instructions
Outlook - Send an email (V2)Sends the departing employee a checklist with equipment return logistics and deadlines.
Schedule Group Removal
Delay Until + Teams - Remove a memberWaits until last day + 1, then removes the employee from each Teams team.
Update Status
SharePoint - Update itemUpdates the offboarding record status to In Progress.
Environment Variables
| Schema name | Type | Default | Description |
|---|---|---|---|
| flowlibs_ITAdminEmail | String | <configure> | Email address of the IT administrator who receives the access revocation notification (e.g., it-admin@yourcompany.com). |
| flowlibs_PlannerPlanId | String | <configure> | Planner plan ID where the offboarding tasks will be created. |
Connectors & Connections
| Connector | API name | Actions used |
|---|---|---|
| SharePoint | shared_sharepointonline | When an item is created (trigger) Update item |
| Azure AD | shared_azuread | Get user profile (V2) |
| Microsoft Planner | shared_planner | Create a task |
| Microsoft Teams | shared_teams | Remove a member from a team |
| Office 365 Outlook | shared_office365 | Send an email (V2) |
Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.
Customization Guide
Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.
- Deploying to Another Environment
- Import the solution into the target environment, update flowlibs_EmployeeExitListName, flowlibs_ITAdminEmail, flowlibs_HRTeamEmail, and flowlibs_PlannerPlanId for the target environment, verify Azure AD and Teams connectivity, test with a test employee record, then turn the flow on.
- Add parallel branches by department
- Create separate approval chains for IT, HR, and Finance instead of sequential tasks so each department processes its offboarding steps in parallel.
- Include license reclamation
- Add a step to log software licenses in a decommissioning tracker so reclaimed seats can be reassigned.
- Extend 30-day post-exit audit
- Create a companion flow that checks 30 days later to confirm all offboarding steps were completed.
- Add manager knowledge transfer checklist
- Include a detailed handoff template for the manager branch so domain knowledge is captured before the employee leaves.
- Email exit interview summary
- Create a second flow triggered by exit interview completion that summarizes feedback and routes it to HR leadership.
- Exclude specific teams from removal
- Add a filter condition to skip certain teams (e.g., alumni groups) so the employee remains a member after exit.
Key Expressions
The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.
EXPR.01Get employee last day
Reads the LastDay column from the SharePoint trigger record.
EXPR.02Get employee manager
Reads the managers collection from the Azure AD Get User Profile output.
EXPR.03Calculate equipment due date
Formats the last day as the equipment return due date.
EXPR.04Build task title
Builds the Planner task title using the departing employee's name.
EXPR.05Schedule removal (last day + 1)
Used by the Delay Until action so Teams removal happens the day after the employee's last day.
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