Employee offboarding automation

Offboarding that follows your policies. Not the other way around.

Different employees. Different departure rules. Build the offboarding workflows your organization actually needs — across Microsoft 365, Google Workspace and connected applications. No scripts. No rigid checklists.

Book a Free 30-Minute Consultation

Discuss your process. Arrange a free, custom-built Proof of Value.

✓ Human approvals & exceptions✓ AI-powered workflow building✓ No per-user fees

WORKFLOW PREVIEWVoluntary departure

Configurable

Select a step to see how your rules control the process.

HOW THIS STEP WORKS

Initiate from your HR process

Start the workflow from a form, an event in a connected system, or a scheduled trigger. Collect the details required by your policy.

Illustrative workflow · Every stage is configurable● Zenphi

Your process isn't one-size-fits-all

Your offboarding policy has more than one set of rules.

A C-level executive, a manager and a contractor may all leave on the same day — yet require different retention periods, data handovers and dormant-account destinations. When the software assumes one standard checklist, IT ends up making exceptions manually.

01 /

Different roles. Different retention rules.

Executive files may need longer retention than a manager’s. Finance and legal teams may have separate requirements. Each rule should be part of the workflow, not a manual reminder.

02 /

Data handovers vary by employment type

A permanent employee’s files might transfer to their manager; a contractor’s might go to a project owner specified in a form or database. Zenphi can route each handover using the right data.

03 /

Dormant accounts need different destinations

Your policy might move executive, managerial and contractor accounts into different dormant-account groups or organizational units. A rigid template leaves IT to sort them out afterward.

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Automate the policy you already have.
Most tools accommodate a simplified offboarding checklist. Zenphi lets you build in the role-specific rules, exceptions and edge cases your actual policy requires.

Build your own offboarding logic

Every rule, handoff and exception. Under your control.

Zenphi is a no-code workflow platform. You decide what triggers a process, who needs to act, which systems are updated and what happens when a step fails.

⌘

Start on your terms

Trigger offboarding with a form, a schedule, a directory change, a connected system event or another workflow.

◇

Use the right policy

Use employee attributes and workflow logic to apply the appropriate retention, handover, access and dormant-account rules. Build separate workflows where the process calls for them.

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Keep people in the process

Assign tasks and approvals to HR, IT, Security or managers. The workflow automatically waits for the required response, then continues as soon as the task is completed.

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Decide what happens on failure

Configure action-level error handling to skip, escalate or retry until an action succeeds, according to your policy.

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Preserve the data you need

Configure file transfers, archiving and exports in your workflow. Use available Google Vault export templates or build your own retention process, choosing destinations such as AWS S3 or Google Cloud Storage.

◉

See what's still open

Use dashboards and workflow history to track completed departures, steps in progress, failures and items requiring attention.

Offboarding visibility

Know what's complete. See what needs attention.

Build dashboards around your offboarding process — including account status, incomplete steps, pending approvals and exceptions.

Offboarding overviewThis month

Completed42✓ Finished

In progress8↻ Running

Needs attention3! Review

Employee / processCurrent stepStatus

Executive offboardingData retention & transferArchive to S3In progress

Contractor offboardingProject access closureRevoke accessCompleted

Manager offboardingDormant-account assignmentRetry file exportAttention

Sample dashboard layout · Contents and metrics are configurable

See the flexibility

Every employment type. Its own offboarding rules.

Working with different roles, employment types and offboarding scenarios? Zenphi can automate each one — with the retention, handover, approvals and access rules your organization requires.

EXECUTIVE & MANAGEMENT ROLES

Retention and handover rules change with the role.

Read the departing employee’s role from the directory or intake form. Apply the right retention policy, transfer data to the designated person and move the account to the appropriate dormant destination.

01HR submits departure request

02Apply role-specific retention policy

03Transfer data to assigned recipient

04Move account to designated dormant group

Configure the rules, routing and actions to match your policy.Map my offboarding process ↗

Meet ZAIA

Describe your policy. Let AI build the workflow.

ZAIA is Zenphi's AI workflow assistant. It can build workflows from natural language and modify existing workflows — including adding actions and adjusting logic.

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Start from scratch with ZAIADescribe your offboarding policy in natural language. ZAIA builds the workflow structure for you to configure and test.

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Start with a template, then customizeUse the offboarding templates, Google Vault exports and dashboards as a foundation. Ask ZAIA to add or change the actions you need.

Discuss my workflow

✳ZAIAAI workflow assistant

YOUR REQUEST

▍When HR submits a departure, apply retention rules by role, transfer files to the assigned recipient and move accounts to the right dormant group.

✳Ready to build your workflow

01HR departure requestForm trigger

02Check employee rolePolicy decision

03Transfer & revoke accessRole-based actions

04Archive & dormant accountRetention rules

Connect the systems involved

Offboarding doesn't stop at the directory.

Go beyond account suspension. Zenphi can list third-party applications connected to a user and revoke the returned authorizations automatically — including processing multiple revocations in parallel. Native app actions and APIs support additional cleanup.

◈NATIVE IDENTITY ACTIONS

Identity & productivity

Microsoft Entra IDMicrosoft 365Google Workspace

Orchestrate supported account, group, session and data actions in Microsoft and Google environments.

▦NATIVE CONNECTORS

Business applications

SlackSalesforceJiraAsanaHubSpotMonday.com

Use native actions for application-specific offboarding tasks, alongside account-level third-party authorization cleanup.

↗FLEXIBLE CONNECTIONS

Your other systems

HTTP / APIFormsConnected events

Use APIs where supported by the target application and connect HR or internal processes to the workflow.

Managing multiple Google Workspace domains or Microsoft Entra ID tenants? Zenphi uses one company-wide license, not a separate license per tenant.

Customer story · Google Experience Center, Munich

Temporary accounts. Permanent peace of mind.

At Google's Experience Center in Munich, demonstration accounts are created to show what Google's technology can do. Those accounts then need to be offboarded reliably.

Google uses Zenphi to automate that offboarding process — removing the burden of manual account cleanup and ongoing Apps Script maintenance while reducing security concerns around leftover test accounts.

No Apps ScriptAutomated account cleanupNo manual workflow maintenance

From IT teams using Zenphi

Built around real processes, not rigid templates.

“Zenphi supports our IT operations, including user lifecycle management, very efficiently. We value its flexibility and adaptability to our needs. I would say that with Zenphi, as long as you know what you want, then you can create any workflow that suits your needs.”

Sabapathy SasitharanSOCAR Malaysia

“There were many processes we chose not to automate with Apps Script due to the complexity. Zenphi changed that. The workflows that are now available to us thanks to Zenphi reduced our team's ticket requests by 83% in 2024-2025.”

Jeff JohnsonGordon Food Service · General IT automation outcome

Predictable workflow-based pricing

More departures shouldn't mean more software fees.

Pay for the workflow capacity you need — not the number of people leaving, the tenants you manage or how often your paid workflows run.

Unlimited

Users covered

No per-employee offboarding fees.

Unlimited

Workflow runs on paid plans

No per-execution charges as volume grows.

One

Company-wide license

No separate licenses for additional Google or Microsoft tenants.

$50/mo

Per workflow, from

Workflow-based packages with an accessible starting point.

A practical first step

Don't just watch a demo. Map your own process.

Bring your real offboarding requirements to a free 30-minute consultation. We'll discuss your systems, policies, approvals and exceptions — and arrange a free custom-built Proof of Value if you'd like to see it working.

Book a Free 30-Minute Consultation

Walk through your offboarding policyTell us which departures, systems and decisions matter.

Arrange a free custom PoVThe Zenphi team builds a workflow based on your requirements.

Test a process designed for youMost teams have a tested workflow ready in approximately a week.

Common questions

Questions before you automate?

Can Zenphi automate employee offboarding in Microsoft 365 and Google Workspace?+

Yes. Zenphi has native Microsoft Entra ID and Google Workspace actions that can be used in customized offboarding workflows, including supported account, session, group and data-management steps.

Can offboarding rules vary by employee role and employment type?+

Yes. Use directory attributes, form responses and workflow logic to apply different retention periods, data recipients, approvals and dormant-account destinations. You can also build separate workflows for different departure or transfer processes.

Can Zenphi remove access to third-party applications?+

Yes. For Google Workspace users, Zenphi can list connected third-party applications and automatically revoke the returned Google authorizations in parallel as part of the offboarding workflow. For separate application accounts and additional cleanup, Zenphi provides native actions for Slack, Salesforce, Jira, Asana, HubSpot and Monday.com, plus supported API connections.

Does Zenphi charge for each employee, tenant or workflow execution?+

No. Zenphi uses workflow-based pricing, without per-user or per-tenant licensing fees or per-run charges on paid plans. Workflow packages start as low as $50/month per workflow.

How quickly can we start automating offboarding?+

Start from ready-made offboarding templates, use ZAIA to build or adapt workflows from natural language, or work with the Zenphi team. Most teams have their workflow built and tested in approximately a week, depending on requirements.

Can we test our own offboarding process before committing?+

Yes. Book a free 30-minute consultation to review your requirements and arrange a free, custom-built Proof of Value designed around your offboarding policies.

Let's build around your policies

Your offboarding process. Automated your way.

Book a free 30-minute consultation to map your requirements and discuss a free custom-built Proof of Value.

✓ 30-minute consultation✓ No obligation✓ Optional free custom PoV

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