Owner: HR Lead
Joint Ownership: Head of Delivery (co-owner, review authority)
Contributors: Manager (dept of departing employee) · DevOps Lead (D5)
Department: D6 — Operations (HR & People)
Entity: REMAP.ai + PrivateAI (both)
Status: v0.9 · In Progress
Version: 0.9 | Last updated: 2026-07-01 | Classification: Confidential
What this workflow does: Ensures every internal team member's departure —
whether performance-based, disciplinary, or voluntary — is handled completely:
knowledge transfer, systems and access removal, legal and financial close-out, and
record-keeping.
What triggers it: One of four events:
What it produces: A completed Internal Offboarding Checklist per departure,
an updated People Register entry (status → Terminated/Resigned), and fully revoked
access across all systems — confirmed by DevOps Lead.
Why it matters: Protects the business from security risk (unrevoked access),
legal exposure (unhandled IP/confidentiality obligations), and reputational risk —
while preserving delivery continuity through structured handover.
⚠️ Andrew Involved — Sign-off required on every termination decision before
execution. Both performance-based and disciplinary paths. This is a checkpoint
role — not a delivery role. No termination is executed without his approval.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Manager | Dept of employee | Runs performance reviews, monitors PIP, issues warnings, reports misconduct | No |
| Head of Delivery | D4 | Co-approves performance terminations. Approves disciplinary terminations. Reviews disciplinary evidence. | No |
| HR Lead | D6 | Verifies warning count, documents every stage, coordinates execution, conducts exit interview (when held), updates People Register | No |
| DevOps Lead | D5 | Confirms removal of AWS infrastructure and password-manager access — every departure, no exceptions | No |
| Andrew Herbert — CEO | — | Sign-off required on every termination decision before execution | Yes — sign-off checkpoint |
| Path | Trigger | Notice period | Steps |
|---|---|---|---|
| Performance-based | 3 documented warnings after PIP failure | 2-week notice | Steps 1 → 2 → 3 → 4 (Andrew sign-off) → 7 → 8–13 |
| Disciplinary | Serious misconduct confirmed by investigation | None — immediate | Steps 5 → 6 (Andrew sign-off) → 8–13 |
| Voluntary resignation | Employee-initiated | Per contract (typically 2 weeks) | Standard handover → Steps 7 → 8–13 |
| Mutual separation | Agreed by both sides | May be shortened or waived | Steps 8–13 |
Step 1 — Performance evaluation (recurring)
Step 2 — Performance Improvement Plan (PIP)
Step 3 — Performance warnings
Step 4 — Approve performance-based termination
Step 5 — Report and investigate misconduct
Step 6 — Approve immediate disciplinary termination
Step 7 — Notice period (performance path only — 2 weeks)
Step 8 — Systems access removal 🤖
Step 9 — Legal and compliance close-out
Step 10 — Financial clearance
Step 11 — Equipment recovery
Step 12 — Exit interview ⚠️ Not consistently practiced
Step 13 — People Register update and documentation
| Tool | How it's used | Agent-ready |
|---|---|---|
| Google Forms | 360° performance review feedback collection | TBD |
| Microsoft Excel | Performance tracking, PIP tracker, warnings log | No |
| ClickUp | Handover task tracking and offboarding checklist | Yes |
| Google Workspace | Email/docs deactivation on departure | Yes — confirmed stack |
| Discord | Access removal target | Yes — confirmed stack |
| AWS | Infrastructure access removal — confirmed by DevOps Lead | Yes — confirmed stack |
| Password manager | Credential access removal (specific tool TBD) | TBD |
| Payroll system | Final payroll processing (TBD — pending OPS-O02) | TBD |
| Word/PDF template | Experience Letter generation | No |
| Scenario | How to handle | Escalation |
|---|---|---|
| Voluntary resignation | Standard notice served; handover; access revoked on final day; final payroll | HR Lead |
| Mutual separation | Notice shortened or waived by mutual agreement; standard offboarding completed | HR Lead + Manager |
| Early release during notice | Manager approves; handover completed before departure; access revoked on agreed final day | Manager |
| Immediate business-risk removal | End active work immediately; continue contractual pay/notice if applicable; revoke all access immediately | HR Lead + DevOps Lead |
| Disputed performance warning | No formal appeal process exists. Handled ad hoc between employee, Manager, and HR Lead. HOD and Andrew may be consulted. | HOD / Andrew (ad hoc) |
| Exit interview skipped | Documented as a known gap — no corrective action defined yet | HR Lead |
| Metric | Type | Target |
|---|---|---|
| Access revoked within 24 hours of departure | Leading | 100% — DevOps Lead confirmation |
| Handover completion before final working day | Leading | 100% — ClickUp checklist |
| Company assets recovered | Lagging | 100% |
| Final payroll processed on time | Lagging | 100% |
| Experience letters issued within SLA | Lagging | 100% where requested |
| Zero unauthorised access post-departure | Leading | 100% compliance |
| Offboarding checklist completion rate | Leading | 100% |
| PIP success rate (% employees improving) | Lagging | Rising trend — track via Excel |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 3 — Warning threshold check | Manual (Excel) | Auto-flag the 3rd warning and notify HR Lead + HOD | n8n | Low |
| Step 8 — Access removal | Manual across systems | Trigger deprovisioning across Google Workspace, Discord, ClickUp on termination-approved status | n8n | Medium |
| Step 13 — People Register update | Manual | Auto-update People Register status on ClickUp checklist completion | n8n | Low |
| Steps 2–3 — PIP/warning tracking | Excel (manual) | Migrate to ClickUp or HRIS once selected via OPS-O02 | ClickUp / TBD | Medium |
| Direction | Workflow | What flows |
|---|---|---|
| Upstream | DEL-11 — Staff Performance & Development | Underperformance signals and PIP context feed here |
| Upstream | OPS-L01b — Employment Contracts | Notice-period and termination terms referenced in Step 9 |
| Downstream | OPS-H01 — People Register | Status updated → Terminated/Resigned (Step 13) |
| Downstream | OPS-F01 — Finance Master | Final payroll trigger (Step 10) |
| Downstream | INF-02 — Security | Access-removal verification feeds security posture tracking |
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-07-01 | Initial draft — HR Lead-led via workflow builder session. Andrew flagged as sign-off checkpoint on every termination. Exit interview gap documented. Disputed warning gap documented. | HR Lead |