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Employee Onboarding & Offboarding

Keep every employee transition smooth

Manage onboarding and offboarding through structured workflows, centralized employee information, documents, approvals, and Employee Self-Service.

Explore Employee Onboarding
  • Joining formalities
  • Documents
  • Exit workflows
  • Final settlement
Employee LifecycleOnboarding
OnboardingOffboardingThis monthNew
Pre-joining3
Kabir NairBackend EngineerPre-joining
Sana QureshiDesignerJoins 29 Sept
Documents1Arjun DesaiSales Executive6 of 8 received
Day one ready1Priya NairQA EngineerWorkstation set
Joining this month6Documents pending4Serving notice3Clearances open5
Employee Lifecycle Overview

Simplify every stage of the employee journey

An employee’s journey doesn’t begin with their first attendance punch or end with their last working day. From joining formalities and document collection to exit processes and final clearance, every transition needs to be managed carefully.

CollectivWork Employee Onboarding and Offboarding Software helps HR teams manage both ends of the employee lifecycle through structured workflows, centralized employee information, document management, approvals, and Employee Self-Service.

Joining

Employee Onboarding

Joining formalities, documents, tasks and approvals before and after day one.

  • Pre-boarding
  • Document collection
  • Onboarding tasks
  • Employee record created
Leaving

Employee Offboarding

Resignation, notice period, handover, clearance and final settlement.

  • Exit approvals
  • Knowledge transfer
  • Asset and dept clearance
  • Records retained
OnboardingONB-2038 — Onboarding
Kabir NairInitiated on 3 Sept 2026
Candidate Details
FIRST NAMEKabirLAST NAMENairPERSONAL EMAILkabir.nair@gmail.comDATE OF JOINING23 Sept 2026EMPLOYMENT TYPEFull TimeEMPLOYMENT STATUSProbationFRESHER / EXPERIENCEDFresherONBOARDING POLICYStandard Employee OnboardingEMPLOYEE CODECW-0801
Onboarding StagesNot activated yet
  1. Joining Requirements
  2. Background Verification
  3. Agreements & Declaration
  4. Employee Readiness
  5. Joining Events
  6. Early Check-ins
Joining Events3 of 4 complete
  • Welcome & OrientationCompletedMODEIn PersonDATE23 Sept 2026TIME10:00 AMWHERENoida office · Training Room 2
  • IT & Workstation SetupCompletedMODEVideo MeetingDATE23 Sept 2026TIME2:30 PMWHEREmeet.collectivwork.com
  • Buddy IntroductionCompletedMODEIn PersonDATE24 Sept 2026TIME10:00 AMWHERENoida office · Training Room 2
  • Leadership Meet & GreetNot scheduled yet
Employee Onboarding

A smoother start for every new employee

Turn joining formalities into a simple onboarding experience

A new employee’s first experience with your organization sets the tone for what comes next.

A structured Employee Onboarding Process brings tasks, documents, employee information, approvals, and joining requirements together in one connected workflow. This gives HR teams better visibility into onboarding progress while helping new hires complete formalities smoothly and transition from selected candidates to active employees.

  1. Offer Accepted
  2. 2Pre-Joining
  3. 3Documents
  4. 4Verification
  5. 5Onboarding
  6. 6Employee
Pre-Boarding

Start onboarding before day one

Get everything ready before the employee joins

Onboarding doesn’t have to begin on the first working day.

Give new hires the ability to complete relevant joining formalities in advance, while HR teams can prepare employee records, documents, tasks, and other requirements before the joining date.

A structured Digital Employee Onboarding process helps reduce paperwork and gives HR better understanding into joining requirements.

  • New hire information
  • Personal details
  • Contact information
  • Joining details
  • Documents
  • Employment information
  • Bank details
  • Tax-related information
  • Onboarding tasks
  • Required approvals
Employee DocumentsKabir Nair · CW-0801
  • Submitted5
  • Pending2
  • Verified4
  • Aadhaar card.pdfPDFVerified
  • Address proof.jpgIMGVerified
  • Degree certificate.pdfPDFSubmitted
  • Experience letter.docxDOCSubmitted
  • Cancelled cheque.jpgIMGPending
  • Signed agreement.pdfPDFPending
Filed to the employee record
Employee Document Management

Centralize employee documents

Keep every document organized and accessible

Collecting and verifying documents can become a time-consuming part of the onboarding process.

Bring employee documents and joining information into a centralized digital workflow so HR can track what’s received, what’s pending, and what still needs attention.

  • Identity documents
  • Address proof
  • Educational certificates
  • Experience letters
  • Bank documents
  • Employment-related documents
  • Signed agreements
  • Other organization-specific documents

With Employee Document Management, HR teams can reduce dependency on physical paperwork and maintain better access to employee records.

9:41
Welcome, KabirJoining 23 Sept 2026 · Engineering0%Onboarding progress0 of 7 steps done
  • Complete onboarding forms
  • Submit personal information
  • Upload documents
  • Review joining details
  • Complete assigned tasks
  • Track onboarding requirements
  • Access relevant employee information
Upload documents
New Hire Self-Service

Give new hires a better first experience

Let employees complete their part of onboarding

With Employee Self-Service, new hires can provide relevant information, submit documents, review required details, and complete assigned onboarding tasks.

  • Complete onboarding forms
  • Submit personal information
  • Upload documents
  • Review joining details
  • Complete assigned tasks
  • Track onboarding requirements
  • Access relevant employee information

This creates a more engaging New Hire Onboarding experience while reducing repetitive administrative work for HR.

Onboarding Task Tracking

Keep onboarding tasks on track

Know what's done and what's next

Employee onboarding often involves multiple tasks across HR, the new employee, managers, and other stakeholders. A structured workflow helps track onboarding activities, pending requirements, approvals, and completion status from one place.

Onboarding checklistKabir Nair · joins 23 Sept1 of 5 complete
  1. 1Pending
  2. 2In Progress
  3. 3Submitted
  4. 4Approved
  5. 5Completed
  • Submit identity documentsKabir Nair · New hireCompleted
  • Background verificationPooja Sethi · HRApproved
  • Issue laptop and accountsRakesh Menon · ITSubmitted
  • Sign employment agreementKabir Nair · New hireIn Progress
  • Assign reporting managerVikram Rathore · ManagerPending

Give HR a clear view of onboarding progress and help ensure important joining activities don’t get missed.

Configurable Onboarding

Make onboarding work for your organization

One process, configured around your workforce

Every organization has different joining requirements. Configure onboarding workflows based on factors such as department, location, designation, employment type, or other organizational requirements.

  • DepartmentEngineering
  • LocationNoida office
  • DesignationBackend Engineer
  • Employment typeFull time
The workflow this produces
  • 12 joining requirements
  • 8 documents to collect
  • 3 approval levels
  • 4 joining events

Whether you’re onboarding one employee or multiple new hires, maintain a consistent process while keeping the flexibility your organization needs.

OffboardingExit ManagementEMP-1361 — Resignation
Meera KrishnanServing Notice Period
11%NOTICE SERVED10 of 90 daysNOTICE PERIOD90 DaysNOTICE PERIOD START28 Aug 2026LAST WORKING DAY26 Nov 2026
Employee Exit Details
EMPLOYEE CODEEMP-1361DESIGNATIONBackend Engineer IIDEPARTMENTEngineeringREPORTING MANAGERVikram RathoreEXIT TYPEResignationRESIGNATION DATE28 Aug 2026EXIT REASONBetter Career Opportunity
Attached Documents3Upload Document
  • PDFResignation letter.pdf184 KB · 14 Aug 2026
  • DOCKnowledge transfer plan.docx642 KB · 02 Sept 2026
  • IMGAddress proof.jpg1.2 MB · 28 Aug 2026
Employee Offboarding

When the employee journey comes to an end

Make employee exits structured and organized

Offboarding is more than collecting a resignation letter.

It can involve approvals, notice periods, asset returns, document collection, knowledge transfer, clearance, and final settlement.

CollectivWork Employee Offboarding Software helps HR manage these activities through a structured Employee Exit Management process.

  1. Resignation
  2. 2Approval
  3. 3Notice Period
  4. 4Handover
  5. 5Clearance
  6. 6Exit
  7. 7Final Settlement
Complete Employee Exit Process

Manage the complete exit process

Keep every exit requirement on track & give employees a clear path to exit

A structured offboarding process helps HR ensure that important exit activities are completed before an employee leaves.

OffboardingExit ManagementEMP-1361
Exit StagesNot activated yet
  1. Request & Review
  2. Pre-Exit Activities
  3. Clearance & Assets
  4. Employee Exit Documents
  5. Closure
Exit Tasks7Team & Handover3Exit Interview+ Add
Deferred2Return company laptop and access cardASSIGNED1 Sept 2026DUE DATE25 Sept 2026Rakesh MenonIT Asset ManagerMediumPrepare relieving letter draftASSIGNED2 Sept 2026DUE DATE20 Nov 2026Pooja SethiHR Business PartnerLow
To-do2Hand over active client accountsASSIGNED28 Aug 2026DUE DATE15 Sept 2026Meera KrishnanBackend Engineer IIMediumSubmit pending expense claimsASSIGNED29 Aug 2026DUE DATE18 Sept 2026Meera KrishnanBackend Engineer IIMedium
In Progress2Complete knowledge transfer documentASSIGNED20 Aug 2026DUE DATE12 Sept 2026Meera KrishnanBackend Engineer IIHighApprove final handover sign-offASSIGNED22 Aug 2026DUE DATE14 Sept 2026Vikram RathoreReporting ManagerHigh
  • Resignation requestsEmployee
  • Exit approvalsManager
  • Notice periodsHR
  • Knowledge transferManager
  • Exit tasksHR
  • Asset handoverIT
  • Department clearancesHR
  • Document collectionHR
  • Exit interviewsHR
  • Final settlement requirementsFinance
  • Employee recordsHR

Employees can access applicable information, submit required requests, complete assigned tasks, and stay informed about their exit requirements. This creates a more transparent Employee Offboarding Process while reducing unnecessary back-and-forth with HR.

Keep the process visible to HR and relevant stakeholders while maintaining a clear record of the employee’s exit journey.

Knowledge Transfer

Don't let important knowledge leave with the employee

Make knowledge transfer part of offboarding

Employee exits can create gaps when responsibilities, documents, or important knowledge aren’t transferred properly. Include knowledge transfer and handover activities within the Employee Exit Management process so responsibilities can be documented and transitioned before the employee’s final working day.

  1. 01

    Handover tasks

    Each responsibility listed, assigned and tracked to done.

  2. 02

    Pending responsibilities

    What is still with the leaver, visible to the manager.

  3. 03

    Important documents

    Files and notes attached where the team can find them.

  4. 04

    Process information

    How the work runs, captured before the last working day.

  5. 05

    Knowledge transfer status

    Progress across every handover item in one view.

  6. 06

    Manager approvals

    Sign-off that the handover is complete and accepted.

Assets & Clearances

Track assets and clearances

Close every loop before the final day

Employee exits can involve multiple clearances across departments.

A structured Employee Offboarding Software workflow can help HR track requirements such as company assets, access and system clearance, department approvals, finance clearance, document requirements, handover completion, and exit formalities.

  • IT3/4Company assets
  • ITClosedAccess and system clearance
  • Manager2/3Department approvals
  • Finance1/3Finance clearance
  • HRClosedDocument requirements
  • Manager2/4Handover completion
  • HR1/2Exit formalities

Keep pending activities visible and help ensure the employee’s exit process is completed systematically.

Final Settlement

From exit formalities to final settlement

Employee separation often involves attendance, leave balances, notice periods, payable days, deductions, and other information that may impact final settlement.

  • AttendancePayable days 18
  • LeaveBalance 6.5 days
  • PayrollLast salary run
  • Clearance5 of 7 closed
Final Settlement

Payable days, leave balance, notice period and clearance status arrive from the same employee record.

  • Payable days confirmed
  • Leave balance applied
  • Clearance checked
  1. Attendance
  2. 2Leave
  3. 3Payroll
  4. 4Clearance
  5. 5Final Settlement

Connecting Employee Exit Management with attendance, leave, payroll, and employee records gives HR a more consistent view of the information required during the exit process.

Meera KrishnanEMP-1361 · Backend Engineer IIActive
History stays on the record after the last working day
  • Employee informationProfile, role history, reporting line
  • DocumentsJoining papers, agreements, exit records
  • Employment historyDesignations, departments, locations
  • Exit recordsResignation, clearance, settlement
Employee Records After Exit

Don’t lose employee records after exit

Keep employee history accessible

Employee records remain valuable even after an employee leaves the organization.

Maintain relevant employee information, documents, employment history, and exit records in a structured system, supporting better record management and future reference.

Connected Employee Lifecycle

One employee journey. One connected HRMS.

Connect onboarding and offboarding with the complete employee lifecycle

CollectivWork brings Employee Onboarding, Employee Offboarding, Employee Management, Attendance, Leave Management, Payroll, and Employee Records together within one HRMS Software ecosystem.

  1. Recruitment
  2. Onboarding
  3. Employee Management
  4. Attendance
  5. Leave
  6. Payroll
  7. Performance
  8. Offboarding

From the first document submitted to the final exit formalities, maintain continuity throughout the employee lifecycle.

What HR Can Manage with CollectivWork

With CollectivWork, HR can

  • Digitize onboarding and exit processes
  • Centralize employee information and documents
  • Track tasks, approvals, and requirements
  • Connect recruitment with onboarding
  • Manage employee exits and clearances
  • Simplify Employee Self-Service
  • Maintain employee lifecycle records
Better Employee Lifecycle Management

What better employee lifecycle management looks like

  1. 01

    Digital Employee Onboarding

    Move joining formalities, employee information, documents, and tasks into a structured digital process.

  2. 02

    Pre-boarding

    Complete relevant joining requirements before the employee's first day.

  3. 03

    Employee Self-Service

    Let employees provide information, submit documents, and complete assigned onboarding or exit tasks themselves.

  4. 04

    Connected Recruitment

    Move relevant candidate information from recruitment into onboarding without unnecessary duplicate data entry.

  5. 05

    Structured Employee Offboarding

    Manage resignation, notice periods, handover, clearances, and exit formalities through defined workflows.

  6. 06

    Connected Payroll & HR Processes

    Keep attendance, leave, payroll, and employee information connected throughout the employee lifecycle.

  7. 07

    Centralized Employee Records

    Maintain employee documents, employment information, and lifecycle records in one connected HRMS.

Employee lifecycle

Make every transition count

From first day to final day, create a seamless employee journey with structured processes that keep every transition moving.

See CollectivWork in Action
FAQs

Frequently Asked Questions

How employee onboarding and offboarding work in CollectivWork, from pre-boarding and documents to exits, clearances and final settlement.

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Onboarding & OffboardingStreamline employee joining and exit journeys.Current Page