Off boarding
Secure, compliant exits every time
Manage employee offboarding with a structured 12-item leaver checklist, company property tracking, automated notices and UKVI compliance tasks all within the RootHR employee record.
No card required · UK-based support · ISO 27001 certified
What is employee offboarding?
Employee offboarding covers everything needed when an employee leaves, from handovers and final pay to access removal and company property returns.
For sponsored workers, employers may also need to report the end of employment through the Sponsorship Management System (SMS).
RootHR keeps offboarding tasks, records and sponsor compliance actions together in one employee record.
Nothing falls through the cracks on the way out
A 12-item leaver checklist that covers company property, sponsor duties and the exit conversation tracked and managed in one place.
Leaver checklist
A structured 12-item checklist, tracked and managed from start to finish.
Property return
Track company property returns and keep outstanding items visible.
Compliance checks
Include relevant UKVI and sponsor compliance actions in the leaver workflow.
Exit interview invites
Send termination notices and exit interview invitations automatically as the case progresses.
See licence and CoS information alongside employee visa records
eVisa Monitoring is one part of the wider UKVI compliance picture. RootHR brings employee immigration information together with sponsorship-related records, helping HR teams review visa information alongside relevant sponsor licence and Certificate of Sponsorship information.
How an exit runs in RootHR
Four moves, in the employee record you already keep not in a separate leaver system.
Open the case from the employee record
Start offboarding, record the reason and reconcile open tasks.
Work the 12-item checklist
Use one checklist for property returns, UKVI duties and the exit process.
Let the notices and invites send themselves
Send exit notices automatically and give leavers a read-only progress view.
Close it or reopen it
Start, reopen, cancel or close offboarding cases as plans change.
Everything the leaver flow handles for you
Offboarding sits inside the employee record you already keep — so an exit is a case you open, work through and close, not a fresh pile of admin.
Structured 12-item leaver checklist
One checklist covers the whole exit, so nobody has to remember the order of events.
Automated notices and invites
Termination notices and exit interview invitations go out automatically as the case progresses.
UKVI and sponsor compliance checks
Sponsor duties are built into the leaver flow rather than sitting in a separate spreadsheet.
Company property return tracking
Log what was issued and tick it back in — what is still outstanding stays visible.
Full case lifecycle controls
Start, reopen, cancel and close a case, so a changed leaving date does not leave you stuck.
Automatic task reconciliation
Starting offboarding reconciles that employee’s outstanding tasks for you.
Lives inside the employee record
No separate leaver system to buy, learn or keep in step with your HR data.
Read-only view for the employee
The leaver can see where their exit has got to without being able to change anything.
Two screens an exit touches
Offboarding does not sit on its own; it connects with the leave and UKVI records you already keep in RootHR.
Leave settled before the last day
Allowance, days taken and what is left are already calculated on the record you are closing including buyback requests where applicable.
Sponsor reporting, tracked not remembered
UKVI reporting information sits alongside your HR records, helping your team identify reporting actions that may be required when a sponsored employee leaves.
The same exit, run two ways
Most UK employers already do all of this. The difference is whether it is written down, owned and trackable.
Without Root HR
- A leaver checklist that lives in one manager’s head or in an outdated Word file.
- Laptops, keys and uniforms chased by email weeks after the final day.
- Sponsor duties remembered after the fact, if at all.
- Termination notices and exit interview invitations retyped every time.
- Outstanding tasks still assigned to somebody who has already left.
- A leaver contacting HR to ask where their exit has got to.
With Root HR
- A structured 12-item leaver checklist, run the same way every time.
- Company property logged and checked back in, with outstanding items visible.
- Relevant UKVI and sponsor compliance actions built into the leaver workflow.
- Termination notices and exit interview invitations sent automatically.
- Outstanding tasks reconciled when an offboarding case starts.
- A read-only view the leaver can check without being able to change anything.
A bad exit is a data risk, not just an awkward meeting
Unreturned company property, incomplete employee records and missed compliance actions can create avoidable administration and potential risks for employers. Employee offboarding turns the exit into a tracked process, helping your team keep responsibilities visible and maintain a record of actions taken.
- Company property tracked back in against the leaver.
- Termination notices and exit interview invitations sent automatically.
- Relevant UKVI and sponsor compliance checks included in the workflow.
Where offboarding connects
An exit is the last step of an employee record that started at the offer. These are the modules it connects with.
Sponsor Licence
Keep your licence number, type, rating, status and key information in one working record.
Compliance Radar
See sponsor compliance alongside other employee and HR compliance areas in one overview.
Right to Work Checks
Keep right to work checks and supporting evidence connected to the employee record.
eVisa Monitoring
Track visa, BRP and extension dates for sponsored workers and keep important immigration dates visible.
Document Management
Store and organise prescribed employee and immigration documents in one place.
HR Core
Keep the employee record that your sponsored worker register is built around.
Frequently asked questions
Where does offboarding live?
Inside the employee record itself — there is no separate leaver system to manage, and starting a case automatically reconciles that employee’s outstanding tasks.
Can we track returned company property?
Yes. RootHR lets your team record company property issued to an employee and track returned items, helping you identify what remains outstanding.
Can an offboarding case be paused or undone?
RootHR supports case lifecycle controls, including reopening, cancelling and closing cases. This helps your team manage changes such as a withdrawn resignation or a revised leaving date.
Does RootHR support UKVI and sponsor compliance during offboarding?
RootHR can include relevant UKVI and sponsor compliance actions in the offboarding workflow. Employers remain responsible for completing applicable reporting duties within the required deadlines.
Is Employee Offboarding a separate software product?
No. Employee Offboarding is a feature within RootHR’s HR software, connected to employee records and related HR workflows.
Make every exit clean, secure and provable
Book a free walkthrough or register with RootHR to manage your employee offboarding checklist, track company property returns and keep relevant compliance tasks organised.