How to Automate Employee Offboarding with Make.com

Automating employee offboarding with make.com helps you standardize every step when someone leaves your company, so nothing is missed and sensitive data stays protected.

This how-to guide walks you through designing a complete offboarding workflow, based on the automation blueprint described on the official make.com employee offboarding page.

Why automate employee offboarding with Make.com

When an employee leaves, there are many moving parts across HR, IT, security, and management. Manual coordination can lead to missed steps, delays, or compliance risks.

By using make.com you can:

Trigger a consistent offboarding workflow from a single action.
Automatically notify all stakeholders.
Reassign work and transfer knowledge before the last day.
Remove access to tools and data on time.
Archive or delete records securely.

The following sections show how to translate this process into a structured automation scenario.

Plan your offboarding workflow in Make.com

Before building anything inside make.com, outline the key stages of your offboarding process. The source page breaks them into clear steps that you can mirror in your scenario.

1. Define offboarding triggers in Make.com

Your automation needs a reliable starting point. Typical triggers include:

HR marks an employee as leaving in the HRIS or spreadsheet.
A form submission with the resignation details.
A ticket opened in your IT or HR service desk.

In make.com you would select a trigger module that listens to one of these events (for example, “watch rows” in a spreadsheet or “watch records” in a database or HR tool integration).

2. Capture all necessary employee details

Once triggered, the scenario should collect all relevant data about the employee, including:

Name and contact information.
Role and department.
Manager and key collaborators.
Last working day.
Systems, apps, and permissions tied to the user.

Use make.com modules to read from your HR system, directory service, or internal database so that each offboarding step has the data it needs.

3. Notify stakeholders automatically with Make.com

Communication is one of the main parts of the blueprint described on the make.com source page. Set up branches to inform different groups at the right time.

Common notifications include:

Manager and HR confirmation of offboarding.
IT team notification to prepare device recovery.
Finance notice for final payroll or benefits adjustments.
Team announcement about the departure.

With make.com you can send these through email, chat messages, or task creation in your project management tool.

Build the offboarding journey in Make.com

After planning, you can create a scenario in make.com that follows the logical order of activities until the employee is fully offboarded.

Step 1: Create the Make.com scenario

Log in to your make.com account.
Click to create a new scenario.
Add your chosen trigger module (for example HR system, spreadsheet, or ticketing tool).
Run a test to pull sample data from a leaving employee record.

Testing early ensures your fields and mappings are correct before you build the remaining logic.

Step 2: Add communication and approval steps

Next, insert modules that handle information flow and approvals.

Send approval requests to managers for final confirmation.
Create tasks for HR, IT, or facilities in the tools they already use.
Generate standardized email templates for exit communication.

Use routers and filters in make.com to branch logic based on conditions, such as employment type, department, or region.

Step 3: Reassign tasks and hand over projects

A critical part of the make.com offboarding blueprint is ensuring that ongoing work is transferred before the last day.

You can automate:

Reassigning project tasks to another user or manager.
Transferring document ownership in shared drives.
Notifying collaborators that responsibilities are changing.

Connect your project management, documentation, and file storage apps in make.com so task transfer happens in one automated flow.

Step 4: Remove access to systems and data

Closer to the employee’s last day, your scenario should handle access revocation.

Typical actions include:

Disabling accounts in identity providers or directories.
Revoking licenses for SaaS tools.
Removing from internal groups and distribution lists.

Use scheduled modules or time-based filters in make.com so access is removed at the correct moment, not too early and not too late.

Step 5: Collect equipment and finalize records

The automation can support physical and administrative closure as well.

Create tasks for returning laptops, access cards, or other assets.
Log status updates when items are received.
Archive or delete data according to your retention policy.

Make.com modules can synchronize this information back to HR records, spreadsheets, or databases so you always have an accurate overview.

Best practices for using Make.com for offboarding

To ensure your automated process is reliable and compliant, follow these recommendations when working with make.com.

Use clear naming and documentation

Label every module, router, and variable in make.com with descriptive names. Add notes explaining the purpose of each section so future editors understand the logic.

Test offboarding scenarios safely

Set up a test employee profile to run through your entire automation. In make.com you can use scenario controls to execute step by step and validate:

All notifications go to the right people.
Tasks are assigned to correct owners.
Access removal steps do not affect active employees.

Monitor and improve over time

After deployment, regularly review runs and logs inside make.com. Look for failed modules, missed data, or timing issues, and refine filters, mappings, or conditions.

Resources and further help for Make.com offboarding

To see the original offboarding blueprint and example flow, visit the official page at make.com employee offboarding.

If you need specialist help designing robust automation architectures or integrating make.com with complex systems, you can consult automation experts such as Consultevo, who focus on automation strategy and implementation.

By carefully modeling each phase of employee departure and orchestrating it in make.com, you can create a repeatable offboarding process that protects your organization, supports your teams, and delivers a smooth exit experience for every employee.

Need Help With Make.com?

If you want expert help building, automating, or scaling your Make scenarios, work with ConsultEvo — certified workflow and automation specialists.

Get Help