Skip to content
HR agent

Offboarding

Every leaver’s last day handled: access closed, equipment back, benefits ended and final pay prepared on time, with a person confirming the pay.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Offboarding: four items, three done, and one (Final pay) waiting for the HR lead, who is asked: Final pay includes 6 days of unused leave. Confirm the payout?
How it works

Access closed on the last day. HR signs off the final pay.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Offboarding, in 5 steps. It starts with “A last day is set” and ends with “Every step done and dated”. Each step lists what automation, the agent and your team do there.
OffboardingA typical run
Starts withA last day is setHR records that Ana Silva, an ops analyst, has resigned and leaves on Friday.
The agent: Reads Ana’s role, team and state, then lists what her leaving needs: her accounts, a laptop, benefits and the final pay rule.
~6h/mo

Step 1 of 5Build her checklist

  • The agent

    Reads Ana’s role, team and state, then lists what her leaving needs: her accounts, a laptop, benefits and the final pay rule.

    An ops analyst holds different logins from a salesperson. One checklist for every role misses some.

Reads
  • HR system
  • IT access
Writes
  • Task list

~6 hours a month back

Automation: Schedules each of Ana’s accounts to close at 5pm Friday and confirms each one did, from email to the shared drive.
~12h/mo

Step 2 of 5Close the access

  • Automation

    Schedules each of Ana’s accounts to close at 5pm Friday and confirms each one did, from email to the shared drive.

    The list is set and the time is 5pm Friday. Each system only needs switching off and checking.

Reads
  • IT access
Writes
  • IT tickets

~12 hours a month back

Where teams differMost teams close access at the end of the last day. For some roles it happens the moment notice is given.

Automation: Sends Ana a prepaid return label, or a time to drop it at the office, and reminds her on Thursday.
The agent: Writes her manager a note of Ana’s open tasks and the files she owned, so nothing she was carrying goes quiet.
~9h/mo

Step 3 of 5Equipment and handover

  • Automation

    Sends Ana a prepaid return label, or a time to drop it at the office, and reminds her on Thursday.

    A laptop return is a label, a date and a reminder. It runs the same for every leaver.

  • The agent

    Writes her manager a note of Ana’s open tasks and the files she owned, so nothing she was carrying goes quiet.

    Her work lives in a task board, two shared folders and her inbox. Nobody keeps a list of what they’re carrying.

Reads
  • Project tool
  • Shared drive
Writes
  • Email

~9 hours a month back

Automation: Sets Ana’s benefits end date and tells whoever sends the continuation notice, so it reaches her in time.
~5h/mo

Step 4 of 5End the benefits

  • Automation

    Sets Ana’s benefits end date and tells whoever sends the continuation notice, so it reaches her in time.

    The end date follows from the last day by your plan’s rule, and who sends the notice is set once.

Reads
  • HR system
Writes
  • Benefits system

~5 hours a month back

Where teams differCoverage can end on the last day or at month end, and the notice may come from your team or a benefits firm.

The agent: Adds up Ana’s last pay period and 6 days of unused leave under her state’s rule, and shows the working.
Your team: Checks the 6 days against her record, then confirms the final payment or corrects it, before the state deadline.
~6h/mo

Step 5 of 5Confirm final pay

  • The agent

    Adds up Ana’s last pay period and 6 days of unused leave under her state’s rule, and shows the working.

    Whether unused leave gets paid out depends on the state and on your own policy, and both have to be read together.

  • Your team

    Checks the 6 days against her record, then confirms the final payment or corrects it, before the state deadline.

    Final pay is money leaving the business on a legal deadline. A person confirms every one.

Reads
  • HR system
  • Payroll
Writes
  • Payroll

~6 hours a month back

Where teams differFinal pay is due on the last day in some states, and by the next regular payday in others.

Ends withEvery step done and datedAccess off, laptop back, benefits ended and final pay confirmed, each with the date it was done.
Total~38h/mo

What changes

Every account closes on the last day and the laptop comes back. Final pay is worked out and waiting for HR to confirm, in time for the deadline.

  • 3steps automated
  • 3steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~38 hours a month back

$22,800 a year in time

For a 300-person company with about six people leaving each month, at $50 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Final pay always confirmed by a person

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentLeaving dates from your HR system, tasks into IT, payroll and benefits.

  2. Your rules

    The limits and exceptions it works to.

    For this agentYour checklist, and the final pay rules for each state.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe HR lead for final pay, IT for access, the manager for handover.

  4. Your channels

    Where your team hears from it.

    For this agentSlack or Teams to IT and the manager, email to the leaver.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA closed-out record, every step done and dated.

Exit conversations and anything involuntary stay with your team. Headcount reconciliation is its own agent in this catalog.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your HR lead and IT.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past offboardings, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real offboardings.
The number we agree

Accounts still open the day after a last day. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your offboarding checklist and the last few leavers, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your offboarding checklist and the last few leavers.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past offboardings.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Questions

About this agent.

What about involuntary exits?
Your team leads those. The agent only schedules the steps once HR sets the date, and every part of final pay waits for a person.
Does it know state final-pay deadlines?
Your rulebook sets the deadline for each state you employ in, and it makes sure final pay is ready before it.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the accounts still open the day after a last day. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Want every account closed on the last day?

Tell us how your team handles offboardings today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to HR
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
See the service
Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent