HR Foundations · Onboarding & Offboarding

Flexit24 Onboarding & Offboarding Software
Automatic Department-Based Task Assignment

The moment an employee joins, tasks are automatically opened for the relevant departments — HR, IT, Administrative Affairs, Finance: health report, document approval, account setup. It works the same way on exit; from asset return to account closure, no step is ever forgotten.

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Ahmet K. Start date · Today HR Upload health report IT Set up email account Admin Upload vehicle registration HR Document approvals 2/4 TASKS COMPLETED 4 departments automatic assignment
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AutomaticTask Assignment
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4Departments
Benefits

Why this module?

  • With department-based task templates, who handles which task and when is clear from the start.
  • When an employee joins, tasks open automatically for HR, IT, Administrative Affairs, and Finance — no one gets forgotten.
  • Uploads of documents like health reports and vehicle registration are tracked from one screen.
  • For a departing employee, asset return, account closure, and exit procedures open automatically as tasks.
  • Each task's status and owner is tracked in real time, so delays stand out.
  • Put an end to scattered processes tracked over WhatsApp and email — one panel, one calendar.
Module Features

4 capabilities, one module.

What changes at your company with the Onboarding & Offboarding Module? Here are the main features and their benefits.

01

Automatic Department-Based Task Assignment

The moment a new employee is added to the system, the task template you prepared in advance for their department is automatically distributed to the relevant units: HR requests the health report and paperwork, IT sets up the email account and configures the phone, Administrative Affairs arranges the vehicle registration and card access. Every task has an owner, a due date, and a status. The manager instantly sees which tasks are done and which are delayed from one screen — no step ever gets lost in email traffic.

02

Document & Approval Tracking

The upload of documents like health reports, vehicle registration, and diplomas, and the approval of documents requiring internal sign-off, are tracked from one screen.

03

Asset & Access Return in Offboarding

A departing employee's assigned equipment, card access, and system access are automatically opened as return/revoke tasks; nothing gets forgotten.

04

Real-Time Progress Tracking

Each employee's onboarding or offboarding process is shown as a percentage; delayed tasks are automatically reminded to their owner.

Onboarding Task Template

When someone joins, 20 tasks open automatically.

The moment an employee is added to the system, these tasks are automatically assigned based on their department. You can customize the template to fit your company.

Human Resources

6 tasks
✓
HR
Adding the health report to the system
✓
HR
Collecting onboarding paperwork (diploma, ID, background check)
✓
HR
Filing the social security registration
✓
HR
Approving corporate policy and procedure documents
✓
HR
Signing the employment contract
✓
HR
Collecting bank account/IBAN information

IT

5 tasks
✓
IT
Creating the email account and setting it up on the phone
✓
IT
Assigning a computer/laptop
✓
IT
Granting VPN and system access authorization
✓
IT
Setting up a user account in internal software like ERP/CRM
✓
IT
Password policy and first-login briefing

Administrative Affairs

5 tasks
✓
Admin
Uploading vehicle registration to the system (if using a company vehicle)
✓
Admin
Setting up card access / QR door entry
✓
Admin
Parking card / parking spot allocation
✓
Admin
Delivering office equipment (desk, chair, gear)
✓
Admin
Printing business cards and badge

Finance & Department Manager

4 tasks
✓
Finance
Setting up in the payroll system
✓
Finance
Defining the expense/advance limit
✓
Manager
Setting the job description, goals, and mentor/buddy
✓
Manager
Creating the first-week orientation meeting plan
Offboarding Task Template

On exit too, no step is skipped.

What the departing employee needs to do and the tasks automatically opened for other departments are tracked separately.

What the Departing Employee Needs to Do

5 tasks
✓
Employee
Returning assigned equipment (laptop, phone, vehicle, etc.)
✓
Employee
Preparing a handover report for ongoing projects and tasks
✓
Employee
Returning the card access / company card
✓
Employee
Closing open leave/expense requests
✓
Employee
Signing the handover record

Tasks Opened for Other Departments

9 tasks
✓
IT
Closing / forwarding the email account
✓
IT
Revoking system access rights (VPN, ERP, CRM)
✓
IT
Retrieving and wiping the computer
✓
Admin
Revoking card access authorization
✓
Admin
Reclaiming vehicle / parking allocation
✓
HR
Filing the social security exit notification
✓
HR
Calculating the release form and severance/notice pay
✓
Finance
Calculating the final payroll and all outstanding entitlements
✓
Manager
Reassigning ongoing tasks to another employee
How It Works

Define it once, let the system handle the rest.

Set up the task template once, and it runs automatically for every new hire and departure.

01

The Department-Based Template Is Defined

You define your onboarding and offboarding task list, order, and owner for each department once.

02

The Employee Is Added to the System

When a new employee is added, or an exit date is entered, the relevant template triggers automatically.

03

Tasks Are Distributed to Departments

Relevant tasks open automatically for HR, IT, Administrative Affairs, and Finance, and owners get notified.

04

Progress Is Tracked From One Screen

Completed and delayed tasks are visible in real time; the process is tracked as a percentage.

Frequently Asked Questions

What's on your mind, answered.

The questions we hear most often from our customers, with clear answers.

Are tasks assigned automatically for a new hire?+
Yes. When the employee is added to the system, the task template you predefined for their department is automatically assigned to the relevant units.
Which departments get tasks during offboarding?+
All relevant departments such as IT, Administrative Affairs, HR, and Finance; tasks like account closure, asset return, and exit procedures are opened automatically.
Can we customize task templates by department?+
Yes. You can define your own task list, order, and owner for each department.
Are reminders sent for delayed tasks?+
Yes. An automatic notification is sent to the owner for tasks that are overdue or approaching their due date.

Bring Order to Onboarding & Offboarding starting today.

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