katchimedia
The KM360 · People Experience
Offboarding Request

Every access granted is an access to revoke.

This form mirrors the New Hire Request. What was opened on day one gets closed here, in the right order, at the right time. Sections appear based on how the separation is happening — a resignation and an involuntary termination are not the same workflow, and this will not treat them as though they were.

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1
Request Context
Who is leaving, from where, and how
This is the single most consequential answer on the page. It decides which sections appear, how access revocation is sequenced, and which documents get prepared.
Different pathway entirely. Final wages are generally payable to the estate or a statutory beneficiary rather than through normal payroll, beneficiary designations govern benefits, and nothing here should be actioned before the owner has spoken with counsel. Fill in only what you know. katchimedia will handle the rest by phone rather than by form.
Abandonment is a conclusion, not an event. A documented contact trail is what separates it from an unexplained absence in an unemployment hearing.
Changes the systems list in Section 4 so you are not reading past things that were never yours.
Replies come to you. Nothing from this form is ever sent to the departing worker.
2
The Worker
Who they are and how they were engaged
Use the title the practice actually uses, not a generic one.
Final pay deadlines, PTO payout rules, and notice requirements are state law, not company policy.
For the revocation list only. Nothing is sent to it.
Where final documents go after the last day, if the owner sends them.
3
Timeline & Notice
Dates, notice given, and what is on file
The day the resignation was received, or the day the decision was communicated. If it has not been communicated yet, use the date you plan to.
Leave blank if it is the same as the last day worked. These differ when someone is paid through a notice period they do not work.
Write what happened, not how anyone felt about it. Avoid characterizations you could not evidence.
Documentation on file
An involuntary separation with nothing in writing is defensible far less often than people expect. If the file is thin, say so now rather than after a claim is filed.
Separating someone who is on protected leave carries its own exposure and should be reviewed before anything is communicated.
4
Access Revocation
The mirror of what was granted on day one
Sequence matters more than completeness. For an involuntary separation, access should be closed at the moment the conversation happens, not after it. Someone who learns they are being let go while still holding a login has a window nobody intended to give them.
Systems the worker can reach today
Check everything, including anything you are unsure about. An access left open because nobody was certain it existed is the common failure.
Elevated access
Each of these needs a credential rotated, not just an account disabled. A shared alarm code the worker knows is still live after their login is gone.
Deleting it removes records you may need. Disabling keeps them and costs a license.
5
Property & Return
What they hold that belongs to the business
Items issued to them
Asked because the instinct is common and the practice is restricted or unlawful in many states, even with a signed authorization. Flagging it here is cheaper than unwinding it later.
6
Final Pay & Benefits
What is owed, and by when
Final pay timing is state law. Several states require payment faster for an involuntary separation than a voluntary one, and some require it on the last day. katchimedia will confirm the rule for the work state before the date arrives rather than assuming the next regular payday is acceptable.
Employee
Contractor
A contractor agreement is a contract. Ending it outside its own terms is a breach, whatever the reason felt like.
7
Compliance & Obligations
What survives the last day
The HIPAA Security Rule expects a documented termination procedure, not just a disabled login.
Obligations that continue after they leave
A reminder letter restating these at separation is what makes them enforceable in practice rather than only on paper.
Asked only because a release of age claims carries statutory consideration and revocation periods. Not recorded anywhere else.
Anything active involving this worker?
8
Transition & Communication
Who picks up the work, and who is told what
The things only they know how to do are the things that will not surface until the week after they are gone.
Saying nothing is also a decision, and usually a worse one. The gap fills with speculation.
9
Review & Confirm
Automatic checks on what you entered
Review flags
  • Fill in the sections above and checks will appear here.

Goes only to katchimedia. Nothing is sent to the departing worker, and replies come to you.

Received.

I will work the access list first, because that is the part with a clock on it, and come back with the document set and an action list split between katchimedia, you, and the worker.