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Team & operations

Employee offboarding with Personio, Microsoft 365 and Slack

Employee offboarding automation starts when a leaving date is confirmed in Personio and builds a checklist of everything the leaver can access. Once a person approves it, sign-in is blocked, Slack is deactivated and files and equipment are handed over at the agreed time.

An example of how the studio would build it. No live services are connected.

From a confirmed leaving date to access closed on time.

  1. Step 01

    Leaver confirmed

    Personio shows a leaving date for an employee, picked up by a daily check or a webhook where your plan offers one.

  2. Step 02

    Checklist built

    List their Microsoft 365 licences and groups, their Slack account, shared files and the equipment recorded against them.

  3. Step 03

    Manager approves

    Send the checklist to the manager and HR to confirm the timing, who inherits files and anything that must stay open.

  4. Step 04

    Access closed

    At the agreed time, block Microsoft 365 sign-in, end active sessions and deactivate the Slack account.

  5. Step 05

    Loose ends tracked

    Raise tasks for equipment return, mailbox handling and any tools that can’t be switched off automatically.

The result

No forgotten logins or laptops after someone leaves.

Nothing is switched off until a person has approved the checklist, and each action is logged against the employee record. Accounts are blocked rather than deleted, so a mistake can be reversed.

Before we connect it.

Where this is useful

Useful for offices and agencies where leavers are handled from memory, and old accounts or laptops turn up months later. A sensible first version builds the checklist and reminds the right people, then switches access off automatically once the steps have been tested.

What we need to connect

  1. 01Read access to Personio for employees, leaving dates, managers and the equipment fields you use.
  2. 02A Microsoft 365 admin connection limited to blocking sign-in and managing licences and groups, plus Slack admin access on a plan that supports it.
  3. 03Your rules for who inherits files and email, when access ends on the last day and who approves each leaver.

What needs careful handling

Some departures need access closed immediately rather than at the end of the day, so the manager can choose to run the steps at once. Slack only allows accounts to be deactivated through its API on Business+ and Enterprise plans, so on other plans that step becomes a task for an admin. Leaving dates are sometimes moved or withdrawn, so every scheduled action checks the Personio record again before it runs.

Questions people ask.

What happens to the leaver’s email and files?

Usually the manager is given access to their OneDrive files, and the mailbox is kept for an agreed period, forwarded or turned into a shared mailbox. Some of these changes are made in Exchange admin rather than through the API, so they may stay as a checklist task for a person. The licence is only removed once that is done.

Can it switch off other tools too?

Yes, where a tool offers an admin API or single sign-on. If your tools sign in through Microsoft 365, blocking that sign-in stops new logins to all of them, though some keep an open session until it expires. Anything else appears on the checklist so it isn’t forgotten.

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