Work through someone leaving
A checklist from the letter to the keys, and their login switching off.
What this is for
When someone resigns, finishes a contract or is let go, a checklist makes sure nothing is missed: the letter, final pay notes for payroll, keys, cards, uniform and tools back, and their Sign OS login switched off. Their file is kept.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Someone leaving list
- Someone's leaving
- Starts a checklist: who, why (Resignation, Termination or End of contract), notice given, last day and the reason.
- Leaving now · Last day this week · Logins still on · Finished
- Open checklists, who finishes this week, logins that couldn't be switched off, and finished ones kept for the record.
- Each checklist
- The person, why and their last day, a progress bar out of nine, and In progress, All done, Login still on or Cancelled.
One checklist
- Checklist
- Letter given · Final pay notes sent to payroll · Keys returned · Cards returned · Uniform and PPE returned · Tools returned · Computer and phone returned · Taken off rosters · Sign OS login switched off. Each tick records who and when, with a note if you like.
- Sign OS login
- On or Off, and when it switches off by itself: the day after their last day. Switch their login off now does it straight away.
- Details · Final pay notes for payroll
- The dates and reason, and notes for payroll: leave owed, anything to pay out or hold back.
- Letter
- A guide to what the letter should cover and a blank letter you write in your own words, with the shop, the date and their name at the top. Clear it starts it again. Print the letter prints only the letter, or saves it as a PDF.
- Mark it finished · They're staying: cancel this
- Close it off, or cancel it if they're staying, which takes the end date off their file.
Before you start
- Your shop has the HR add-on and you can change HR & safety records.
Step by step
- 1
Open HR & Safety → Someone leaving and press Someone's leaving.
- 2
Pick the person, why they're leaving, when notice was given and their last day. Press Start the checklist.
- 3
Write the letter using the guide, have it checked if it's a termination, then print it, sign it and hand it over. Tick Letter given.
- 4
Write the final pay notes and send them to whoever does your pays. Tick it off.
- 5
Tick off keys, cards, uniform and PPE, tools, and computer and phone as they come back, and take them off rosters and departments.
- 6
Their login switches off by itself the day after their last day, or press Switch their login off now. When everything's done, press Mark it finished.
Tips & gotchas
- Sign OS doesn't write the letter for you and isn't legal advice. For a termination especially, check with the Fair Work Ombudsman or your adviser first.
- The end date doesn't show on their own file until the last day has passed, so they don't see 'Leaving' before they've been told.
- An admin's login can only be switched off by someone who manages users, and never the shop's only admin or your own.
- If the login couldn't be switched off, HR is told why and it shows under Logins still on.