How to Offboard an Employee

1. Via Returns

2. Via Employee Profile

1. Via Returns and Replacements

Step 1: Select Return and offboarding process

1. Log in to your Firstbase account.
2. Go to Menu > Orders and Returns.
3. Click Actions in the upper-right corner and select Initiate Return or Replacement.
4. Select the employee for whom you’re submitting the request.
5. Specify Return as the request type.
6. Answer YES to the offboarding question and click Continue.

Step 2: Select Return destination

You’ll have two options for the return destination:

• Option A: Ship to Firstbase
• Option B: Drop off at an Office

We will explain both processes based on your selection.

Option A: Ship to Firstbase

1. Select Ship to Firstbase and click Continue.
2. You’ll see a list of all Eligible equipment assigned to the selected employee (Equipment that “Must be returned” and “Can be returned”). 

There is also a separate tab for Ineligible equipment that cannot be returned. You can review it if needed.

3. Choose the equipment to return. For items that “Can be returned” but are not selected, provide a reason (e.g., “I want to gift it to the employee”).
4. If there’s additional eligible equipment not listed, click Add Equipment to Return in the top-right corner.
5. Click Continue once all selections are made.

6. Select the employee’s last day.
7. Review the employee’s contact information and address. If you don’t have this information, the employee will be prompted to update their details after the request is submitted.
8. Click Continue.

9. Review the details of the request.
10. Click Submit.

That’s it! The employee is now offboarded, and the return process will start.

Option B: Drop off at an office

1. Select Drop off at an Office and click Continue.
2. You’ll see a list of all Eligible equipment assigned to the selected employee (Equipment that “Must be returned” and “Can be returned”). 

There is also a separate tab for Ineligible equipment that cannot be returned. You can review it if needed.

3. Choose the equipment to return. For items that “Can be returned” but are not selected, provide a reason (e.g., “I want to gift it to the employee”).
4. If there’s additional eligible equipment not listed, click Add Equipment to Return in the top-right corner.
5. Review all details and click Submit.

6. Select the employee’s last day.
7. Since the employee will drop off the equipment at the selected office, updating their contact details is not required.
8. Click Continue.

9. Review the details of the return.
10. Click Submit.

That’s it! The employee is now offboarded and must drop off the items at the selected office. 

Note: This option does not generate a return order but reassigns the selected equipment from the employee to the chosen office location.

2. Via Employee Profile

Step 1: Search for the employee

1. Log in to your Firstbase account.
2. Navigate to Menu > People and Offices > People.
3. Search for the employee and click their name to open their profile.
4. In the Profile section, scroll to the bottom-right and click Begin Offboarding.

1. Choose the return destination:
   
   • Ship to Firstbase, or
   • Drop off at an Office.

 

Step 2: Select Equipment

The following steps are the same as when initiating offboarding via Returns.

 

Suggested FAQs

What is the difference between "Must be returned" and "Can be returned" equipment?

• Must be returned: These are items that are on a Firstbase subscription plan.
• Can be returned: These are items that are either supplied by your organization or were purchased from Firstbase.

 

Can I gift equipment to the employee during offboarding?

Yes, you can gift eligible equipment to an employee during the offboarding process. When selecting items to return, choose “I want to gift it to the employee” as the reason for not returning an item. Note: Items under a Firstbase subscription plan (leased items) must be returned and cannot be gifted.

 

What happens if the employee’s contact information is not up to date?

If the employee’s contact details are outdated, they will be prompted to update their information after the offboarding request is submitted. Admins should review and provide any known details during the process to avoid delays.

 

What happens if an employee doesn’t return the equipment by the deadline?

If the employee doesn’t respond or fails to return the equipment, Firstbase will notify the admin to review the case. Additional follow-ups or actions may be required. More details can be found here.

 

Is it possible to mark an item for recycling and destruction by Firstbase (IT Asset Disposition) during offboarding?

Yes, this option is available for eligible items that “Can be returned” only. 

 

Can I offboard multiple employees at the same time?

No, offboarding requests must be initiated individually for each employee at this time.

 

Does the employee receive a notification about the offboarding process?

Yes, employees receive an offboarding email notification once an offboarding is submitted for them. This notification is sent to both the employee’s primary and secondary emails (when provided).

 

Can I cancel an offboarding request after it’s submitted?

Yes, you can cancel an offboarding request if it hasn’t been completed. You can do this via the employee’s profile. Reactivating the employee will automatically cancel any associated return orders.

For detailed steps, visit our Help Center article.

 

Can I edit an offboarding request after it has been submitted?

No, once an offboarding request has been submitted, it cannot be edited. If changes are needed, the request must be canceled and re-submitted.

 

What if I want to assign the equipment to another employee instead of returning it?

Admins can reassign equipment to another employee by navigating to the Asset Management section and updating the asset details. This step is separate from the offboarding process.

 

• Inactivating Users:

  • Initiating the offboarding process automatically inactivates the user in Firstbase.

  • Submitting a one-off return does not offboard or deactivate the user.

• Reactivating or Deleting Users:

  • If you accidentally offboard a user or need to reactivate a rehired employee, refer to the article on Reactivating or Deleting a Person.