Onboarding and offboarding

In a small company, joining and leaving get handled ad hoc with no set owner, so a written offer or terms of employment often go out late or not at all. When someone leaves, their email, work accounts, and shared-document access linger, gear goes unreturned, and handoff happens only verbally and then disappears. That gap turns into data leaks and employment disputes.

A schedule like this, handled like this.

We gather the work as it actually arrives, and record what each step is judged against.

Send the onboarding checklist

Itemize the documents to collect (offer or terms, personal-data consent, bank details, emergency contact) and the accounts, gear, and seat to prepare, and assign each to an owner.

Judgment Put written terms of pay and conditions first, ready by the start date, since some states require written notice of pay and terms at hire.
Provision accounts, gear, and access

Build the list of email, collaboration tools, shared folders, and gear to issue, and prepare the request drafts and a receipt to sign.

Judgment Grant only the least access the role needs by default, since too much access at the start becomes a cleanup and leak risk later.
Confirm early settling-in

Set first-week and probation checkpoints and track whether the needed guidance, training, and document signatures are done.

Judgment Only lay out probation and evaluation notes for a person, since hiring and evaluation decisions need approval.
Take in the departure and organize the handoff

Confirm the departure date and last working day, and gather the person's work, accounts, and open items into a handoff document draft ready to pass on.

Judgment Confirm first whether the departure is voluntary, encouraged, or a termination, since the required steps and documents differ and a missed step is a dispute waiting to happen.
Revoke access, collect assets, prepare final pay

Assemble the account and access revocation list, the gear, company card, and badge return list, and the data needed for final pay.

Judgment Pin the timing so accounts and access are revoked right at the departure date, since leftover access is riskiest just after someone leaves.

When joining or leaving goes sideways

We settle the exceptions that actually come up before they do. When a rule doesn't fit, we don't force it through. It goes to a person, with the evidence.

Exception The start date is close but the terms of employment are not settled

Draft the agreement from standard items first, mark the unsettled terms (pay, probation), and hold delivery until approval.

Exception A sudden immediate departure or loss of contact

Put access revocation and asset return first, and separately log the handoff gaps and the unreturned items.

Exception A departing person asks to take personal files or contacts

Build a list that separates company assets from personal material, and send the take-out question up for a person to approve.

What we judge at each onboarding and offboarding step

Anything touching money, contracts, personal data, or the brand is drafted and no further. It sends only after a person approves.

Confirming and delivering the terms of employment

It sets the working terms, so pay and hours are checked by a person before delivery.
Confirming pay and probation terms

Compensation is not AI's to set, and a wrong one is hard to correct.
Confirming the departure type and how it is handled

Voluntary, encouraged, and termination differ a lot in steps and risk, so a person judges it.
Final pay and any severance

Money moves and a state deadline may apply, so a person confirms.
Revoking account and data access

It is a security action that is hard to reverse, so a person confirms the scope and timing first.

How you know it worked

Metrics for whether joining and leaving run clean

Turnover within the first year

Nearly 1 in 3 new hires leaves within the first 90 days (SHRM)

Read alongside onboarding quality.

Onboarding checklist completion rate

Worth measuring in-house. The share of documents, accounts, and gear ready by the start date.

Time to revoke a departing person's access

Worth measuring in-house. Time from the last working day to full revocation, a security metric.

Rule

US employment is generally at-will, and federal law does not require a written employment contract. Some states do require you to give written notice of the pay rate and basic terms at hire, so check your state. There is no federal deadline for a departing employee's final paycheck either, the timing is set by state law and varies widely, with some states requiring payment on the last day. The FLSA requires you to keep payroll records for at least three years. Revoking a departing person's accounts and access promptly is a security practice, not a statute, so set the timing in your own policy. New-hire reporting and payroll-tax setup are handled in the staffing checklist, so this flow does not cover them.

There is less that a person has to hold on to.

Once the scattered checks and repeat replies are drafted and sorted, your staff can spend the day on review and exceptions, and you look only at the decisions that matter.

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Today

Checks pile up on a person.

The signed agreement gets done a few days late, and a departing employee's accounts, equipment, and handover get talked about but never actually closed out.

With Velros running it

The work arrives ready to go.

Onboarding prep and offboarding recovery run on a checklist, and a person approves only the agreement and the final settlement.

Onboarding checklist completion rate Time to revoke a departing employee's access Unreturned assets

What people ask before they hand this over

The things people actually check first about Onboarding and offboarding.

Are payroll and benefits enrollment handled here too?

No. Pay-statement delivery and new-hire reporting deadlines live in the staffing checklist. This flow covers accounts, gear, documents, and handoff.

Does Velros AI finalize the terms of employment?

Only the draft. Confirming terms like pay and hours, and delivering them in writing, is approved by a person.

What to sort out next

PTO and attendance

PTO and attendance can be joined up the same way, on the channels you already use, from intake through to the approval queue.

Share reviewed before signing

Contract review

Contract review can be joined up the same way, on the channels you already use, from intake through to the approval queue.

Filing-deadline compliance rate

Compliance deadline calendar

Compliance deadline calendar can be joined up the same way, on the channels you already use, from intake through to the approval queue.

See every workflow

Inquiries, bookings, quotes, order updates. You can compare the work that keeps a person busy, side by side.

We start with the work that keeps a person tied up.

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