Version 1 · 2026
Staple Offboarding
User Manual
Everything you need to know to manage employee offboarding from start to finish — for all roles.
Section 01
Overview
The Staple Offboarding System is a structured digital workflow ensuring every departing employee is properly offboarded across all systems, tools, and processes. The system now features a left-hand navigation panel, a live Stats dashboard, and a Finalize workflow that locks completed offboardings.
📄
Smart Form
A guided A4 checklist covering all offboarding phases — before, during, and after the employee's last day.
📊
Live Stats Dashboard
Real-time KPIs, offboarding trends chart, tool revocation status, phase completion, and upcoming last days — all pulled from DynamoDB.
🔒
Finalize & Lock
Once all tools are revoked, Super Admins can Finalize a submission — locking it permanently. Only an explicit Unlock restores edit access.
🔔
Slack Alerts
When a form is Approved, Tool Admins are automatically pinged via Slack to revoke access for their assigned tools.
💡The app is authenticated via Cloudflare Access. Your role is determined automatically when you sign in with your Staple email.
Section 02
Getting Started
When you open the app, Cloudflare Access verifies your identity and loads the view appropriate for your role.
🔗
Open the App
Navigate to the Staple Offboarding URL. Cloudflare verifies your identity automatically.
✅
Role Detected
Your email and role badge appear in the top bar. Your role — Super Admin or Tool Admin — controls what you see.
🗂️
Your View Loads
Super Admins see the Form + Admin Panel tabs. Tool Admins go directly to the Admin Panel with Dashboard and Stats in the left sidebar.
📋All form-related actions — filling, submitting, approving, finalizing — are handled exclusively by Super Admins. There is no separate Offboarder role.
| Feature | Super Admin 👑 | Tool Admin 🔧 |
|---|---|---|
| Fill & Submit Offboarding Form | ✓ Yes | — No |
| View All Submissions | ✓ Yes | — No |
| Approve Submissions (sends Slack) | ✓ Yes | — No |
| Finalize & Lock Submissions | ✓ Yes | — No |
| Unlock Finalized Submissions | ✓ Yes | — No |
| Manage Tools (Add/Edit/Delete) | ✓ Yes | — No |
| Update Tool Access Status | ✓ Yes | ✓ Yes |
| View Stats Dashboard | ✓ Yes | ✓ Yes |
| Receive Slack Notifications | — No | ✓ Yes |
| Print / Export as PDF | ✓ Yes | — No |
Section 04
Filling the Offboarding Form Super Admin
The offboarding form spans four A4 pages. Work through it top to bottom after a resignation has been accepted.
- 1Start a New Form — Click ＋ New Form in the Admin Panel header or the top action bar. This creates a fresh blank form with a new unique ID.
- 2Enter Termination Details — Fill in the employee's full name and their agreed last day under Section 2.0.
- 3Work Through the Checklists — Tick each task as completed and enter the completion date. Tasks are grouped by: before last day, on last day, and after last day.
- 4Tool Access Section — Page 3 lists all configured company systems. Tick each tool. Tool Admins receive Slack alerts after the form is Approved.
- 5Signatures — On page 4, upload supervisor and reviewer signatures with printed names and dates.
- 6Save or Submit — Click 💾 Save Draft at any time. Click Submit to formally submit for approval.
✅Use the 🖨 Print / PDF button to generate a clean A4 document. All UI controls are hidden and checkbox colours are preserved in the printout.
Section 05
Approve → Finalize Workflow Super Admin
Each submission goes through a clear lifecycle. Understanding the difference between Approve and Finalize is key.
📝
Draft / Submitted
Form is being filled or has been submitted by the Super Admin. No Slack notifications yet.
✔
Approve → Slack Sent
Click ✔ Approve. Slack notifications are fired to all relevant Tool Admins. Status becomes Approved. The form is still editable. Use 🔔 Re-approve to re-ping pending tools.
🏁
Finalize → Form Locked
Once all tools are marked Complete or N/A by Tool Admins, the 🏁 Finalize button activates (red). Clicking it locks the form permanently, sets status to 🔒 Finalized, and disables all editing.
🔓
Unlock (if needed)
Only the 🔓 Unlock button is shown for finalized submissions. Clicking it reverts to Approved status and restores full editing. You can then edit, re-approve, and re-finalize.
⚠️The Finalize button is disabled (greyed out) if any tool still has Pending status. All tools must be Complete or N/A first.
| Status | Buttons Available | Form Editable? |
|---|---|---|
| Draft / Submitted | Edit, Delete, ✔ Approve | ✓ Yes |
| Approved (tools pending) | Edit, Delete, 🔔 Re-approve, 🏁 Finalize (disabled) | ✓ Yes |
| Approved (all tools done) | Edit, Delete, 🔔 Re-approve, 🏁 Finalize (red) | ✓ Yes |
| 🔒 Finalized | 🔓 Unlock only | 🔒 Locked |
Section 06
Tool Admin Guide Tool Admin
As a Tool Admin, you manage one or more company systems. When a Super Admin approves a form, you'll receive a Slack message to revoke access and confirm it in the app.
⚠️Slack notifications only fire when a Super Admin clicks Approve. You will not be notified until the form moves from Submitted to Approved.
- 1Receive Slack Alert — Once a form is Approved, Slack notifies you with the employee name and which tool access needs removal.
- 2Log Into the App — You land directly on the Dashboard in the Admin Panel showing all active offboarding forms relevant to your tools.
- 3Find the Submission — Each offboarding form is an expandable card. Click to expand and see your tools inside.
- 4Update the Status — Set the dropdown to Complete ✓ or N/A and click Save. This also auto-fills the completion date on the form.
- 5Slack Reminders Stop — Once marked Complete or N/A, automated daily reminders for that tool stop immediately.
- 6Check the Stats Page — Use the 📊 Stats sidebar menu to see your Tool Revocation Status, phase completion, and Quick Stats.
💡Once all tools are marked Complete or N/A, the Super Admin can Finalize the submission and lock it.
Section 07
Super Admin Guide Super Admin
Super Admins have full visibility and control across all submissions, tools, and offboarding processes.
Managing Tools
- +Add a Tool — Click ＋ Add Tool in the Dashboard. Enter name, category, admin emails (appear as styled chips), Slack IDs, and sort order.
- ✏️Edit a Tool — Click the Edit button on any tool row. Changes take effect immediately on new forms.
- 🗑Delete a Tool — Permanent. Existing submissions retain historical tool data.
Managing Submissions
- ＋New Form — Click ＋ New Form in the Dashboard header or action bar. Always creates a fresh form — finalized forms are never affected.
- ✔Approve — Sends Slack pings to Tool Admins for all ticked tools. Status becomes Approved.
- 🔔Re-approve — Re-sends Slack only for tools still Pending. Already-completed tools are skipped.
- 🏁Finalize — Enabled only when all tools are Complete/N/A. Locks the form and sets status to 🔒 Finalized.
- 🔓Unlock — Reverts a finalized submission to Approved. Full editing restored. Re-approve and Re-finalize when done.
- 🗑Delete — Permanently removes the offboarding record. A confirmation dialog appears first.
🗂️The Tool → Admin Mapping panel in the Dashboard shows which Tool Admins own which systems — useful for auditing coverage gaps.
Section 08
FAQ & Troubleshooting All Roles
❌ Authentication Failed
You'll be redirected to Cloudflare login. Use your Staple email. Contact IT if the issue persists.
🏁 Finalize button is greyed out
At least one tool still has Pending status. All Tool Admins must mark their tools Complete or N/A before Finalize activates.
🔒 Can't edit — form is locked
The submission has been Finalized. A Super Admin must click Unlock in the Submissions table to restore edit access.
🔔 Not getting Slack alerts
Confirm your Slack Member ID is entered correctly under Tool Management → Edit Tool → Slack Member ID field.
📊 Stats showing wrong counts
Completed (30D) counts Finalized submissions only — not just Approved. Approve first, then Finalize when all tools are done.
🖨 Checkboxes grey in PDF
Use the in-app 🖨 Print / PDF button. Enable Print Backgrounds in your browser's print dialog. Set paper size to A4.
📬For additional support, contact your HR team or IT administrator.