Offboarding

What this page is for

This page explains the standard exit process when someone leaves Helixiora.

What you should do

• Confirm your resignation or exit arrangement in writing and check the notice period in your contract.
• Follow the offboarding timeline below with the People lead and Technology lead.
• Complete your handover, return equipment, submit final admin, and complete the exit survey before access is removed.

Required offboarding outputs

By the end of the offboarding process, these items should be complete:

• Written resignation or exit confirmation is on file.
• Final working day and notice period are confirmed.
• Handover notes and ownership transfers are complete.
• Company equipment is returned and company data is handled correctly.
• Final expenses, timesheets, invoices, or Deel items are submitted if required.
• The exit survey is completed.
• Company and client access removal is completed and recorded.

Offboarding timeline

Use this timeline as the default sequence for a planned exit. Exact timing can change if the notice period is shorter, the exit is immediate, or security concerns require a different approach.

1 month before exit

• The resignation or exit arrangement is confirmed in writing, in line with the person’s contract.
• The final working day and notice period are confirmed with the People lead.
• The People lead starts the offboarding plan and confirms who will coordinate the handover.
• Introductions are made to the people who will take over key responsibilities, client relationships, or internal ownership areas.
• The person leaving starts documenting active work, deadlines, open decisions, and important context.

1 week before exit

• Handover documents should be substantially complete and shared with the relevant owners.
• Any remaining knowledge-transfer sessions should be scheduled or finished.
• Equipment return and shipping or collection arrangements should be confirmed.
• Final expenses, timesheets, invoices, or Deel items should be submitted if they are still outstanding.
• The exit survey should be shared so the person has time to complete it before leaving.

1 day before exit

• The People lead and Technology lead confirm that the offboarding requirements are complete or flag any open items.
• Ownership of documents, repositories, calendars, and task boards is transferred where needed.
• The person leaving makes sure important files and operational notes are stored in company systems, not personal folders.
• The team and any affected clients are told who owns the work after the exit, if that communication is needed.
• The exit survey should be completed and returned.

1 hour after exit

• Access to company apps and software is removed, including Slack, email, shared drives, password vaults, and any other work systems that apply.
• Client-system access is removed if it has not already been cut off earlier for security or operational reasons.
• Shared passwords, admin roles, tokens, and recovery methods are rotated or reassigned where needed.
• Any final confirmation is recorded by the People lead or Technology lead so the offboarding record is complete.

How offboarding works today

Because Helixiora is still small, offboarding is handled directly rather than through a dedicated HR system.

• The People lead owns the handover plan and exit timing.
• The Technology lead coordinates access removal and device return.
• The People lead handles final pay.
• The People lead shares and reviews the exit survey confidentially.

Exact timing can differ depending on the reason for exit and any security or operational concerns.

Exit survey

The exit survey is intended to help Helixiora understand why people leave and what should improve. It should not be treated as a public document.

• Exit survey responses are confidential and reviewed by the People lead.
• Feedback should only be shared more widely on an anonymized or need-to-know basis.
• Specific comments should not be circulated to the wider team unless the person leaving has agreed or there is a clear legal or operational reason.

Typical survey topics include:

• Main reason for leaving
• Feedback on role clarity, workload, support, and growth
• Feedback on manager, team, communication, and culture
• Feedback on tools, processes, and ways of working
• Whether the person would recommend Helixiora as a place to work
• Any suggestions that would have made staying more likely

Manager responsibilities

The manager or functional lead for the person leaving should support the offboarding process, even when the People lead and Technology lead own the formal steps.

• Confirm who takes over the person’s responsibilities.
• Make sure handover quality is good enough for the team and any affected clients.
• Communicate role coverage and ownership changes to the relevant team members.
• Flag delivery, staffing, or client risks early rather than waiting until the last day.

Client communication

If the person leaving works with clients, client communication should be planned rather than improvised.

• Decide whether clients need to be told, who should tell them, and when that should happen.
• Make sure clients know who their new point of contact is before or at the time of transition.
• Keep the message clear, professional, and limited to what the client needs to know.

Pay and benefits

Final pay and benefits handling can differ by contract type, local law, and provider.

• The People lead confirms what happens to final salary, contractor payment, and any required payroll processing.
• Any benefits end date, equipment deductions if applicable, and unused leave handling should be confirmed according to contract and local law.
• If there is any conflict between this page, the contract, or local law, the contract and applicable law take precedence.

Confidentiality and continuing obligations

Leaving Helixiora does not end obligations around confidentiality, intellectual property, or data protection.

• Confidential company and client information must not be retained, reused, or shared after exit except where the law requires it.
• Work created as part of the role remains subject to the contract and any applicable intellectual property terms.
• Questions about post-exit obligations should be raised with the People lead.

Non-standard exits

Not every exit will follow the standard timeline above.

• Immediate exits, dismissals, or security-driven exits may require earlier access removal or a shortened handover.
• In those cases, the People lead and Technology lead can change the order and timing of steps to protect people, clients, and company systems.
• The goal stays the same: respectful handling, controlled access, and clear continuity.

Who owns or approves it

The People lead owns handover coordination, exit timing, and final pay handling. The Technology lead owns access removal, equipment coordination, and technical handover support.

Where to go in the tool stack

• People lead (Robin) for exit timing and handover
• Technology lead (Walter) for equipment return and access removal
• People lead (Robin) for final pay questions
• People lead (Robin) for the exit survey
• Deel or email for final expense claims, depending on your contract form

What happens if something goes wrong

If access, payroll, or handover steps are incomplete, raise it immediately with the People lead or Technology lead so the issue does not sit unresolved after your exit date.