Off-Boarding Employees from Motivosity

Motivosity can help you manage the employee lifecycle from hire date to departure, or on-boarding to off-boarding.

Employees generally expect to have maintain access to the funds they were given. The off-boarding feature allows you to automate this.

Off-boarding will automatically send a goodbye message when employees are leaving the company and provide their Motivosity balance to them in the form of a gift that they can redeem after deactivation.

To start setting up your automated off-boarding program, navigate to the Setup page.
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Next select your On-Boarding/Off-Boarding Program from the programs list
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From the setup page, scroll down past the On-Boarding options to turn on and configure Off-Boarding.

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The first step is to turn it on by checking the box to "Automatically off-board deactivated users". This will require finance approval or multi-factor authentication. After verification, you will get a confirmation pop-up window to explain what will happen when enabled.
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As you enable this, use the dropdown to select a delay between 1 and 10 days for when the off-boarding will run. This delay can be used as a buffer in case you want to leave time to perform actions such as employee reactivation, skipping off-boarding for that specific user, or adding extra funds to employees' spending accounts to boost the gift.

The rest of the setup is for the message that is sent along with the off-boarding gift. This has room for a configurable image, header, and message. All of these customizations are optional. You can preview it with a test email to see what your employees will receive when they get it.

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You may want to manage a deactivation outside of your standard automation. This could be done to skip off-boarding and prevent the distribution of funds, or maybe you'd like to off-board an employee immediately and have their gift sent right away instead of waiting for the configured delay.

You can take actions like this from the Team page in Setup.

Start by finding the employee you would like to off-board and deactivate them using the three dot action menu on the far right.

Next, you'll be prompted to choose if you want to off-board them immediately or if you'd like to skip their off-boarding. If you are going to off-board them, you can also add an additional email address in this moment that will be sent the gift details and have access to it.

Any time an additional email is added to an account in this way, all finance admins will be notified. Typically we would expect this to be done via user sync, so this notice is in place to prevent abuse of the off-boarding process.

Below are examples the emails showing the message with and without a gift.

Why would you use off-boarding?

Most employees expect to have access to their funds and are surprised or even disgruntled if they do not. Additionally, if they have been taxed on these funds, they should not be forfeitable. Off-boarding provides an easy solution to improve the employee experience and compliance.

Which balances are included in the off-boarding gift?

Only the personal spending balance is gifted. If a user has access to other spending accounts from other Motivosity programs, these will not be included in the off-boarding gift.

Is an email message sent if there isn't a balance to gift at the time of deactivation?

Yes. The email will still be sent but the gift part in the onboarding message will be hidden.

Does off-boarding work with points or purchase power parity?

Yes. If you're using any variant of points or purchase power parity, we've got you covered. Final balances will be shown in local currency for the recipient.
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​​What is the deactivated user's experience?
The user will receive the gift in an email after the delay. They will be able to redeem the gift in a separate portal store that is managed by Motivosity. The gift will be available for 6 months after delivery.