Onboarding & Offboarding: A checklist with clear owners from the first day to the last

Who is it for, and what problem does it solve?

The module is for businesses where onboarding and offboarding are coordinated by email and phone between HR, payroll, IT and managers. In this scattered setup, the most common problems are:

• Steps get forgotten. Steps such as the SGK notification, delivering the privacy notice required under KVKK (Türkiye's Personal Data Protection Law No. 6698) or closing a leaver's system account are missed.
• Ownership is unclear. Who does what, and by when, is not written down; everyone assumes someone else has done it.
• Information reaches payroll late. The start or leaving date is learned on the attendance ledger and payroll side only at month end.
• No evidence remains. Whether a step was done can only be found out by searching through mailboxes.

The module splits each process into tasks with a clear owner and due date; every completed task is recorded with who marked it and when.

What does Onboarding & Offboarding do?

The module sets up onboarding and offboarding templates specific to your company and, for each new process, copies the template into a task list for that employee. The functions available today are:

• Template checklists: as many named templates as you like for onboarding and offboarding; each item has a title, description, owner and day offset. The suggested templates provide a starting point with legally grounded items such as SGK notifications, the employee file, İSG training and the employment certificate.
• Owner and due date: a “manager” item goes to the manager on the employee's card, an “employee” item to the person themselves and an “HR” item to the HR team; the due date is calculated from the start or leaving date. A task can later be reassigned to another employee.
• List independent of the template: the list is copied from the template; if the template changes later, lists already opened are not affected. One-off tasks can be added to a list.
• My tasks screen: each owner sees and completes their own open tasks by due date; overdue tasks are flagged, and the number of open tasks appears on the dashboard. HR items not assigned to a person are tracked from the Processes tab of the employee card. Email reminders of tasks to their owners are coming soon.
• Exit record: leaving date, SGK leaving reason code (from the official list, with its description), an exit description and an asset return note; the unused annual leave balance on the leaving date is calculated in days. The leaving date is reflected in the Attendance Ledger (Puantaj) and Payroll (Türkiye) period.
• Login account: at onboarding, the company owner or system administrator sends an invitation to the application from the card; at exit, the account is closed by hand from the exit screen. Automatic closing of the account at the end of the leaving date is coming soon as well.
• Period exit report: employee number, department, start and leaving dates, SGK code and unused leave days of those who left within a date range; downloaded as CSV.

A process dashboard showing ongoing onboarding and offboarding checklists across the company, with overdue and completed tasks, on a single screen is coming soon. Three topics will be covered by separate modules coming soon: severance and notice pay calculation, asset assignment tracking and automatic generation of documents such as the employment certificate. No pay is calculated for unused annual leave; the balance is shown in days.

How does it work?

Every onboarding or offboarding follows the same five steps:

1. Prepare the template. Start from a suggested template, or enter items, owners and day offsets into a blank template.
2. Start the process. Select the right template on the employee's card and open the checklist; tasks reach their owners with due dates.
3. Complete the tasks. Owners mark their tasks from the My tasks screen; documents are uploaded to the Documents tab of the employee card.
4. Record the exit. Enter the leaving date, the SGK leaving code and the asset note; the unused leave balance appears, and the leaving date flows into the attendance ledger and payroll.
5. Track delays. Follow open and overdue tasks from the progress shown in the Processes tab of the employee card and from the My tasks screen.

Documents collected during the process, such as ID copies and health reports, are protected by permissions; health reports and criminal record certificates are open only to those with the special category document permission. Details on hosting and access control are on the Security and data protection page. For plan options, see the Pricing page.

Regulatory note

Some onboarding and offboarding steps are legal obligations; check their deadlines and exceptions only against official sources:

• Notifications of an insured person's hiring and leaving: Law No. 5510 on Social Insurance and General Health Insurance and announcements of the Social Security Institution; for leaving codes, SGK's list of leaving reasons.
• Employment contract, employee file, employment certificate, annual leave pay and termination notices: Labour Law No. 4857.
• Occupational health and safety training at the start of employment: Occupational Health and Safety Law No. 6331.
• The duty to inform at hiring and employee data: Personal Data Protection Authority; for process design, KVKK Compliance Management, which is coming soon.

Sora İK helps you track these steps as a checklist; the accuracy of legal deadlines and the filing of notifications remain the employer's responsibility. This note is not legal advice; for specific situations, consult your labour law adviser.