A departure should be as orderly as a first day. In Folkbase, offboarding starts from a record that already lists every grant a person holds, so closing access is one run instead of a search through admin consoles. Afterward, the record stays on file, archived, with everything that happened to it.
Set the last day
Offboarding starts with a date. An admin sets the last day on the person's record, and the transition is logged with who started it, when, and the reason given. Until that day, the person keeps working with the access they already have.
A fixed date gives everyone something to plan around. Managers see it in their team's offboarding view, and the handoff tasks described below can be due before it arrives. Nothing depends on someone noticing a calendar invite or a goodbye message in Slack.
One run closes every grant
On the last day, every grant on the record closes in one action. There is no per-tool checklist to work through and no list of accounts to rebuild from memory. Where a tool is connected as an integration, closing the grant in Folkbase closes the account in the tool.
Each closed grant keeps its full trail:
- the tool and the scope it covered
- who granted it, and when
- the role or approved request that justified it
- the exact time it closed
Every grant closes in one run, and each one keeps the time it closed.
That last timestamp is what turns "we removed access" into something you can show. It sits next to the grant on the record, not in a ticket thread or a spreadsheet tab.
Hand off the work
Access is only part of a departure. Open projects, documents, and working knowledge need a new owner, and Folkbase handles that through tasks.
An offboarding template can ask the departing person to fill in a handoff form listing open work, give the manager a reviewer step to approve that handoff, and give IT a checklist for collecting equipment. Each task has an owner and a due date set before the last day, so the handoff is finished while the person is still around to answer questions. If a handoff stalls, it shows up as overdue or blocked before the last day arrives, not on the last afternoon.
Archive with full history
After the last day, the record moves to Archived. It is kept, not deleted. The archived record holds its grants with the times they opened and closed, the tasks that were completed, and each lifecycle transition with who ran it and why. A year later, the question "when did this person lose GitHub?" still has an exact answer in the audit trail.
Because an archived person holds no active grants, they drop out of the next access review snapshot on their own. Nobody has to remember to take them off a list.
Contractors close the same way
Contractors are offboarded with the same steps as employees. Their record works the same way, with one addition: every grant carries an end date. When that date passes, the grant closes. An extension needs an approval and sets a new date. More on that model in contractor access.
When an engagement ends, the close-out is the run described above: a last day, every remaining grant closed and stamped, handoff tasks with owners, and an archived record. When the Northwind rebrand engagement wraps, Elio Park's record follows exactly that path.
Offboarding is included in the Growth and Business plans.