- Leaver: HR-Triggered - Oleria polls your connected HR system every two hours and processes employees whose departure date is detected. Best suited for planned departures such as resignations and retirements.
- Leaver: Manual Entry - An admin enters employees individually or uploads a CSV file to start offboarding immediately. Best suited for terminations where you cannot wait for an HR system sync.
Prerequisites
- Admin, Governance Operator, or Identity Lifecycle Operator role on the Oleria platform
- A connected HR platform (required for both lifecycle types) - see Integrations
- Connected applications for account deprovisioning
Creating a leaver lifecycle
Navigate to Employee Lifecycle -> Lifecycles and select Create lifecycle to open the template picker. Choose Leaver: HR-Triggered or Leaver: Manual Entry to begin the setup wizard.
- HR-Triggered
- Manual Entry
The HR-Triggered lifecycle monitors your connected HR system and processes departures automatically. After you publish the lifecycle, Oleria checks your HR data every two hours and enrolls employees whose departure date is detected.
1
Review the schedule trigger
The schedule trigger is pre-configured. Oleria checks your connected HR system every two hours to detect employees with departure dates. Each employee’s leaver actions begin at the time you set in the Day of Departure step.
Configure your HR system connection under Settings before creating an HR-Triggered lifecycle.
2
Configure pre-departure notifications (optional)
Optionally send notifications before an employee’s departure date. Set the number of days in advance and choose who receives the notification - the employee’s manager or a specific user.You can configure email notifications here, and Slack or Teams messages if you have a messaging system connected. If Oleria detects an employee whose departure date is already within the configured window, the notification goes out immediately rather than waiting.
3
Configure day-of-departure actions
Set the Start time for leaver actions - the time on the departure date when Oleria begins deprovisioning. This field is required.By default, Oleria logs the departing employee out of all active sessions and transfers resource ownership to their manager. Additional actions you can enable:
Email and Slack or Teams message options are available for both notification points.
4
Configure post-departure monitoring (optional)
Optionally enable alerts if any disabled accounts are reactivated after the employee leaves. Set the number of days to monitor and select who receives the notification.This step protects against scenarios where a disabled account is inadvertently re-enabled after offboarding.
5
Review and publish
On the summary page, review your full configuration. Enter a lifecycle name (required) and an optional description.Enable Dry-run mode to preview what access changes Oleria would make without applying them. Disable dry-run when you are ready for the lifecycle to take effect on future runs. Previous simulated runs are not retroactively applied.Select Publish to activate the lifecycle. Once published, Oleria runs on schedule and enrolls employees automatically.
Only one lifecycle of each type can be active at a time. Lifecycles cannot be deleted - if you need to stop a lifecycle, disable it from the lifecycle details page.
Running a Manual Entry lifecycle
After publishing a Manual Entry lifecycle, offboard employees by navigating to the lifecycle details page and selecting Add employees.
1
Choose how to add employees
Select one of two methods:
- Add employees manually - enter up to 10 email addresses using the employee search field
-
Upload a file - upload a CSV file with up to 500 email addresses
2
Add employees
If adding manually: Use the search field to find and select each employee by name or email address. You can add up to 10 employees per run.If uploading a CSV file: Prepare a spreadsheet with a single column labeled Email containing each employee’s email address. Export it as a
.csv file (maximum 1 MB and 500 rows). Drag and drop the file onto the upload area or select it using the file picker.Then choose when to start offboarding:- Immediately - actions begin as soon as you submit
- Schedule for later - pick a date, time, and timezone up to 90 days in the future
Scheduled offboarding may begin within two hours of the selected time rather than exactly at it.
3
Review and submit
The review step shows how many employees matched records in Oleria and when offboarding is set to begin. Any email addresses with no matching employee record are listed so you can verify them before proceeding.Select Submit to start the lifecycle run. Employees may take up to a minute to appear in the lifecycle details page.
Leaver event details
Each employee processed by a leaver lifecycle appears as an individual event. Select an employee’s name from the lifecycle details page to open their event details page.
- User details - name, User ID, Employee No., department, manager, job title, and company code
- Termination date - the departure date sourced from your HR system (HR-Triggered lifecycles only)
- Current phase - the employee’s position in the lifecycle: Pre-Departure, Day of Departure, or Post-Departure
- Access deprovisioned - the count of access entries removed out of the total identified, shown as a percentage
- Access schedule card - when leaver actions are scheduled to run or have already run, with options to edit or cancel (HR-Triggered lifecycles only)
- Ticket - a link to the associated ticket if ticketing is configured
- Identity - accounts across connected identity providers, with status, action type, completion time, and any errors
- Application accounts - application accounts with the same columns
- Groups - group memberships removed with the same columns
Lifecycle phase
Each leaver event moves through phases that reflect where it is in the offboarding process. The current phase appears on the event details page and in the lifecycle details table.Event status
Each leaver event also has a status that reflects the state of its actions. The status appears alongside the phase in the lifecycle details table and on the event details page.If a lifecycle is running in Dry-run mode, the event details page shows a Dry Run label alongside the access deprovisioned count. Actions appear to complete normally, but no access changes are applied.
Adjusting the access schedule
For HR-Triggered lifecycle events still in the Pre-Departure phase, you can change when leaver actions will begin on the departure date.1
Open the event details
Navigate to Employee Lifecycle -> select the leaver lifecycle -> select the employee’s name.
2
Edit the access schedule
Select the pencil icon in the Access schedule card to open the schedule editor.
The edit option is available only while the event is in the Pre-Departure phase. Once leaver actions have started, the schedule can no longer be changed.
Cancelling a scheduled offboarding
If an employee’s departure is cancelled or postponed, you can cancel their scheduled access removal before leaver actions begin.1
Open the event details
Navigate to Employee Lifecycle -> select the leaver lifecycle -> select the employee’s name.
2
Cancel the schedule
Select Cancel schedule in the Access schedule card and confirm in the dialog.Oleria takes no further action for this event. The employee’s access remains active until you remove it manually or run another leaver lifecycle for them.