Common Reasons Why You Cannot Offboard an Employee
There are four main scenarios that prevent or delay employee offboarding in Asanify:
1. The Employee Has Pending Requests
Why this happens:
When you click the Offboard button, Asanify automatically checks if the employee has any pending requests (leave requests, expense claims, regularization requests, etc.) in the system. This check ensures that all their requests are properly handled before offboarding.
What you'll see:
A dialog box will appear showing:
The number of pending requests submitted by the employee
Options to view these requests in the Requests tab or Analytics section
A Refresh Status button to recheck after you've handled the requests
Solution:
You have two options to proceed:
Option 1: Handle Requests Manually (Recommended)
Click Go to Requests or Go to Analytics to view all pending requests
Approve or reject each request individually
Click Refresh Status in the dialog to verify all requests are cleared
Once all requests are handled, proceed with offboarding
Option 2: Auto-Reject All Requests
Check the confirmation box that says "I understand and wish to proceed"
Click Yes, Auto-Reject and Offboard
This will automatically reject all pending requests and proceed with offboarding
Note: If the employee has no pending requests, the offboarding process continues immediately without showing this dialog.
Tip: Option 1 is recommended to ensure proper closure of all employee requests, especially for important matters like final expense claims or leave encashment requests.
2. You Are Trying to Offboard Yourself as an Admin
Why this happens:
Admins and HR Admins cannot offboard their own accounts. This is a safety measure to prevent accidental loss of administrative access to your Asanify account.
Solution:
Ask another admin in your organization to offboard your account
If you are the only admin, contact Asanify support at support@asanify.com for assistance
Note: The Offboard button will not appear on your own profile when you're logged in as an admin.
3. You Are Trying to Offboard the Super Admin
Why this happens:
The super admin is the primary account holder for your company in Asanify. This account cannot be offboarded directly because it is linked to critical company settings and has the highest level of access.
Solution:
Before offboarding the super admin, you must first transfer super admin privileges to another employee:
Go to Company Settings from the left navigation bar
Update the Super Admin Email and Super Admin Mobile Number to another employee's details
Click Save to apply the changes
Once updated, you can offboard the previous super admin normally
Error message you might see:
"Cannot offboard super admin. Please change the super admin details from company settings and try again"
4. The Employee Is Part of an Ongoing Regular Payroll
Why this happens:
If you have already created or run regular payroll that includes the employee you want to offboard, the system prevents offboarding to maintain payroll data integrity. This ensures that your payroll records remain accurate and complete.
Solution:
You need to delete the payroll that includes this employee before you can proceed with offboarding:
Important: Download the payroll as a CSV backup before deleting it
Go to Payroll → Payruns from the left navigation bar
Locate the payroll that includes the employee
Click More → Delete Payroll
Confirm the deletion
Now you can offboard the employee
Error message you might see:
"You cannot offboard this employee as they are part of an active payroll"
Tip: This restriction only applies to regular payroll, not termination payroll. After successfully offboarding an employee, you can run termination payroll for their final settlement.
Additional Information
Who Can Offboard Employees?
Only users with Admin or HR Admin roles can offboard employees in Asanify. Regular employees cannot access the offboarding feature.
Employee Status Requirements
The employee must be in Active status to be offboarded. If the employee is already in Resigned or Terminated status, the offboarding process may have already been initiated or completed.
Checking Your Own Role
If you're unsure about your role or the super admin status:
Go to Company Settings to view the current super admin details
Your role is displayed in the top-right corner of your Asanify dashboard
Still Unable to Offboard?
If you've addressed all the above restrictions and still cannot offboard an employee, contact Asanify support at support@asanify.com with the following information:
Employee name and ID
The specific error message you're seeing
Screenshots (if applicable)
Our support team will investigate and help resolve the issue.