Exit Interview

You can use the Exit Interview in an offboarding journey to easily automate scheduling an exit interview with an offboarding user. 

To begin, click Create a new step while editing an offboarding journey, select Exit Interview and give your step a title.

The first things you’ll configure are the Organizer, Recipient, Calendar Event Name, and Calendar Description. 

The Organizer field will correspond to who will be leading these meetings, and will become the meeting owner. This will typically be someone in HR who owns the Exit Interviews.

The Recipient field will correspond to who will be invited to the newly created meeting, usually the offboarding employee.

The Calendar Event Name and Calendar Event Description fields will reflect what will be displayed when viewing the event in Google Calendar or Outlook. You can also use variables to personalize the title of the new meeting to the organizer and recipient! 

You’ll then choose between two options: 

1. Schedule meeting anytime based on attendee calendar availability 
   1. This will allow Cleary to look for mutual availability between 9am - 5pm of each attendee's time zone. You can then choose the earliest and latest times you’d like Cleary to schedule these meetings, based on the employee end date or journey start date. 
      1. If there is no mutual availability during the selected times, the organizer that’s selected in the step will receive the following message: 

““{journey_admin_full_name} wants you to conduct the exit interview for {recipient_full_name}. Please take the lead in scheduling the meeting with them before their end date.”

2. Always schedule this calendar event at a specific day and time
   1. Selecting this option will schedule the meeting at a specific time based on the employee end date or journey start date. This does not take availability for either the organizer or recipient into account. 

Note: These meetings can always be rescheduled after initially scheduled in Cleary by the organizer. 

Trigger 

Next, you’ll choose when to trigger scheduling the new meeting. You can choose to trigger this step either at a specific time, or after a previous step has been completed. 

If choosing At a specific time, you can adjust the variables to trigger based off of the employee end date or journey start date. 

If choosing After step has been completed, you can set this step to trigger immediately once a selected step has been completed, or a certain amount of days after the selected step has been completed.

Note: These times are relative to the timezone displayed, not necessarily in the time zone of the employee on the journey. 

You’ll then configure the duration and timeframe for the new meeting. The timeframe and Time zone fields will adjust how Cleary attempts to schedule a new meeting when looking for mutual availability. This time zone will be the default if we don’t have time zone information for one of the meeting attendees. 

Advanced Settings 

Error handling

There are two options related to error handling you can adjust. 

1. If an offboarding employee is added to the journey after the meeting should have been created, then create the meeting immediately

If this is selected, an offboarding employee will be added to this meeting even if they’re added to the journey after the step should have been triggered. 

For example: You’ve chosen to schedule this step 10 days before the employee end date, but the employee wasn’t added to the journey until 4 days before their end date. Enabling this option will ensure they’re added to the meeting even though it falls after the 10 day trigger.  

2. If any information needed for the content variables is missing, do not create the meeting (you will be alerted that it wasn’t created). 

If the second option is selected, the exit interview will not be scheduled if the variables used in the content fields do not have a matching record in Cleary. 

• For example: If I add {new_hire_city} as a variable in the Notification Description field, but the city does not exist in the employee’s user field in Cleary, this task will not be assigned and you will be alerted as such.   

Restrict this step to a specific audience 

By default, every offboarding employee will be added to the meeting. However, you can choose to restrict this step to a certain audience. 

For example: If you don’t want contractors to be added to this step, you can set up the audience like so: 

Finally, once you’ve configured this step to your liking, you can choose to Save as Draft or Publish this step type. 

• If the step is saved as a draft, it will not be live when the Journey is published. You must click Publish to ensure the step is live once the Journey is.