Leaver Form: Setting the Termination Effective Date

Overview

When someone with the Identity Manager entitlement submits a Leaver (offboarding) request in Clarity, one field on the form determines exactly when the termination actually happens: a checkbox that controls whether a date field is shown.

This field is easy to miss because its default state doesn’t read as “immediate” — it simply looks like a checked checkbox. If you submit the form without unchecking it, Clarity terminates the identity the moment the workflow finishes running (including any approval step), not on whatever date you may have entered elsewhere on the form.

Before You Begin

• You’ll need the Identity Manager entitlement to access the Leaver form. If you don’t have it, ask your Clarity administrator to grant it via Manage Access.

How to Set the Effective Date

Step 1: Open the Leaver form

Start the Leaver (offboarding) request for the a Team Member.

Step 2: Select the Identity

Next you will want to select the correct Identity corresponding to the User intended to be terminated.

Admin Accounts

It is common practice for certain employees in your organization to have multiple accounts (Ex: IT may have a second account for performing Admin level changes), this may result in more than one entry appearing for what appears to be the same person.  In the search field, verify that the Identity you are selecting matches what you would expect.

Step 3: Decide when the termination should happen

Locate the checkbox for Effective Date & Time and use the table below to determine when the termination event should happen.

Date Selection (future dated Termination)

In the screenshot below, you can see the Apply on approval box is unchecked, and a date field is visible (Effective Date & Time, Timezone). This date field lets you determine the timestamp Clarity will wait for before performing the termination event. If your Security Team has configured approvals for the Leaver Form Submission workflow, then those approvals must be completed before Clarity will begin “waiting” to perform the Termination at the previously selected Effective Date & Time, Timezone.

Immediate Termination

In the screenshot below, you can see the Apply on approval box is checked, and a date field is no longer visible. Completing the form as shown below would mean the Termination is triggered Immediately (If your Security team has configured approvals, then Termination would not occur until the approvals are completed).

Step 4: Complete the rest of the form and submit

Continue filling out the remaining fields (See callout below regarding the customizability) and submit.

Leaver Form Customizable

The Clarity Leaver Form is very customizable (see screenshot below), so you may need to discuss with your Security Team on how to fill out any items/questions/etc on the custom part of the form.  In the example below, you can see an additional date being captured, as well as some data points about Termination Type and Legal Holds that will be passed along to the Service Desk team.

Common Mistake to Avoid

Example: An HR user submitted a Leaver request intending the termination to take effect at a later date, but left the effective-date checkbox checked. Because the workflow included an approval step, the termination didn’t fire until the approval was completed — which happened to land close to the intended date, making the mistake look correct at first glance. The termination had actually been queued to fire immediately upon approval, not on any date entered on the form.

Always uncheck the box and confirm the date field is populated whenever the termination should not happen the instant the workflow completes.

Reviewing After the Fact

If you need to confirm exactly when a termination executed, the workflow’s execution details show timestamps in UTC, not local time — convert accordingly when comparing against the intended effective date.

Tips & Best Practices

• Always check the checkbox state before submitting — it’s the single most common mistake on this form.

• If the termination should happen on a specific future date, uncheck the box and confirm the date field is populated before submitting.

• The second-page date fields (this page is customizable, so you may not have additional dates present. is for the record/email only — don’t rely on it to schedule the termination.

• When auditing a past termination, remember execution timestamps are in UTC.

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