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Working on onboarding and offboarding and automations to cut down the related work. Offboarding gets a bit unique when it comes to time- For voluntarily separations, we usually want to handle those at end of day. That would seem easy enough to handle, to get last day from the offboarding form and use a timer to count until then? - or maybe scheduled flows
For some separations, we need to make sure we don’t touch anything until we have more precise timing- locking out accounts after the user has had their separation meeting. I can think of a couple different approaches, and I’m curious how other people have handled this. 

We do an IT approval and fire it the time of the separation. We then have automation behind that for disabling the user and password reset, etc.

Handling offboarding timing in Freshservice can be much easier when you use features like Scheduled Workflows and the Expression Builder. Scheduled Workflows allow you to automate actions such as disabling accounts or retrieving assets based on a user’s last working day. By setting up these workflows to trigger on the specified offboarding date, you can reduce manual effort and ensure everything happens on time.

 

To make these workflows run exactly when needed, the Expression Builder can help by comparing the current date to the offboarding date stored in the system. For example, you might use an expression like DateValue({{ticket.offboarding_date}}) == TODAY('Asia/Karachi') to ensure actions only happen when the dates match. Just be mindful of potential limitations—Freshservice doesn’t always recognize every time zone format, so using standard ones like ‘UTC’ or ‘GMT’ may be safer.

 

Another thing to watch for is how Freshservice handles date fields. It may strip out the time portion, which can lead to timing issues. A good workaround is to use a date-time field and set the time to something like 11:59 PM to make sure the user’s entire last day is covered.

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