Introduction
Offboarding an employee in Ledgy helps you close out their equity correctly when they leave the company. You can use Ledgy to terminate unvested equity, create post-termination exercise windows, re-invite former employees with a personal email, and keep a clear record of where each stakeholder is in the process.
This guide explains the available offboarding flows, what each status means on the Stakeholders page, and what to expect after you publish termination transactions.
Ledgy's offboarding automation tool is only available for Scale+ customers.
Which offboarding options are available?
There are three ways to begin the offboarding process for stakeholders in Ledgy:
In bulk — Best when multiple stakeholders share the same termination date and need similar treatment.
Individual — Best when one stakeholder needs specific termination rules.
Workflows — Best when you have standardized leaver policies and want to automate the steps.
Option 1: In bulk
Go to Stakeholders and click Offboard at the top of the page.
In the offboarding modal, select one or more stakeholders from the dropdown.
Add the Termination date and, if needed, an Effective vesting date.
If an effective vesting date is entered, Ledgy calculates the amount to terminate based on that date. If left empty, Ledgy uses the termination date.
Optional: enable Allow exercising if the stakeholder should keep a post-termination exercise window.
Optional: enable Notify affected stakeholders to send the exercise-window email on the day the window opens.
Click Offboard. Ledgy creates the required termination transactions for the selected stakeholders. You can review or edit those transactions later in Ownership > Transactions.
Important: If a stakeholder still holds equity after offboarding, we recommend updating their email from their work address to a personal address and re-inviting them to Ledgy. This helps preserve access to their equity information and future communications.
Option 2: Individual
Go to Stakeholders and search for the stakeholder.
Open the three-dot menu next to their name and click Offboard stakeholder.
Choose the Termination date and, if needed, an Effective vesting date.
If your HRIS is connected, Ledgy can pre-fill the termination date from HRIS.
Optional: choose a post-offboarding group for the stakeholder.
Optional: enable Allow exercising to create a post-termination exercise window.
Optional: enable Notify affected stakeholders to email them when their exercise window opens.
Optional: enable Re-invite stakeholder via email if the stakeholder should retain access with a personal email address.
Define whether fractional unvested amounts should be terminated, then click Offboard.
Option 3: Offboarding workflows
Use this option if you have standardized leaver policies and want to automate offboarding activities with a single click.
Offboarding workflows let you bundle together actions such as terminating unvested equity, keeping vested equity, creating exercise windows, re-inviting former employees, and moving stakeholders into a post-offboarding group.
Step 1: Create leaver reasons
Go to Company settings > Data management > Leaver reasons.
Create the reasons you want to use, such as Good leaver, Bad leaver, Retirement, or Redundancy.
Step 2: Create an offboarding workflow
Go to Equity plans > Workflows > View Workflows > Add Workflow.
Name the workflow and link one or more leaver reasons to it.
Choose a post-offboarding group if relevant.
Decide whether to re-invite stakeholders using their personal email.
Set the rules for vested equity and unvested equity.
Optional: add plan-specific overrides.
Save the workflow and make sure it is enabled.
Step 3: Offboard stakeholders
Go to Stakeholders and select the stakeholder you want to offboard.
Click Offboard, then choose the termination date and leaver reason.
If you use Default effective vesting date, Ledgy pre-fills each stakeholder's effective vesting date with their termination date, and you can still override it per stakeholder if needed.
Click Offboard. If the workflow creates termination transactions, they are created in draft and must be published before the offboarding is fully complete for that stakeholder.
What status will I see after offboarding?
Ledgy now shows a visible offboarding status on the Stakeholders page so admins can see where each stakeholder is in the process.
Needs Offboarding
When it appears: The stakeholder has been marked as a leaver, usually because a valid termination date was synced from HRIS.
What it means: Offboarding has not started yet.
What to do: Select the stakeholder and run the offboarding flow.
Publish Terminations
When it appears: Offboarding created one or more draft termination transactions for the stakeholder.
What it means: The offboarding setup is done, but the termination transactions still need to be reviewed and published.
What to do: Go to Ownership > Transactions, review the draft terminations, and publish them.
Offboarded
When it appears: The stakeholder has fully completed the offboarding flow.
This happens when either:
all remaining draft termination transactions for that stakeholder have been published, or
the offboarding flow did not create any draft terminations in the first place, for example because there was nothing left to terminate or the workflow kept the equity in place.
What it means: Offboarding is complete for that stakeholder.
Important: Publishing is now scoped per stakeholder. If you publish only some stakeholders' termination drafts in a batch, only the stakeholders whose remaining draft terminations were fully included in that batch move to Offboarded. Other stakeholders stay on Publish Terminations until their own draft terminations are published.
Note: Offboarded is a completed state. It is not removed by the bulk Clear status action, and HRIS sync will continue to preserve it unless the source termination data is later removed.
How to reverse an offboarding?
If a stakeholder was offboarded in error or a departure is rescinded, you can reverse the equity-side impact by removing the offboarding transactions and related windows.
Steps
Go to Ownership > Transactions.
Locate the termination transaction or transactions created during offboarding.
Delete the relevant termination transactions.
If an offboarding exercise window was created, remove it from Equity Events > Windows.
If the stakeholder is still marked as a leaver in HRIS or still has a termination date in the source system, update that source data as well. Otherwise Ledgy may continue to show an offboarding-related status after the next sync.
For HRIS-driven rehires, removing the termination date in HRIS and syncing again lets Ledgy clear the offboarding status as part of the reactivation flow.
Important: Offboarded is a deliberate terminal state and is not cleared by the bulk Clear status action. If you are reversing a completed offboarding, make sure you also correct the underlying termination data.
FAQs
Can I deactivate a workflow after using it without affecting employees who were already offboarded through it?
Can I deactivate a workflow after using it without affecting employees who were already offboarded through it?
Yes. When an offboarding workflow runs, its rules are applied immediately and the results are written to the stakeholder's record at that time.
Deactivating or replacing the workflow only affects future offboardings. It does not change the stakeholders who were already offboarded with the previous workflow.
Note: disabled workflows still count toward your plan limit.
Why did the offboarding workflow fail when trying to offboard a stakeholder?
Why did the offboarding workflow fail when trying to offboard a stakeholder?
This usually means the offboarding flow is configured to create a new offboarding exercise window, but the stakeholder already has an offboarding exercise window on their record.
Ledgy prevents duplicate offboarding exercise windows, so it stops the new one instead of creating a second offboarding window.
This check is specific to offboarding exercise windows. A standard exercise window on its own does not cause this error.
Before retrying the offboarding, check whether the stakeholder already has an existing offboarding exercise window.