WC365 Lifecycle Reference # Choose a lifecycle guide Choose the guide for the employee change you need. It explains what to enter, which approvals apply and what WorkCycle365 does next. ## Choose a guide | Lifecycle | Use it when | Key characteristic | | ------------------------------------------------------------------------------------------------ | ----------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | [Hire](https://docs.workcycle365.com/guides/lifecycle-reference/hire/) | A person is joining the organization | Uses staged identity and start enablement approvals. | | [Transfer](https://docs.workcycle365.com/guides/lifecycle-reference/transfer/) | An existing employee's manager or organizational assignment is changing | Applies the approved change at its effective time. For a revert, select **Temporary Assignment** and enter **Assignment End**. An end date without Temporary Assignment creates a Contract End request. | | [Leave](https://docs.workcycle365.com/guides/lifecycle-reference/leave/) | An existing employee is beginning a leave | Choose **Departure**, then select **Leave**. Enter Return Date to schedule a separate Return. | | [Return](https://docs.workcycle365.com/guides/lifecycle-reference/return/) | An employee is coming back from leave | Re-enables configured access at the approved return time. | | [Extension](https://docs.workcycle365.com/guides/lifecycle-reference/extension/) | A planned contract end needs to move | Processes immediately without approval. Handles one eligible upcoming Departure; enter **New End Date** to schedule a replacement, or leave it blank when no replacement is required. | | [Departure and Immediate Access Removal](https://docs.workcycle365.com/guides/lifecycle-reference/departure-and-termination/) | Employment or access is ending | Coordinates planned offboarding, resignation, contract end, leave, or urgent access removal. | ## How a request progresses 1. **Request:** The requester enters the person, lifecycle, and timing. 2. **Validate:** WorkCycle365 checks the submitted details. 3. **Approve:** An assigned person makes a decision when the lifecycle requires approval. 4. **Schedule:** Future-dated work waits for its effective window. 5. **Act:** WorkCycle365 performs the configured Microsoft 365 actions. 6. **Communicate:** Applicable email, Microsoft Teams cards, and calendar events are produced. 7. **Record:** Request status shows progress. Operational logs support troubleshooting when something goes wrong. The steps differ by lifecycle. Hire has two approval stages; Extension processes without approval. ## Before any lifecycle request - Confirm the correct person and request type. - Check the effective date and time. - Use the visible form to identify required fields; tenant configuration and lifecycle type influence what applies. - Submit one request and wait for the portal's success or error message. The portal does not display a request reference in that message. - Use the view available to your role when you need to follow or change a request. Those views do not include every request, so do not submit again just because it is not listed. - The success message acknowledges submission. Approval, scheduling and lifecycle work happen separately; report an error or an overdue request through your normal support route. See the [requester quickstart](https://docs.workcycle365.com/guides/requester/requester-quickstart/) for the complete submission checklist. See [timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) for time fields, business-hour defaults, time zones and when scheduled work begins. ## Your organization's settings Identity groups, licensing support, calendar destinations, Microsoft Teams channels, email templates, approvers, and scheduling conventions are configured per tenant. Check the relevant guide and ask your administrator which settings apply to your organization. # Prepare a new hire before the start date Use **New Hire** to prepare an employee's account and start arrangements. WorkCycle365 coordinates two approvals, configured access, welcome communications, and calendar events around the start date. ## Who this guide is for - Requesters entering a new-hire request - Approvers reviewing the proposed identity or start activation - HR administrators arranging the employee's start ## Before you begin Confirm the new hire's name, employee identifier, start date, manager information, organizational details, and any contract end date that applies. **Requested Email** is optional. Enter it when your organization intends to request a specific sign-in address; otherwise, leave it blank and WorkCycle365 proposes the first available address from your organization's username pattern and domain. The first approval presents the proposed identity. Generated addresses use lowercase names with accents, spaces and unsupported characters removed. If a generated address is already taken, WorkCycle365 tries the next candidate allowed by your organization's pattern. The default pattern (**lastf**) starts with the surname and the first letter of the first name. For Maya Sullivan, it tries **sullivanm**, **sullivanma**, **sullivanmay**, then **sullivanmaya**, each followed by the configured domain. It stops at the first available address. Other patterns work differently. The full-name pattern (**first.last**) tries **maya.sullivan** once. Some patterns use middle initials, Employee ID, or number suffixes. The search has a limited set of candidates. If none is available, account preparation stops; contact your administrator before trying again. When you supply **Requested Email**, WorkCycle365 checks that exact address instead of generating alternatives. > **Identity accuracy:** The first approval authorizes preparation of the sign-in identity used by the later steps. Review the person's name, requested or generated sign-in identity, and manager carefully before approving. ## Submit the Hire 1. From the portal home, choose **New Hire**. 2. Enter the required person and start details. 3. Add the manager, organization, and contract information available for the hire. 4. Review the effective start date. Set **Start Time (24h)** only when you want a particular time; otherwise leave it blank to use Business Start Hour. 5. Submit once. On a successful portal action, the form displays **Request submitted.** and returns to the portal home. New Hire form. Enter the employee, start date, manager and employment details before submitting. Tenant-specific choices shown here are examples. (Image: https\://docs.workcycle365.com/images/hire-complete.png) When **Start Time (24h)** is blank, the Hire calendar start uses the tenant's Business Start Hour, or **09:00** if unset. A supplied time takes priority. If that start has passed or is no more than ten minutes away when the event is built, its calendar start moves to ten minutes after the current time. For a Hire submitted today at **11:00** with the time blank and Business Start Hour **09:00**, an event built at **11:00** starts at **11:10**. The adjustment is calculated when the event is created. Account activation also requires its separate approval. See [timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/). The success message acknowledges submission; approval and account preparation happen separately. If you need to change the request, **Edit Existing** shows your eligible requests still in progress. Admins and Reviewers can use **Dashboard**, which shows dated requests within seven days before or after today. Requests outside those views continue through their approval and schedule. Keep the existing Hire rather than submitting it again. ## What happens next Hire has two approval stages: 1. WorkCycle365 checks the requested or generated sign-in identity and asks for the first approval, covering the username or account-preparation decision. 2. After approval, it checks the identity again and prepares the account. An existing account found at this stage is eligible for reuse; verify that it belongs to the intended employee. 3. With **StartEnabled** off (the default), a new account is created disabled. With StartEnabled on, it is created enabled. The later activation approval is required in both cases. 4. WorkCycle365 prepares the start event and, if an End Date was supplied, a separate Contract End follow-up. 5. A later **Activate New Hire** approval authorizes account activation. For scheduled work, preparation waits until 90 minutes before the saved start time. WorkCycle365 checks for changes or cancellation before continuing. 6. The approved start process enables the account as needed and adds it to the primary access group when configured. Microsoft 365 licensing and service readiness determine when the employee has access. 7. Applicable welcome email, Microsoft Teams card, and calendar communications follow the selected Hire path and tenant settings. Welcome email follows enablement and the account-readiness check. **Contract End follow-up:** A supplied End Date creates a separate scheduled Departure request of type **Contract End**, initially awaiting its own approval. Its calendar event is separate from the Hire start event; a Teams card is also created when enabled. The Hire's **Activate New Hire** approval does not approve this later departure. If End Date is blank, no automatic Contract End follow-up is scheduled. If the contract end is unknown, agree with HR how it will be arranged when known. If an expected follow-up is missing or wrong, contact your administrator before submitting another Departure. > **After account preparation:** The Hire still needs its **Activate New Hire** approval before the start steps can continue. ## Approval outcomes - If the first approval is rejected, Hire does not continue to account creation or the later activation approval. - If the activation approval is rejected, WorkCycle365 stops the start steps covered by that approval. It does not proceed with enabling the account or adding it to the primary access group. Rejection does not disable an account enabled through **StartEnabled** or earlier work. - An approved future-dated request waits for its configured effective time. See [approvals and notifications](https://docs.workcycle365.com/guides/approver/approvals-and-notifications/) for the decision checklist. **If a sign-in identity is already in use:** A supplied Requested Email found in use at the initial check does not proceed to the first approval. Availability checks do not reserve a name. The later account check supports reuse of an existing account. Verify the account belongs to the intended employee. If an address is unavailable or the account belongs to someone else, contact your administrator before retrying. ## Your organization's settings The username pattern, initial account state, primary access group, email templates, Teams and calendar destinations, and recipients depend on your organization's configuration. Microsoft 365 licenses, policies, and service readiness also affect access and communications. If access or a welcome message is missing after the expected start, use the help below. When **Include manager in events** is enabled, the manager resolved from the request receives applicable calendar updates or check-ins and is copied on applicable end-user lifecycle email. This setting does not select the approver. ## If the Hire needs attention Contact your administrator if an error appears, an approval is missing when expected, the account details are wrong, or access or welcome communications are missing after the expected start. Provide the employee name, submission time, intended start, visible status, and request number if available. Do not create a second Hire merely because a stage is pending. For a failed or interrupted request, an administrator checks the account preparation already performed before arranging recovery or a replacement. A clear rejection stops that approval path; if the business decision changes, agree the next step before submitting again. Related: [Timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) · [Follow your request](https://docs.workcycle365.com/guides/requester/requester-quickstart/#follow-the-same-request) · [Departure and Immediate Access Removal](https://docs.workcycle365.com/guides/lifecycle-reference/departure-and-termination/) # Coordinate an employee transfer at the right time Use **Transfer** to change an employee's manager or organizational assignment. WorkCycle365 coordinates approval, scheduled changes and the configured communications. ## Before you begin Confirm: - the existing employee identity; - the new manager or organizational assignment; - the transfer's effective date and time; - whether the assignment is temporary; - the end date for a temporary assignment, when applicable; - the business context an approver needs. ## Submit the Transfer 1. Choose **Transfer** in the request portal. 2. Select or identify the existing employee. 3. Enter the new manager or organizational details shown by the form. 4. Enter the effective date. Set the optional **Transfer Time** when you want a particular time; otherwise leave it blank to use the business-hour default below. 5. Add an Assignment End date when a follow-up is required. Select **Temporary Assignment** only when the assignment should later revert; an end date without that selection follows the Contract End path. 6. Review the before-and-after context, then submit once. When **Transfer Time** is blank, the Transfer calendar event starts 90 minutes before the tenant's Business Start Hour, in the tenant time zone. With Business Start Hour **09:00** (the fallback when unset), that is **07:30**. A time you supply takes priority. If that start has passed or is no more than ten minutes away when the event is created, it moves to ten minutes after creation. For example, a Transfer for today with the time blank and an event created at **11:00** starts at **11:10**, rather than 07:30. The adjustment sets the event time; the transfer also requires approval. See [timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) for the shared timing rules. Assignment End sets the follow-up schedule described below. ## What happens next 1. WorkCycle365 sends the Transfer to its configured approver. Review its approval before the scheduled transfer. 2. After approval, the transfer waits until its scheduled time. Before the account update, WorkCycle365 checks for changes and cancellation. 3. WorkCycle365 updates the requested directory details, including the manager when their account is found. Transfer processing also enables the employee's account. 4. When configured, it adds the employee to the primary license group if needed and removes them from the disabled-users group if they are a member. The tenant's licensing policy determines the effect of those group changes. 5. Transfer email, Teams cards and calendar communications follow the request and your organization's settings. ### Temporary assignments and contract ends **Assignment End** selects one follow-up: - With **Temporary Assignment** selected, WorkCycle365 creates a separate **Transfer Revert** request and event. Its destination uses the manager, department, position and location recorded before the original transfer. - With Temporary Assignment off, the end date creates a **Contract End** request and event for planned Departure. - With Assignment End blank, neither follow-up is created. Review the follow-up's separate approval when it is issued. Approval of the original Transfer does not approve the follow-up. Before approving a Transfer Revert, compare its destination with the intended previous assignment. A Transfer Revert uses Business End Hour on the Assignment End date (**17:00** in the tenant time zone when unset), not the original Transfer Time. If that start is due or no more than ten minutes away when its event is created, it moves to ten minutes after creation. The manager is restored when the previous manager account is found. If the recorded manager is blank or unavailable, WorkCycle365 leaves the current manager in place rather than clearing it. If that would be unsuitable, arrange the correct manager before approving the reversion. **Include Manager** controls communications, not approver selection. When enabled, Transfer and Transfer Revert calendar invitations include both relevant managers when their accounts are found. The employee email copies only that request's **New Manager**; the other manager is not substituted if New Manager is unavailable. Revert keeps the original Include Manager choice. Other configured recipients are handled separately. > **Account-state consequence:** Transfer processing enables the account. Confirm that this is appropriate for the employee before approving. ## Approval and cancellation Rejection stops the Transfer from continuing with its account or access changes. While the request remains eligible, use its **Modify** or **Cancel** action instead of submitting a competing request. Modify keeps the request reference and its card/event while creating a revised approval. Cancellation does not undo changes already made. Completed, failed or otherwise ineligible requests cannot be replayed through Modify. Contact your administrator after a failed or interrupted transfer before submitting a replacement. ## If the Transfer needs attention Contact your administrator if the request reports an error, an expected approval is missing, or the assignment, account access or communications are wrong after the expected transfer time. Include the employee, submission time, effective date and request number if shown. If a temporary assignment or contract end also needs to change, include that follow-up in the request for help. The original Transfer and its follow-up must be reviewed separately when plans change. Keep the existing Transfer when reporting a delay or failure. Your administrator checks completed actions before arranging a correction. Related: [Timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) · [Approvals and notifications](https://docs.workcycle365.com/guides/approver/approvals-and-notifications/) · [Follow your request](https://docs.workcycle365.com/guides/requester/requester-quickstart/#follow-the-same-request) # Schedule a leave without losing the return path Use **Leave** for a temporary absence. WorkCycle365 schedules access removal and creates a separate Return when you enter a Return Date. ## Before you begin Confirm the existing employee, the last workday shown for the Leave request, the expected return date when known, manager context, and any notes needed for approval. Treat the leave and return times as distinct business decisions; do not assume they share the same time of day. ## Submit the Leave 1. From the portal home, choose **Departure**, then select **Leave**. 2. Identify the existing employee. 3. Enter the required **Last Workday**. Set optional **Access Ends (24h)** when you want a particular time; leave it blank to use the tenant's Business End Hour. 4. If the return date is known, enter it in the optional **Return Date** field, which appears for Leave. 5. Review the schedule and submit once. With **Access Ends (24h)** blank, the Leave calendar start uses Business End Hour in the tenant time zone, or **17:00** when unset. A supplied time takes priority. If that start has passed or is no more than ten minutes away when the event is created, the event and scheduled access-removal time move to ten minutes after creation. For example, a Leave for today using the 17:00 default has an **18:10** start if its event is created at **18:00**. Access removal requires approval before it proceeds at the scheduled time. See [timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) for the shared defaults and near-term adjustments. ## What happens next 1. WorkCycle365 prepares the Leave request and event. Review the Leave approval when it is issued, before the scheduled access removal. 2. After approval, WorkCycle365 waits until the stored Leave start before disabling the Microsoft Entra ID account. 3. It removes the employee from the primary license group and adds them to the disabled-users group when those groups are configured. Your tenant's group-based licensing policy applies the resulting license changes. 4. The applicable Leave card, email and calendar communications follow the request and your organization's settings. Report a failed Leave to your administrator. Keep the existing request while they check access and licence changes. ## Relationship to Return An optional **Return Date** creates a separate Return request and event. Review the Return's separate approval before the planned return. Approving Leave does not approve re-enablement. The generated Return starts 90 minutes before Business Start Hour on the return date (**07:30** when Business Start Hour is **09:00**). Its event duration follows the tenant setting, with 90 minutes used when unset. A supplied Return time takes priority. If you submit the Return separately, use the [Return guide](https://docs.workcycle365.com/guides/lifecycle-reference/return/). If the return plan changes, use the supported change path for the relevant request. Do not submit an extra Return merely to compensate for an uncorrected Leave. ## If the Leave needs attention Use **Modify** or **Cancel** while the Leave is eligible if it should change or no longer go ahead. Changes already made are not automatically undone. Contact your administrator if an error appears, approval is missing when expected, or access or Leave/Return communications are wrong after the expected time. Include the employee, intended Leave and Return dates, visible status and request number if available. If a linked Return is affected, mention it too. Do not submit a second Leave to prompt an approval or repeat a failed request. Your administrator checks completed actions before arranging recovery from a failed or interrupted request. Related: [Timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) · [Return](https://docs.workcycle365.com/guides/lifecycle-reference/return/) · [Requester quickstart](https://docs.workcycle365.com/guides/requester/requester-quickstart/) # Restore an employee at the approved return time Use **Return** to restore an employee’s account access after leave. WorkCycle365 coordinates approval, scheduled account changes and Return communications. ## Before you begin Confirm: - the employee and related leave context; - the employee's current company email address/UPN; - the required return date and any specific return time; - any contract end date that remains relevant; - the business context the approver needs. Choose the Return time for the employee’s return, independently of the original Leave time. **Return Date** and **Staff Email** are required. **Return Time (24h)** is optional: select a particular time, or leave it blank to use 90 minutes before Business Start Hour in the tenant time zone. With Business Start Hour **09:00** (the fallback when unset), the default calendar start is **07:30**. A supplied time takes priority. If the planned start has passed or is no more than ten minutes away when the event is built, the event start moves to ten minutes after the current time. For example, a Return for today with the time blank and an event built at **11:00** starts at **11:10**, rather than the already-passed 07:30. The adjustment is calculated when the event is created. Account re-enablement also requires approval. See [timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/). ## Submit the Return 1. Choose **Return** in the request portal. 2. Enter the employee's current company email address/UPN and the required **Return Date**. 3. Optionally choose **Return Time (24h)**. 4. Review the manager and other employee details. Enter **Contract End** only when a later end date is agreed; it schedules a separate future Departure with its own approval. 5. Submit once. Keep the request number if it is available in your view; otherwise note the employee and submission time. ## What happens next 1. WorkCycle365 prepares the Return request and calendar event. Teams communications depend on your organization's settings. 2. The Return has its own approval, including when it was generated from a Leave. Review the Return approval before its scheduled date. Approval of Leave does not approve Return. 3. After approval, WorkCycle365 waits until the stored Return time. WorkCycle365 checks for cancellation, rejection, failure and request changes before updating the account. 4. If the account is disabled, WorkCycle365 enables it and removes it from the configured disabled-users group when it is a member. If the account was already enabled, this path does not remove it from that group. 5. When configured, WorkCycle365 adds the employee to the primary license group if needed, then allows five minutes for a new membership to take effect. Your organization's group-based licensing policy provides the associated services. 6. WorkCycle365 checks for request changes again, then sends the configured Return email and updates the request and Teams card. The email follows the account update. If WorkCycle365 cannot find the employee account or related request, it records a failure and sends an administrator alert. ## If the Return needs attention Contact your administrator if a request error appears, an expected approval is missing, or access or Return communications are missing after the expected time. Include the employee, Return date and time, visible status and request number if available. Mention whether the Return came from a Leave. If an already-enabled employee still has an access restriction, include that restriction when contacting your administrator. Do not submit a second Return merely because approval or an event is not immediately visible. For a failed or interrupted Return, ask your administrator to check account and group changes before arranging recovery. Related: [Timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) · [Leave](https://docs.workcycle365.com/guides/lifecycle-reference/leave/) · [Approvals and notifications](https://docs.workcycle365.com/guides/approver/approvals-and-notifications/) # Change an employee's upcoming contract end Use **Extension** to change an employee's upcoming contract end. WorkCycle365 creates a separate Extension request and processes it immediately. It does not require approval, and its effective date and time do not delay the change. ## Before you begin - Use the employee's current company address in **Staff Email**. - Set the required **Effective Date**. It identifies the Extension and its calendar event; it is not a scheduled processing time. - Decide whether a replacement contract end is known. **New End Date** is optional. Leave it blank when no replacement Contract End is required. - If you know that more than one upcoming Departure or Contract End is active for the employee, ask an administrator to review the request history before you submit. Each Extension handles one eligible upcoming request. - The tenant time zone must be configured in Tenant Settings. ## Submit the Extension 1. Choose **Extension** in the request portal. 2. Enter the employee's current company address in **Staff Email** and complete the required **Effective Date**. 3. Optionally set **Effective Time (24h)** when you want a particular calendar time; leave it blank to use 90 minutes before Business End Hour. This controls the Extension calendar event, not when WorkCycle365 processes the change. 4. Enter **New End Date** when the replacement contract end is known. This date field has no separate time selector. The scheduled Contract End's time is handled by its configured schedule; see [timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/). 5. Add any required notes, then submit once. With **Effective Time (24h)** blank and Business End Hour **17:00** (the fallback when unset), the Extension calendar start is **15:30** in the tenant time zone. A supplied time takes priority. If that start has passed or is no more than ten minutes away when the event is created, it moves to ten minutes after creation. For example, an Extension for today using the 15:30 default has a **16:10** event start if the event is created at **16:00**. Extension processing starts immediately; this calendar adjustment does not delay it. The confirmation says **Request submitted.** The form clears and returns home without displaying a request reference. Do not submit again just to obtain one; if you later need help, give the employee name and submission time. ## What happens next 1. WorkCycle365 looks for one eligible upcoming Departure for the employee. One Extension does not cancel every future Departure or Contract End. 2. For a matching request, WorkCycle365 sends the cancellation and removes its calendar event. If the earlier request is already processing, contact your administrator to review it. 3. A supplied **New End Date** starts the replacement Contract End request and event. A blank date skips that replacement. The Extension event and optional replacement also proceed when there is no matching earlier Departure. 4. WorkCycle365 updates the Extension's status and sends its email and Teams card according to your organization's settings. If cancellation or replacement reports an error, ask your administrator to check the earlier Departure and replacement Contract End before submitting again. A completed Extension is not revised through **Modify**. A later Extension leaves the earlier completed request and its notification unchanged. ## Unusual cases and recovery - If the employee has multiple active future Departure or Contract End requests, contact your administrator before proceeding. One Extension handles only one eligible match. - If the prior request is already processing, cancellation reports a problem, or the old event remains active, do not submit another Extension. Give your administrator the employee, the old and intended end dates, and the message shown so they can resolve the existing work. - If the portal says **Request submit failed** or the connection times out, ask an administrator to check whether an Extension request was created before trying again. - If an Extension is completed and only its end date needs to change, submit another Extension. For a failed or interrupted Extension, contact your administrator before resubmitting. - If the portal reports that the tenant time zone is missing, stop and ask an administrator to configure Tenant Settings before trying again. Related: [Timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) · [Departure and Immediate Access Removal](https://docs.workcycle365.com/guides/lifecycle-reference/departure-and-termination/) · [Follow your request](https://docs.workcycle365.com/guides/requester/requester-quickstart/#follow-the-same-request) # End employment or access through the right path WorkCycle365 supports planned offboarding, resignation, contract end, leave, and urgent access removal. The request path determines its timing, approval route, notifications, and follow-up work. ## Choose the correct path | Path | Use it for | Timing and follow-up | | ------------------------ | -------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Departure | A planned offboarding not better described by another available type | If **Access Ends (24h)** is blank, the form uses the organization's Business End time. The shared disable process waits for its stored target before account changes. | | Resignation | A planned employee-initiated departure | Uses the resignation-specific event and communication context. | | Leave | A temporary absence | Choose **Departure**, then select **Leave**. Last Workday is required; Enter the optional Return Date to create a separate future Return request. See the [Leave guide](https://docs.workcycle365.com/guides/lifecycle-reference/leave/). | | Contract End | A known end of a fixed-term arrangement | Can be set at Hire and changed later with an Extension. | | Immediate Access Removal | An urgent request to remove access | Uses the submission time as its target and waits for affirmative approval before disabling the account. The approval details include a separate administrator task to revoke active Microsoft 365 sessions after the automated account changes. | The portal collects Leave through the Departure form. WorkCycle365 processes Leave as a distinct path with its own approval and optional Return handling. ## Before you begin Confirm the employee's identity, the correct offboarding type, and the effective date and time shown by the request. Approvers should review the employee, business context, and target before deciding. Avoid submitting a duplicate while a request is awaiting approval or scheduled processing. > **Access removal:** WorkCycle365 disables the employee's Microsoft Entra ID account after approval and at the applicable time. When the corresponding groups are configured, WorkCycle365 removes primary license-group membership and adds the account to the disabled-users group. For Immediate Access Removal, session revocation remains a separate administrator action. ## Submit the request 1. Choose **Departure**, then select the appropriate subtype shown by the form. 2. Identify the existing employee. 3. Enter the required fields and review the effective date. For planned Departure, set optional **Access Ends (24h)** when you want a particular time; leave it blank to use the organization's Business End Hour. Immediate Access Removal does not require Last Workday and uses the submission time as its target. 4. Add the business and security context requested by the form. 5. Review the person, path, and timing, then submit once. For planned Departure, Resignation, Contract End and Leave, a blank time uses Business End Hour in the tenant time zone, or **17:00** when unset. A supplied time takes priority. If that start has passed or is no more than ten minutes away when the event is created, it moves to ten minutes after creation. For example, a planned Departure for today using the 17:00 default has an **18:10** start if its event is created at **18:00**. Access removal requires approval and follows the adjusted schedule. Immediate Access Removal uses the urgent approval path below. See [timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) for tenant time-zone and schedule guidance. ## What happens next Planned Departure waits for its approval and scheduled cutoff before the account is disabled. Review the approval before the scheduled cutoff. Access removal proceeds only after an approved decision. Immediate Access Removal uses an urgent approval path with the submission time as its target. A delayed decision delays the automated account change. After that change, an authorized administrator must **revoke active Microsoft 365 sessions separately**. Follow your organization's urgent support procedure to arrange that manual work. When configured, access removal also removes the employee from the primary license group and adds them to the disabled-users group. Report any access or licence error to your administrator so they can review the existing request. Cards, email and calendar communications follow the selected offboarding path and your organization's settings. A scheduled event describes the intended time; it is not an approval decision. ## Rejection, modification, and cancellation Use **Modify** or **Cancel** while the request is eligible if the person, timing or plan needs to change. Rejection or cancellation stops later work, including a stale approval response, but does not undo account changes already made. Report an outdated card, calendar event or incorrect access outcome to your administrator before submitting a replacement. Review related follow-up requests separately. Completed, failed or otherwise ineligible requests cannot be replayed through Modify. Never change a stored status to revive a request. An administrator must review a failed or interrupted request before arranging further access-removal work. ## If offboarding needs attention Use your urgent support procedure if access remains available when it should have ended or an Immediate Access Removal cannot proceed. Include the employee, selected path, intended cutoff, approval decision and request number if available. Make clear whether active-session revocation has been arranged or completed. For a request error, missing approval, misleading event or communication problem, contact your administrator with the same request details. Keep the existing request while your administrator checks completed actions and arranges recovery. Related: [Timing and scheduling](https://docs.workcycle365.com/guides/requester/user-timing-and-scheduling/) · [Approvals and notifications](https://docs.workcycle365.com/guides/approver/approvals-and-notifications/) · [Extension](https://docs.workcycle365.com/guides/lifecycle-reference/extension/)