CharlieHR automation

Offboard a leaver in CharlieHR

When someone hands in notice, HR has to archive the profile on the right date with the right reason and work out the holiday left in their final year.

Cotlet does it in your own CharlieHR account with get_team_member and offboard_team_member, called by your AI agent, an n8n workflow or a script.

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Hosted · nothing to install or maintain

Can CharlieHR do this on its own?

CharlieHR offboards from the profile settings tab only (checked 20 Oct 2026). Its checklists and the new starter automation cover onboarding, and the API has no offboarding action.

How you do it in CharlieHR today

  1. Open the person's profile and go to the settings tab.
  2. In the offboarding section, choose offboard team member.
  3. Enter the leaving date and pick a reason: Resignation, Termination, Contract Finished or Other. Add notes if needed.
  4. Click Review. Charlie shows the person's new total allowance, pro-rated for the time they worked in the current leave year.
  5. Confirm. The confirmation page lists the pro-rated holiday, the leaving date and who will be notified.

How to offboard a leaver in CharlieHR

Prompt

Offboard Daniel Kim from CharlieHR with leaving date 30 November, reason Resignation, and tell me his pro-rated holiday for this leave year.
  1. 01

    Find the right profile

    get_team_member looks the person up by name and returns the member id, office, team, line manager and start date. If two people match, the agent asks which one before it changes anything.

  2. 02

    Check the role

    Offboarding is open to Super Admins, Admins and Team Leads. Any other role fails at once, and the agent tells you which role is missing.

  3. 03

    Offboard with date and reason

    offboard_team_member sends the leaving date, one of the four reasons and your notes. It asks for your OK first, because the person cannot log in after the leaving date.

  4. 04

    Report the holiday

    The response carries the new total allowance, pro-rated for the current leave year, and the days used. The agent shows the days left, which is the total minus the used days.

  5. 05

    Mention what stays manual

    Manual holiday adjustments are not part of the pro-rated figure, and removing the profile for good needs CharlieHR support. The agent lists both in its reply.

What you get back

Example data

Daniel Kim offboarded
Leaving date: 30 Nov 2026, reason: Resignation
New total allowance: 23 days, used 17, left 6
Profile archived; he cannot log in after 30 Nov
No notification was sent to him

Other ways to ask

  • Offboard everyone on my list with a contract that ended on 31 October, reason Contract Finished, and show each person's holiday left.
  • Check what Daniel's pro-rated holiday would be for a leaving date of 15 December before you offboard him.
  • Offboard Daniel and then list his direct reports so I can set a new line manager.

What CharlieHR allows, and what to know first

  • CharlieHR archives the profile instead of deleting it. You can still view it and reactivate it later; deleting an archived profile needs support.
  • The person cannot log in after the offboarding date and no longer counts toward future invoices.
  • The person is not emailed or notified. The changes show on their profile.
  • The pro-rated figure leaves out manual holiday adjustments. Remaining holiday is the new total allowance minus the allowance used.
  • Super Admins, Admins, the line manager and the person's team leads can see the offboarding details; Admins and Payroll Admins can turn the notifications off.

offboard_team_member asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: CharlieHR Help: Offboarding and archiving an employee · CharlieHR Help: Roles and permissions · CharlieHR Help: Automate new starter checklists

Call offboard_team_member from a script

curl

curl -X POST https://cotlet.dev/api/v1/charliehr/members/tm_7d20ab/team-member/offboard \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"leaving_date":"2026-11-30","reason":"Resignation","notes":"Notice given 2 Nov."}'

Example response

{
  "member_id": "tm_7d20ab",
  "name": "Daniel Kim",
  "status": "archived",
  "leaving_date": "2026-11-30",
  "reason": "Resignation",
  "new_total_allowance": 23,
  "allowance_used": 17,
  "remaining": 6,
  "unit": "days",
  "member_notified": false
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is charliehr_write → offboard_team_member. Example data.

Schedule it in n8n, Make, Zapier or cron

CharlieHR tools this automation uses

Cotlet CharlieHR tools used to offboard a leaver in CharlieHR
Tool Parameters
get_team_member member_id, name
offboard_team_member member_id, leaving_date, reason, notes
All 12 CharlieHR tools with descriptions

Frequently asked questions

Is it safe to connect CharlieHR to Cotlet?

Yes. You sign in to CharlieHR yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get CharlieHR once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.

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