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# Offboard a leaver in CharlieHR

> Offboard a CharlieHR team member with the leaving date and reason, and get the pro-rated holiday back. Runs from Claude Code or a script, hosted.

Source: https://cotlet.dev/integrations/charliehr-api-mcp-server/offboard-a-leaver

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.

[Sign up free](https://cotlet.dev/app/signup?app=charliehr) [All CharlieHR tools](https://cotlet.dev/integrations/charliehr-api-mcp-server.md)

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](https://help.charliehr.com/en/articles/839629-offboarding-archiving-an-employee) · [CharlieHR Help: Roles and permissions](https://help.charliehr.com/en/articles/2844905-roles-and-permissions) · [CharlieHR Help: Automate new starter checklists](https://help.charliehr.com/en/articles/12098800-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](https://cotlet.dev/integrations/charliehr-api-mcp-server.md#automations)

## 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](https://cotlet.dev/integrations/charliehr-api-mcp-server.md#tools)

## 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.

## More CharlieHR automations

- [Approve CharlieHR time off requests by your own rules](https://cotlet.dev/integrations/charliehr-api-mcp-server/approve-time-off-requests.md)
- [Adjust CharlieHR leave allowances for a team](https://cotlet.dev/integrations/charliehr-api-mcp-server/adjust-leave-allowances.md)
- [CharlieHR API and MCP server: every tool](https://cotlet.dev/integrations/charliehr-api-mcp-server.md)
- [All use cases](https://cotlet.dev/use-cases.md)

## Give your agent access to CharlieHR.

Free 7-day trial with 2,000 credits, no card needed. Cotlet is independent and not affiliated with CharlieHR.

[Sign up free](https://cotlet.dev/app/signup?app=charliehr)

---

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## For AI agents: sign your user up

Is your user asking you to sign them up for Cotlet? You can do it for them, no account or key needed.

1. Read the fields and their allowed values: GET https://cotlet.dev/api/v1/access-requests
2. Ask the user for each value: email, apps, what you will do with them. If they leave the password to you, generate a strong one and show it to them.
3. Show the user what you will send, then POST it as JSON to https://cotlet.dev/api/v1/access-requests.

One call creates the account and sends the access request; we email the user when access is granted.