Purpose
Provide a structured, professional offboarding experience over the final 30 days of service: full knowledge transfer, secure delivery of client assets, completion of active work, and clean system disengagement.
Organize, document, and execute through HubTasks/Worklenz and OneDrive (Worklenz is the live CVA task system).
30-day timeline
| Timeframe | Focus | Effort |
| —- | —- | —- |
| Days 1–7 | Finalizing in-progress work | 100% |
| Days 8–30 | Ensuring deliverables and files are provided | 100% |
Days 1–3: Kickoff and plan confirmation
Internal: Confirm 30-day termination notice in writing; schedule Offboarding Kickoff Call; create and assign Client Offboarding workflow in HubTasks/Worklenz; review final service date, deliverables to transfer, project statuses, account ownership transitions.
Assignment: SPM assigns all offboarding tasks by department (CACFP, Graphics, Finance, Executive Assistant). Use the premade template in the Template Center — add it to the client folder so a new project/list appears under the client’s current projects; assign and complete by end of the client’s paid month.
Department handoffs
CACFP Food Program
Export meal count records, monthly claim summaries, and attendance logs. Provide written SOPs for client-run CACFP workflows (submission, auditing, backups). Transfer templates (menus, parent notices, claim checklists). Schedule 1 training call with new food program lead if requested.
Graphics
Package final editable Canva files, branding kits, flyers, and social templates. Transfer Canva projects so client is owner or has full folder access. Export Social Media Asset Guide (fonts, colors, image sources, key links).
Web development
Transfer ownership of domains, hosting, and site platforms (WordPress, GoDaddy, etc.). Deliver admin credentials, site file + database backup, and website SOP (e.g. post a blog, update a page). Clean handoff to client’s new developer if needed.
Accounting and payroll
Export past 3–6 months of financial reports, reconciliation logs, payroll summaries, and time logs. Transfer access/ownership of accounting software (QuickBooks, Gusto, Paychex). Provide SOPs for weekly payroll, receipt uploads, monthly reconciliation.
Lead management
Export CRM pipelines (lead status, follow-up notes, conversion rates if tracked). Transfer ownership of JotForm, Google Forms, or CRM tools used. Deliver SOPs for lead intake/follow-up, inquiry response templates, and conversion tracker. If the client uses SoTellUs or is managed by us, contact Troy with the clients last day so account access can be removed.
Final Reports folder
Create client-specific “Final Reports & Systems” folder with SOPs for each major system, staff training resources, project trackers/dashboards, and end-of-service summary.
Days 23–30: Wrap-up and final delivery
Complete all in-progress projects started before the 30-day notice. Provide realistic timelines. No new projects during the offboarding window.
Client handoff call (optional)
Walk through where to find final files, system changes, and last day of access.
Remove CVA access
Remove team access from shared drives, payroll systems, website backend, JotForm/Canva/CRM tools. Review LastPass and remove access for any Allied Assist VAs who received credentials. Archive or remove client dashboard.
Knowledge export: export relevant SOPs to PDF into the clients OneDrive/Final folder (knowledge home is now Eniston; SweetProcess is migrate-from only — do not treat SweetProcess as dual source of truth).
Archive client information
Archive client data/processes for reference and compliance. Archive HubTasks/Worklenz task history and correspondence. Archive Hubstaff records as applicable.
Final wrap-up email
Professional goodbye including: final file folder link; list of completed deliverables; optional testimonial form link; final invoice if any; support/referral offer; note that OneDrive is archived at end of service with client access retained for 90 days.
Post-offboarding feedback
Short survey/feedback form on the offboarding experience to improve future process.
Internal tools
CVA Offboarding Checklist; Final Folder Template (OneDrive/Google Drive); Offboarding Email Template; optional Client Exit Survey; Hubstaff archive.
Reminders
Keep communication positive and solutions-oriented (long-term brand).
- No new services or design requests during the 30-day window.
- Sr. Project Manager owns communication and ensuring all final exports are done.
Also apply locked client-loss / nonpay rules going forward: cut VA hours and pay rates for affected work (exact rate tables wait Ruth/Leo).
Source: SweetProcess DOCX export (Drive pack). Migrated to Eniston category Allied. Do not treat as dual source of truth with SweetProcess.