The moment it happens

Get an email when someone leaves

You hear as soon as an employee is marked as leaving in HiBob, so access and equipment can be sorted.

Runs: The moment it happens
Apps: HiBob
AI: Not needed
Access: people read

Send this to your assistant

Create a ClickRuntime automation: email me when an employee leaves in HiBob, with their name, department and last day.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

When someone leaves a company, a dozen small tasks depend on a fast, accurate signal. Their laptop needs to be collected, access to the code repository and the CRM revoked, their shared mailbox forwarded, their open deals reassigned. In a growing company that signal is a Slack message from HR, or worse, nothing, and an account stays active for weeks after the last day. That is a security risk and an expense, since every unused seat is billed. That gap is easy to miss until an audit finds it.

As soon as HiBob records a termination, an email is sent with who is leaving and the date. IT, security, finance and the manager can start their off-boarding steps the same hour.

It is built for HR, IT and security teams who need an early, reliable trigger for off-boarding.

What you get out of it

Access is removed on time
Revoking accounts promptly closes a window where a former employee could still log in. That protects customer data and meets audit expectations. Prompt revocation also gives you a defensible answer when a customer or auditor asks how quickly access is removed.
Software seats stop being billed
Each unused seat in Slack, GitHub or Figma costs money every month. Early notice lets IT release them before the next billing cycle. Over a year those savings are real, especially in a team with high turnover or many contractors.
Handovers happen while people are still reachable
A manager who learns about a departure early can arrange knowledge transfer, reassign accounts and collect passwords while the person is still around. The earlier a manager knows, the more of the departing person's knowledge can be documented and passed on.
Equipment is recovered
Returning a laptop is far easier if IT knows the leaving date in advance and can arrange a courier or an in-person handback. Planning collection early avoids chasing equipment through the mail after the person has already left.
A consistent off-boarding record
Each email is a dated record of when the company learned about the departure, which is useful if a process is audited or disputed later. HR can show a regulator or an auditor exactly when IT and security were told about each departure.

How it works

What happens, step by step

When an employee is marked as leaving in HiBob, HiBob tells ClickRuntime straight away.
You get an email with their name, department and last day, so access and equipment can be sorted.
Each leaver is emailed once, when HiBob first marks them as leaving.

Before it runs live

Connect HiBob
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Get an email when someone leavesjust nowSucceeded

Email · Leaver: Ines DuarteInes Duarte (Finance) is leaving. Last day: 2026-11-28.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other HiBob steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

leaver_alert_hibob.pyexample

from clickruntime import on_event, credentials, http, notify

def bob(path):
    resp = http.get(f"https://api.hibob.com/v1/{path}", headers={"Accept": "application/json"},
                    auth=(credentials.secret("HIBOB_SERVICE_USER_ID"), credentials.secret("HIBOB_SERVICE_USER_TOKEN")))
    resp.raise_for_status()
    return resp.json()

@on_event
def handle(event):
    payload = event.json or {}
    if payload.get("type") != "employee.left":
        return {"sent": False}
    p = bob(f"people/{payload['employee']['id']}")
    last_day = p.get("internal", {}).get("terminationDate") or "not set"
    notify.email_me(f"Leaver: {p['displayName']}",
                    f"{p['displayName']} ({p.get('work', {}).get('department')}) is leaving. Last day: {last_day}.")
    return {"sent": True}

FAQ

Common questions

Does it include the reason someone is leaving?

Only if you choose to include it. The reason is sensitive, so the default message lists the person and the date, and most teams keep it that way. Include more only when the recipients need it.

Who should receive the email?

Typically IT, security and the person's manager, with HR copied. Because the content is about a person, keep the list small and avoid broad distribution lists. Fewer people means less exposure of personal information. Limiting the list keeps personal details with the few people who need them.

Is it triggered when a termination is recorded or on the last day?

It is triggered when the record is created in HiBob, which is usually before the last day. That is the point of an early alert. The message states the last day so recipients can plan. For sensitive cases, the message can be held until closer to the date.

What permissions does it need?

people read. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run for each event the app sends.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

The moment it happens