How do you close an offboarding checklist fast?

In Pachca

1. 1

   Create an Offboarding chat and team tags

   + next to search → Chat. Add HR, IT, facilities, accounting and team leads. Then go to Members → table view → select the employees → the tag icon: create "IT," "Facilities" and "Accounting" tags. An @IT mention on a checklist line reaches the whole team.
2. 2

   Create the HR Assistant bot

   Automations → Integrations → Webhook → +. On the Incoming webhook tab, copy the Webhook URL: 1С:ЗУП or your HR system will send leaver cards to it. Copy the token from the API tab: your handler will need it.
3. 3

   Add the bot to the chat

   Chat settings → Add members → the Integrations tab → HR Assistant. Only an administrator or the chat's creator can do this.
4. 4

   Turn on the outgoing webhook

   Bot settings → the Outgoing webhook tab. Paste your handler's address from option B or C below into the Webhook URL field and select the Button clicks event. If HR fills in the card themselves, also select New messages with the /offboarding command: the bot will open a form. Send a test card: a Start offboarding checklist button should appear in the chat.

Where the leaver card comes from and who runs the checklist

The card comes from 1С:ЗУП, your HR system or HR themselves via a bot command, and a handler takes care of the lines, the Done buttons, reminders and the PDF. Pick one of three options, depending on your setup.

1. A

   No handler: a template and reactions

   Pin a checklist template in the chat. On the day the notice comes in, HR posts it as a message with the team tags:

   @IT @Facilities @Accounting @d.reed offboarding checklist: Greg Hunter · Sales · last day Sep 30
   ☐ Equipment and access — IT
   ☐ Badge and keys — Facilities
   ☐ Final pay and paperwork — Accounting
   ☐ Handover of clients and work — manager
   ☐ Library and warehouse equipment — Facilities
   Once your item is done, react with ✅ and post what you did in the thread

   When a team finishes its item, it reacts to the message with ✅ and posts what was done in the thread. HR opens the message menu → Remind me and sets the date to the day before the employee leaves. You don't get the buttons or the PDF, but the checklist takes a minute to set up.
2. B

   No code with n8n

   A Webhook or Form Trigger node receives the leaver card, and the Pachca node posts a message with a button per line. A second route: the button click event → log "who, when" → edit the line and post in the thread. A Schedule Trigger the day before the leaving date and at 12:00 on the last day messages the owners of any open lines. At 5 of 5, an HTML → PDF node builds the checklist and the Pachca node drops the file in the thread. Paste the webhook's Production URL into step 4. To install n8n and the Pachca node, see the n8n article in our Help Center.
3. C

   Your own code: checklist, reminders and PDF

   Give this skill to Claude, ChatGPT or Cursor. It covers the bot setup, a leaver card from 1С:ЗУП or a form, a checklist with a Done button on every line, checking that the click came from the owner or their tag, scheduled reminders, the checklist PDF in the thread, a message to the employee, blocking the employee in Pachca by date through the API and where to host the handler. The skill itself is in Russian.

   Copy skillDownload SKILL.md

With your team

1. 5

   Agree on when to start and who closes what

   Start the checklist on the day the notice comes in, not on the last day, so teams have two weeks. IT revokes access on the evening of the last day, not in the morning. The manager posts the handover as a list in the thread: who gets the clients, where the tasks are. The checklist is an internal tool: final pay and the employment record don't depend on it, so check document deadlines with your accountant or КЭДО.

Troubleshooting

• The Done button does nothing: Button clicks isn't selected in the bot's outgoing webhook, or the handler is off. n8n needs the Production URL, not the Test URL.
• The reminder never arrived: the team tag isn't in the chat, so the mention didn't notify anyone, or the scheduled run is off in the handler. Check the tag's capitalization: "@IT" and "@it" are different tags.
• The PDF is empty or has no names: the handler didn't store the user_id and click time for each line. In n8n, check the node that logs statuses; in your own code, check the checklist table.