A thoughtful Offboarding process is just as important as onboarding. It shapes the final impression an employee has of the company and can offer valuable feedback for improvement.

In SAP SuccessFactors Onboarding 2.0/Offboarding 2.0, we can use standard offboarding tasks, but every organisation has its own needs and culture. That’s where custom tasks come in, allowing you to tailor the process to fit your company’s specific requirements.

Most organisations are interested in understanding why an employee decided to leave and how they experienced their time in the company. A well-designed Exit Interview is a great way to gather these insights and use them to improve the employee experience and with an Offboarding custom task in SAP SuccessFactors, this process can be seamlessly integrated into your offboarding workflow.

Configuration of the Offboarding Custom Task

Prerequisites

As an admin who configures the Exit Interview and the Offboardee (Employee with Self Permission Role), make sure you have the following permissions before you start:

• User and Admin → Onboarding or Offboarding Object Permissions → Custom Task
• User and Admin → Onboarding or Offboarding Object Permissions → Custom Task Definition
• Admin → Metadata Framework → Configure Object Definitions

Step 1: Decide Which Questions to Ask

We can capture both qualitative (text) and quantitative (rating) feedback.
Here’s an example set of questions:

1. What did you enjoy most about your time here?
2. What would have made your experience here more fulfilling or engaging?
3. How well did you feel supported by your team and manager?
4. How likely are you to recommend this company as an employer?

The first two questions are open-ended, allowing the offboardee to write their own responses.
For the remaining two, we can provide a rating scale dropdown, where the employee indicates how much they agree or disagree with the statement.

Step 2: Create the Exit Interview Rating Scale

Before creating the actual Exit Interview, it’s important to first define the rating scale you want to use. This scale will be applied to all questions where employees provide a rating.

You can decide how detailed your scale should be — for instance, a 3-, 5-, or 10-point scale. You can fully customize your scale: decide the number of steps, labels, and order. Typical labels range from Strongly Disagree to Strongly Agree, but you can fully customize both the wording and the number of levels.

Setting up the scale in advance ensures that you can easily link it to your Exit Interview questions later on.

To create it, go to Configure Object Definition and create a new object – in this case it is called “Exit Interview Rating.”
Most of the default fields can stay as they are. The only ones to adjust are:

• Code
• Label
• Effective Dating → None

After creating this object, grant VIEW and EDIT permissions for the necessary roles, for example:

• ONB Admin
• Employee with Self Permission Role

Next, go to Manage Data → Create New → Exit Interview Rating to create the rating values.
In this example, we’ll use:

1 – Strongly Disagree
2 – Rather Disagree
3 – Neutral
4 – Rather Agree
5 – Strongly Agree

Step 3: Create the Exit Interview Object

Now we can create the object definition for the actual Exit Interview.
In this example, it is called “Exit Interview.”

Adjust the following fields as shown below:

• Code
• Effective Dating
• Label
• Subject User Field
• Secured
• Permission Category
• RBP Subject User Fields

Also, set externalCode to User, make it not visible, and remove the externalName field.

Each question will be added as a separate field within this object.

For the first two open-text questions, fill in the field details accordingly.
For the rating questions, make sure to link the Value Values Source to “cust_ExitIntRating”, since that’s the object we created earlier for the scale.

Finally, grant permissions for this object as well – ideally to the Admin and Employee with Self Permission Role, since the offboardee will be completing it.

Step 4: Create the Offboarding Custom Task

In the last step, we’ll create the custom task so it can be assigned to the Offboarding process.
Go to:
Manage Onboarding and Offboarding Tasks → Task Settings (Tab) → Manage Custom Tasks → Add a New Custom Task

Fill in the following:

• Module: Offboarding
• Custom Task Name: Exit Interview
• Custom MDF Object: Exit Interview

Once you open the Template Editor, you’ll see the four questions displayed.
Here, you can easily add visuals (such as a logo or image), links, or additional text – and reorder the questions as you wish.

Note: Any updates made to the Exit Interview object are automatically reflected in the Template Editor and will be visible to the offboardee performing the Exit Interview immediately.

After these steps, you can assign the task to the desired Offboarding Program – and you’re done!

Once your Exit Interview is up and running, the collected data can easily be turned into valuable insights.
You can create reports in SAP SuccessFactors to analyze trends — for example, common reasons for leaving, satisfaction levels, or team-specific patterns.
This helps HR teams make data-driven decisions and continuously improve the employee experience.

To learn more about custom tasks, including for onboarding, click here!

Conclusion

A well-designed offboarding process turns the end of an employment journey into an opportunity for growth.
If you’d like to learn more about how to create meaningful, customized workflows in SAP SuccessFactors, get in touch with us! We’re happy to help you design the perfect fit for your organisation.

If you’d like to explore more content like this, check out our other related blog posts here.