How do I record an exit interview?
The EXIT INTERVIEW section in the workspace captures structured feedback from the departing employee and lets you invite attendees to the interview. It is hidden entirely for Death-type separations (SeparationType = 6), where an exit interview does not apply.
There is one exit interview record per separation. The first Save Interview creates it; subsequent saves update it. It cannot be edited once the separation is Completed or Cancelled (the fields become read-only).
Interview detail fields
The section is split into Interview Details and Feedback:
| Field | Type | Notes |
|---|---|---|
| Interview Date | Date & time picker | When the interview is scheduled/held. Must be set before an invitation can be sent. |
| Interviewer | Free text | Name of the person conducting the interview (typed, not a user dropdown). |
| Location / Meeting Link | Free text | A room name or a video-call link. Included in the invitation email and SMS. |
| Would Recommend Company? | Yes / No (clearable) | Whether the employee would recommend the company. |
| Reasons for Leaving | Multi-select | Chosen from the company's leaving-reason picklist; more than one may be selected. |
| Comments | Long text | Free-form narrative feedback. |
| Anonymize in reports | Checkbox (on by default) | When ticked, the response is aggregated anonymously in analytics so individual answers aren't attributable. |
Click Save Interview to persist the details.
Inviting attendees (email & SMS)
Below the detail fields, the Invite Attendees block notifies people about the interview. This is HR-driven — there is no employee self-service.
- The departing employee is always invited automatically; you don't add them.
- Attendees (staff) — multi-select of active employees (interviewer, panel members, witnesses).
- External emails — comma-separated addresses for guests who aren't staff (e.g. an external HR consultant).
- Also send SMS — optional checkbox to additionally send a text message.
- Send Invitation — dispatches the notifications and stamps an "Invited
" confirmation next to the button.
Email and SMS are two independent channels:
| Channel | Who receives it | When |
|---|---|---|
| Email (always attempted) | Staff attendees' email addresses + the external guest emails + the departing employee | Whenever at least one email address is available |
| SMS (only if Also send SMS is ticked) | Staff attendees' mobile numbers + the departing employee's mobile (personal, else office) | Whenever at least one mobile number is available |
External guests get email only. There is no free-text phone field, so SMS goes to staff/employee mobiles on record — not to external invitees.
Before sending, the system checks:
- The interview date is set — otherwise "Set an interview date before sending invitations."
- The separation is not Death-type and not completed/cancelled.
- At least one recipient could be resolved — if no email and no SMS target exists, you'll see "No one could be notified. Add an attendee with an email address, or enable SMS for staff who have a mobile number."
You can re-send by clicking Send Invitation again (e.g. after the date or attendee list changes); the "Invited" timestamp updates to the latest send.
Completed separation — read-only
For Completed (or Cancelled) separations the exit interview data displays read-only in the same section, the Invite Attendees block is hidden, and the Completion Steps sidebar shows the step as Done.
Tip: Exit interview feedback feeds the Reports tab analytics, helping HR spot departure trends. Leave Anonymize in reports on so aggregate reporting doesn't expose individual responses.