Rippling

Overview

Yes, Rippling provides a fully automated laptop retrieval service for departing employees, which is integrated directly into its IT and Inventory Management modules. This functionality is designed to streamline the offboarding process, particularly for companies with remote or distributed workforces. When an employee's departure is processed in Rippling's HR system, it can trigger an automated workflow that manages the entire device return lifecycle. This includes dispatching a physical return kit to the employee, providing end-to-end tracking for both the administrator and the employee, and processing the device upon its return to a secure warehouse. This automation eliminates the manual logistical tasks typically required of IT and HR teams, such as arranging couriers or coordinating shipping.

Key Features

Throughout the retrieval process, Rippling provides complete visibility to administrators through the 'Orders' tab within the Rippling Devices application. Both the administrator and the former employee receive automated notifications at key stages of the process. These notifications confirm when the return kit has been shipped to the employee, when it has been delivered, when the employee has shipped the device back, and finally, when the device has been received and processed at the warehouse. This end-to-end tracking ensures all parties are informed and provides a clear audit trail for the asset's return.

Technical Specifications

Upon arrival at a secure Rippling warehouse, each returned device undergoes a standardized processing procedure. This includes a comprehensive 10-point inspection to assess its condition, a physical cleaning, and a secure data wipe to remove all company and personal data. The default data removal method is a full factory reset of the device, ensuring it is clean and secure before being returned to inventory. Once this process is complete, the device's status is automatically updated in Rippling's Inventory Management module. The device is then marked as available for redeployment, allowing it to be assigned to a new hire in a subsequent 'zero-touch' provisioning workflow, often without an IT team member ever needing to physically handle the hardware.

How It Works

The technical workflow for automated retrieval is initiated as part of the offboarding sequence for a departing employee. An administrator can configure the offboarding policy to include device retrieval. Once triggered, the system automatically uses the employee's home address stored in the 'Employee Graph' to ship a return kit. This kit contains a padded box appropriately sized for the device and a prepaid shipping label from a carrier like UPS or FedEx. The system is designed to handle timing intelligently; if an employee's termination date is set in the future, the return order is created but remains in a 'Paused' state. It is then automatically released on the employee's final day, though administrators have the flexibility to release it manually at an earlier time if needed.

Use Cases

Limitations and Requirements

While the system is highly automated, there are several limitations and dependencies. The success of the process is contingent on the compliance of the departing employee to pack the device and use the provided label to ship it back in a timely manner. The process is also subject to the timelines and potential delays of the third-party shipping carriers. To address the risk of non-compliance or late returns, Rippling provides tools for follow-up. Administrators can use the 'Workflow Studio,' Rippling's custom automation builder, to create rules that trigger alerts or reminder notifications. For example, a workflow can be set up to send an email or a Slack message to an IT administrator or the former employee's manager if the device has not been received within a specified period after the termination date.

Comparison to Alternatives

Summary

In conclusion, Rippling's automated laptop retrieval feature is a key component of its integrated IT and HR platform. By linking the HR offboarding event directly to a physical logistics workflow, Rippling provides a systematic, trackable, and scalable solution for recovering company assets. This service reduces the administrative burden on internal teams, improves asset visibility, and ensures that returned devices are securely processed and made available for reuse, which is particularly valuable for managing a modern, distributed workforce.