Knowledge Transfer & Handoff Capture

The problem this kills

Someone gives notice. Two weeks later they're gone - and so is everything in their head. Which vendors did they manage? What's the password to the shared reporting login (and where does it even live)? Was there a half-finished migration nobody else knew about? Who's the contact at the bank, and what's the unwritten rule about month-end close?

In most teams, "knowledge transfer" is a rushed last-day conversation and a folder of files nobody can find. The manager scrambles, weeks later, to reconstruct "what did this person actually do?" - usually after something breaks. Responsibilities silently fall through the cracks because no one was explicitly handed them. And credentials get emailed around in plain text, which is its own disaster.

This tool replaces the scramble with a structured, enforced handoff - and a clean record showing every duty was captured, reviewed, and handed to a named owner before the person walked out.

What you'll build

A small internal web app, just for your team, that:

• Lets HR or a manager start an offboarding case for a departing employee (one case per person - no accidental duplicates).
• Walks the departing employee through a structured handoff form: their responsibilities, recurring tasks (and their cadence), key contacts, in-flight work with deadlines, and where credentials live - never the passwords themselves.
• Flags any responsibility with no named successor so nothing slips through unowned.
• Routes credential-location notes to IT for proper transfer, so secrets are handled the right way.
• Sends the completed handoff to the manager (and successor) for review, with the ability to send gaps back for completion.
• Requires the manager to confirm each responsibility is reassigned to a named owner before the case can close.
• Records a complete audit trail of who filled in what, who reviewed, and when.
• Exports the handoff document plus a reassignment map (responsibility -> new owner) as a clean CSV/doc.

What's inside the Implementation Plan

The plan is a single markdown file you paste into Claude Code (a free AI coding agent). It walks the agent through building the whole tool, step by step, each step ending with a ready-to-paste prompt.

The most important part: the plan opens by interviewing you about your business. Before it writes a single line, the agent asks how offboarding works for you today, who initiates and who reviews, the real sections and field names your handoffs need, the systems and tools people hand off, your typical and peak departure volumes, your exact review-and-reassign rules, and your messiest edge cases (the person who left abruptly, the role split across three successors, the contractor with no manager). It reads a short tailored spec back to you, you confirm it, and only then does it build - so you get a handoff tool shaped to your organization, not a generic template you have to bend to fit.

Inside you'll find:

• The discovery interview and how the agent turns your answers into the handoff structure.
• The full build: database, login, case creation with a duplicate guard, the structured handoff form, the manager review-and-reassign flow, the email invites and reminders.
• The hard human approval gate and the "no responsibility left unowned" rule.
• Verification steps so you can prove it works, and the CSV/doc export fallback so it's fully usable even with no integration to your HR system.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls an HR/ops team actually needs:

• Login so only your team can see or touch anything.
• Row-level security so people only see the handoffs that belong to your organization.
• A complete audit trail - every section filled, every review, every reassignment, every send-back is logged with who and when.
• A hard human-in-the-loop gate - the tool collects and drafts, but a real manager must review and approve; the case never auto-closes.
• No responsibility left behind - the case physically cannot close while any duty lacks a named successor.
• Secrets handled safely - the tool captures where credentials live and routes them to IT; it never stores actual passwords.
• Duplicate guards so the same employee can't have two competing handoff records.

Who it's for

Managers, people-ops, and HR generalists who keep getting blindsided by what walks out the door when someone leaves - and who want a real, auditable handoff process without buying a heavyweight HR suite or hiring a developer. You don't need to write code. You need your handoff sections, a successor/manager assignment, and an afternoon.

You've got this - paste the first prompt and let the agent interview you.