SOC 2 Type II audited 24/7 help desk Microsoft Solutions Partner Business IT support since 2010 Nationwide service, offices in NJ, PA, DE and NY

Getting People In and Out Securely

Every new hire needs accounts, a device and the right access on day one. Every departure needs that access removed and the person’s data handed over. When either step is rushed or done from memory, new employees lose their first days and former employees can keep access they should not have.

This checklist covers the IT steps for both. Turn it into a standard process with your HR team and your IT provider, so it is done the same way every time.

Why a Checklist Helps

  • New employees productive on day one
  • Access matched to each role
  • No forgotten accounts after someone leaves
  • Company data kept and handed over
  • Unused licenses reclaimed

Onboarding in Four Steps

Request

HR or a manager sends the start date, role, location and the systems the person needs, with enough notice to prepare.

Accounts and Access

The Microsoft 365 account is created, licensed and added to the groups, shared mailboxes and applications for the role.

Device

A managed, encrypted laptop is prepared with security software and current updates, ready to sign in.

First Day

Multi-factor authentication is set up, sign-in and file locations are explained and the help desk is introduced.

New Employee IT Checklist

  • Create the user account with a unique username and assign the right Microsoft 365 license.
  • Add the person to the security groups, Teams, shared mailboxes and distribution lists for their role, and nothing more.
  • Set up access to business applications and shared files.
  • Prepare a managed laptop with encryption, endpoint protection and current updates.
  • Set up multi-factor authentication on day one.
  • Explain the security basics: how to report phishing, where to save files and how to reach the help desk.
  • Record the devices and access issued, so they can be removed later.

Offboarding in Four Steps

Notice

HR tells IT the last working day, or tells IT immediately if the departure is unplanned.

Remove Access

The account is disabled, sessions are signed out and multi-factor authentication methods and remote access are removed.

Hand Over Data

A manager gets access to the mailbox and files, with mail forwarding or an automatic reply as needed.

Recover and Close

Devices are collected and wiped, licenses are reclaimed and the steps taken are recorded.

Departing Employee IT Checklist

  • Disable the account at the agreed time, or right away for an unplanned departure.
  • Sign the user out of all sessions and remove their multi-factor authentication methods and mobile device access.
  • Remove access to VPN, remote access tools and business applications with separate sign-ins.
  • Convert the mailbox to a shared mailbox or give a manager access, and set up forwarding or an automatic reply as needed.
  • Move OneDrive files the business needs to a manager or a shared location before the account is removed.
  • Change the passwords of any shared accounts the person knew, and update vendor contacts.
  • Collect laptops, phones and security keys, then wipe or reassign them.
  • Reclaim the Microsoft 365 license and other subscriptions.
  • Remove the person from groups, distribution lists and the company directory.

Make It a Repeatable Process

The checklist works best when it starts the same way every time: a request from HR or a manager, with the dates and the role, sent to IT before the start date or the last day. Approvals keep access matched to each role, and a record of each step helps with audits, compliance requirements and cyber insurance questionnaires.

Departures need the most care. Plan removals with HR so access ends at the right moment, and review everyone’s access at least once a year to catch accounts that were missed.

How TechStarters Helps

Our help desk handles new employee setup and departing employee offboarding for managed IT clients, following your approval: accounts, devices and access for new people, and removing access and securing data and devices when someone leaves.

Devices are managed and protected as part of our managed IT services, and our Microsoft 365 security checklist covers the account settings that keep the process secure. For the wider security basics, see our small business cybersecurity checklist.

Onboarding and Offboarding FAQs

When should IT be told about a new hire?

As early as possible, ideally a week or more before the start date, so accounts, licenses and a device are ready on day one.

Should we delete a departing employee’s account right away?

Disable it right away instead of deleting it. Disabling blocks access while keeping the mailbox and files available to hand over. Delete the account later, once data has been moved and any retention needs are met.

What about employees who use personal phones?

Use device management or app protection policies, so company data on a personal phone can be removed without touching personal data. We can recommend the option that fits your Microsoft 365 plan.

How do we handle an unplanned departure?

Tell IT immediately. Access can be disabled and sessions signed out while the conversation with the employee is taking place.

Can you handle onboarding and offboarding for us?

Yes. For managed IT clients, our help desk sets up and removes accounts, devices and access following your approval. Request a quote to get started.

Explore Our Managed IT Services

Request a Managed IT Services Quote

Tell us about your business, your locations and your devices, and we will send a written proposal with per-device monthly pricing. Prefer to talk? Call (877) 932-0040.

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