Agree the timing and owner
Offboarding should be coordinated between the person's manager, HR and whoever manages IT. The exact time access is removed matters, particularly for sensitive, involuntary or out-of-hours departures.
- Confirmed leaving date and access-removal time
- Named manager responsible for data decisions
- List of accounts, devices, keys and tokens
- Plan for customers, suppliers and active work
Secure accounts and sessions
Blocking one Microsoft 365 sign-in may not end every active session or remove access to other services. Work through the user's complete access footprint.
- Block sign-in and revoke active sessions
- Reset or remove shared credentials the leaver knew
- Remove VPN, remote access and third-party application access
- Review administrator roles and delegated mailbox permissions
- Remove the user from security and distribution groups
- Preserve sign-in and audit information where required
Preserve business information
Decide who needs access to the person's mailbox, OneDrive files, shared work and ongoing conversations. Preserve data before deleting the account or removing licences that may affect retention.
- Transfer ownership of files and active work
- Set an appropriate email reply or forwarding arrangement
- Preserve required mailbox and OneDrive data
- Update customer and supplier contact points
- Confirm legal, HR and retention requirements
Recover and prepare the device
Record the returned laptop, phone, accessories, security keys and any other company property. After business data is preserved, remove the old user securely, wipe or rebuild the device and confirm it meets the current setup standard before reassignment.
- Check the returned device against the asset register
- Preserve required business data
- Securely erase or rebuild the device
- Apply updates, encryption and endpoint protection
- Document the new owner or storage location
Turn the checklist into a repeatable process
A consistent joiner, mover and leaver process protects the business and removes pressure from managers. Wrexham Tech Support can document the workflow, manage Microsoft 365 access and prepare devices for the next user.