What to do with IT when an employee leaves
- Close the person's access the same day, keep their files, and change any shared password they knew.
- A written checklist makes this quick and the same every time.
Steps
- Agree the time. Decide with HR or the owner when access ends. For a hard parting, plan for the end of the meeting, not the next day.
- Block sign-in, do not delete yet. Disable the account first. Deleting too soon can destroy files and mail you still need.
- Reset the password and sign out all devices. This logs them out of phones and laptops they used.
- Save their email and files. Forward their mail to their manager, or give the manager access for a set time. Move their files to a shared place.
- Collect devices. Get back laptops, phones, keys and cards. Wipe work data from personal phones that had work email.
- Change shared passwords. Any shared login they knew, such as social media, the alarm or a supplier site, gets a new password.
- Remove from other tools. Payroll, accounting, CRM, the password manager, the website and any cloud tools.
- Delete the account later. After a set time, such as 30 or 90 days, delete the account and free the license.
Why old accounts are a risk
An open account of someone who left is a quiet door. No one watches it, and an attacker who finds the password can use it for months. Student workers, seasonal staff and contractors are the most often forgotten.
When to call a pro
- The person left on bad terms and had wide access.
- You do not know all the places they had a login.
- You want a standard leaving and joining checklist for the whole team.
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Common questions
Should I delete the account right away?
No. Disable it first. Delete after you have saved what you need.
What about their phone?
If it is a personal phone with work email, remove the work account and data. If it is a company phone, collect and wipe it.
Who should know when someone is leaving?
The person who runs IT, the manager and whoever handles payroll, at the same time.
Keep reading
- Strong passwords for a small team
- How to set up MFA for your team
- I got a new phone and my sign-in code stopped working
Where we help
Minority- and Black-owned businesses are welcome here, and so is every other small business.
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Tell us what is not working. We will look at your setup and tell you what we would change, whether or not you hire us.
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