Use the same written checklist every time. For new starters, prepare the device, accounts and access before day one. For leavers, remove access on their last day and hand their files and mailbox to a named person.
Onboarding
- Create the user account and mailbox with only the access the role needs.
- Prepare a patched, configured computer ahead of the start date.
- Turn on multi-factor sign-in from the first login.
- Record which device and licenses were assigned.
Offboarding
- Disable sign-in and reset shared passwords the person knew.
- Transfer ownership of files and forward or convert the mailbox.
- Collect devices and remove them from company accounts.
- Release or reassign software licenses.
The checklist matters more than the tools. Without one, former staff keep access for months and licenses go on being paid for long after they are needed.
This is part of our managed IT services. Related: how often business computers should be patched.