Employee changes touch more than an email account. A repeatable checklist helps your manager, HR contact, and IT provider coordinate devices, applications, access, and business information. Assign someone to approve the request and someone to confirm it is complete.
Before a new employee starts
- Confirm the start date, manager, role, location, and equipment needed.
- List the applications and shared information the role requires; have the appropriate owner approve access.
- Create an individual account and grant only the permissions needed for the work.
- Prepare the device, install approved software, apply updates, and check security settings.
- Set up multifactor authentication and an approved way to share initial sign-in instructions.
- Record the assigned equipment and confirm how the employee will request IT help.
Multifactor authentication adds protection beyond a password. CISA recommends it for business accounts; see its MFA guidance.
On the first day
Verify that the employee can sign in, use the required applications, and reach the right files. Explain how to report suspicious messages and unexpected sign-in prompts. Check that recovery methods are set up appropriately and that a shared administrative account has not become the shortcut for everyday work.
When an employee leaves
- Coordinate the exact access-removal time with the authorized manager or HR contact.
- Disable sign-in and revoke active sessions and tokens where supported.
- Remove access to email, business applications, remote connections, shared files, and third-party portals.
- Recover company devices, security keys, and other assigned equipment.
- Transfer business files and application ownership through approved administrative processes.
- Change any shared credentials the person knew and review delegated access.
- Confirm retention requirements before deleting accounts, mailboxes, or files.
Close the loop
Keep a record of completed actions and unresolved items. Check separately managed applications rather than assuming that disabling one account ends all access. Role changes also deserve an access review.
Talk with MEC about coordinating employee IT changes as part of your business support.