Employee changes touch more systems than most teams expect
A new hire or departing employee can affect Microsoft 365, devices, shared files, phone extensions, passwords, cloud applications, security groups, vendor portals, remote access, and business data. When the process is informal, small misses can become first-day delays, recurring tickets, lost information, or lingering access after someone leaves.
This checklist is designed for small and medium businesses that want a repeatable IT process without turning every employee change into a mini emergency.
Before a new employee starts
The goal is to make the first day feel organized. Managers should not have to chase down missing passwords, phones, software, or file permissions while the new employee waits.
- Confirm the role and access needs. Document the department, manager, location, start date, applications, shared mailboxes, file permissions, and phone requirements.
- Create user accounts. Set up Microsoft 365, email aliases, groups, multifactor authentication, line-of-business applications, and any vendor portals.
- Prepare the device. Install updates, security tools, printers, VPN or remote access, office applications, browser settings, and role-specific software.
- Plan communication tools. Configure phone extension, voicemail, call queues, Teams or collaboration access, and mobile email if needed.
- Document what was assigned. Track devices, licenses, credentials ownership, applications, and access approvals for future support.
During the first week
The first week is where small setup gaps show up. A short review helps catch missing access before it turns into a pattern of recurring support requests.
- Verify sign-ins and MFA. Confirm the employee can access email, files, collaboration tools, and required business applications.
- Check permissions. Make sure the employee has enough access to work, but not broad access that does not match the role.
- Review phone and messaging. Test voicemail, call routing, mobile app access, and any shared inboxes or queues.
- Capture support issues. Use early tickets to improve the onboarding checklist for the next hire.
Before an employee leaves
Offboarding should protect company information while preserving business continuity. The business needs to know who owns the employee's files, email, phone number, application records, and customer communication after access is removed.
- Set the timing. Decide when accounts should be disabled and who approves any exceptions.
- Identify business data. Review OneDrive, local files, shared folders, email, application records, and project materials that need to be retained or transferred.
- Plan communication routing. Forward or delegate email, update voicemail, reassign phone extensions, and notify internal teams where appropriate.
- Recover equipment. Track laptops, phones, keys, security tokens, monitors, and any company-owned peripherals.
After departure
The riskiest offboarding mistakes are usually quiet: active cloud sessions, shared passwords, personal device access, forgotten admin rights, or application accounts outside Microsoft 365. A complete offboarding process should close those gaps.
- Disable or remove access. Close Microsoft 365 sessions, VPN access, cloud apps, remote access tools, phone apps, administrator roles, and vendor accounts.
- Preserve required data. Convert or archive mailboxes, transfer OneDrive data, preserve shared files, and document where retained information lives.
- Reset shared credentials. Change passwords for any shared tools the employee may have used.
- Prepare equipment for reuse. Wipe, reimage, patch, or securely dispose of returned devices.
- Update documentation. Remove the employee from support lists, groups, phone routing, distribution lists, and internal access records.
Turn the checklist into a repeatable process
A strong onboarding and offboarding process does not need to be complicated. It needs clear ownership, consistent timing, approval notes, and documentation that improves with each employee change. That is especially important for businesses relying on Microsoft 365, cloud applications, remote users, and lean internal teams.