Standardize Your Employee Onboarding & Offboarding Process
Bringing employees on board — and removing access when they leave — isn’t just an HR function. It’s a critical IT responsibility that impacts security, compliance, and productivity. Without a standardized employee onboarding and offboarding process, businesses risk data leaks, compliance violations, and frustrated staff.
That’s why Ace Technology Group created a structured employee onboarding and offboarding checklist to safeguard your systems while keeping employees productive from day one.
Employee Onboarding Checklist
A clear onboarding process helps new employees get to work quickly and securely. Use this checklist to make sure nothing gets missed:
- Create Microsoft 365 account and assign correct license
- Set up email, Teams, and OneDrive access
- Add to security groups and distribution lists
- Enable multi-factor authentication (MFA)
- Issue company laptop, phone, or tablet
- Install required software and configure access
- Provide cybersecurity awareness training
- Set role-based permissions for sensitive data
- Configure company email signature and templates
- Confirm access to key shared drives and apps
Employee Offboarding Checklist
Offboarding securely is just as important as onboarding. This process protects company data, maintains compliance, and prevents unauthorized access:
- Immediately disable Microsoft 365 and SaaS accounts
- Reassign or forward company email
- Remove from security groups and shared drives
- Revoke VPN and third-party access
- Recover and wipe company devices
- Backup and reassign OneDrive or SharePoint data
- Document account closure for compliance records
- Confirm user removal from MFA and SSO systems
- Redirect key files and projects to manager/team
- Capture transition notes for customers or projects
Why a Standardized Process Matters
Every missed step creates risk. Without a clear employee onboarding and offboarding process, businesses face:
- Data loss from uncollected devices or unrevoked accounts
- Compliance violations with HIPAA, PCI-DSS, or other regulations
- Lost productivity when new employees can’t access tools
- Security risks from former employees retaining access
Ace Technology Group helps organizations streamline and automate this workflow inside Microsoft 365 and other platforms, ensuring employees are set up — and offboarded — securely, every time.