When someone leaves, their access needs to end at the right time and their email and files need to go to the right people. To offboard someone, just log a ticket with the details below. Sending them in advance protects your organisation's data and avoids losing anything important.
For urgent or hostile departures, call us on 1300 079 636 straight away. Don't rely on email alone if someone is being dismissed, has left on bad terms, or you are worried they may access or remove data. We can disable access immediately.
What to send us
Copy this checklist into your ticket and fill in each item:
- Full name and email address of the person leaving.
- Last working day.
- Exact time access should end, for example 5pm on their last day, or immediately.
- Mailbox handling. Choose one or more:
- convert it to a shared mailbox so someone else can read it
- forward new email to another person
- set an out-of-office reply (include the wording or who to contact instead)
- Who should get access to the mailbox, if it's kept.
- OneDrive files: which manager or colleague should receive their files.
- Device return: which laptop, phone or other equipment they have, and when it will be handed back.
- Mobile phone and MFA: whether they have a company mobile, and whether their personal phone is used for work email or authentication.
- Shared passwords to rotate: any shared accounts, supplier portals, Wi-Fi or alarm codes they knew.
- Licences: whether to remove the licence or keep it for a replacement.
- Third-party systems they used outside Microsoft 365 that need their access removed.
Mailbox and file handover
Converting a mailbox to shared lets a colleague keep reading and replying to customer email without the leaver signing in. Anyone given access can follow open a shared mailbox. For OneDrive, we can give the nominated person access so they can move anything important into SharePoint or their own files. Ask us how long the data will be kept so you can plan the handover.
Devices and passwords
Collect every device on or before the last day. Once returned, we can check it, remove the person's data and prepare it for reuse. If a device isn't returned, tell us so we can secure it, following the same steps as a lost or stolen device.
Change any passwords the person knew that aren't covered by their own account, such as shared logins and supplier portals. We can help with the ones we manage.
Log the ticket
Log a ticket with the completed checklist as soon as the departure is confirmed. The easiest way is to email it to support@synfo.com.au, which creates a ticket automatically. For urgent or sensitive departures, call 1300 079 636.