New hire and departure IT checklist

New hire and departure IT checklist

Print this guide 6 min · Printable checklist

People joining and leaving are the moments when access most often goes wrong: a new hire waits days for a login, or a former employee keeps access for months. Use this checklist to make both smooth. Print it and keep a completed copy for every person.

New hire: before day one

• Confirm start date, role, manager, and location
• Decide which systems, shared folders, and applications the role needs
• Create the email account and add required groups
• Set up multi-factor authentication for the new account
• Prepare a computer with updates, encryption, and protection installed
• Order and label any phone, headset, or other equipment
• Create building access (badge, code, or mobile credential) if applicable

New hire: day one

• Hand over equipment and confirm it works
• Walk through sign-in and multi-factor authentication together
• Set up the password manager
• Review the acceptable use and AI use policies
• Explain how to get help and how to report a suspicious message
• Complete security awareness training within the first week

Departure: before the last day

• Confirm last day and who receives the person’s files and email
• Decide whether email forwarding or an automatic reply is needed
• List every system, application, and shared account the person uses
• Plan equipment return and the handoff of company data

Departure: on the last day

• Disable the account and sign out all active sessions
• Remove building access and collect keys and badges
• Reset passwords on any shared accounts the person knew
• Remove access to cloud applications and remote access
• Wipe or reassign company devices, including phones

Departure: after the last day

• Move files and email to the right owner, and archive as required
• Reclaim or reassign software licenses
• Update your inventory and your access list
• Keep the completed checklist on file