Knowledgebase

Bringing people on (and saying goodbye) is part of running a healthy business. But if the IT steps aren’t done cleanly, you end up with lost time, confused employees, or—worse—former staff who still have access to your systems. This guide gives small Maine businesses a simple, repeatable process that protects your data and gets new hires productive on day one.

At MaineBizPros, we help teams turn this into a smooth, stress-free routine. Use the checklists below as your starting point.

Why a checklist matters

• Faster starts: New hires get email, files, and tools without waiting.

• Fewer mistakes: Consistent steps mean fewer “I can’t log in” tickets.

• Better security: Offboarding closes doors right away—no loose ends.

Onboarding Checklist (New Hire)

1) Before Day One

• Create accounts

  • Email at your domain ([email protected])

  • File sharing (OneDrive/Google/Dropbox) with correct permissions

  • Line-of-business apps (CRM, invoicing, scheduling, POS)

• Apply security

  • Require MFA on email and critical apps

  • Add to the right security groups (least-privilege access)

• Provision devices

  • Assign laptop/desktop with standard image (OS up to date, antivirus, VPN, backup agent)

  • Install required apps (Office suite, browser, printer drivers)

  • Label device with asset tag + serial number

• Set up communications

  • Phone/VoIP extension, voicemail, and caller ID name

  • Email signature template and shared address access (e.g., sales@)

• Paperwork & policies

  • Technology use policy (plain-language version)

  • Password manager invite and quick training

  • Data handling & phishing-awareness one-pager

2) Day One

• Welcome & walkthrough

  • Confirm logins for email, file share, and core apps

  • Enroll phone & laptop in MFA

• Backups & updates

  • Verify device is enrolled in backups and auto-updates

• Access test

  • Open the exact folders, printers, and apps they’ll use

• Quick wins

  • Show webmail, remote access (VPN), and how to request help

3) Week One

• Tidy up permissions

  • Remove any temporary admin access

  • Add to team calendars/rooms, shared contact lists

• Training

  • 15-minute phishing refresher

  • Password manager best practices

  • How to handle client data (sync vs. local files)

Offboarding Checklist (Departure)

Start as soon as you receive notice. Coordinate timing with HR/management.

1) Immediately Upon Notice

• Plan the account closure date/time (after final payroll/exports)

• Inventory assigned assets (laptop, charger, phone, keys, tokens)

2) At Account Closure (Often last day, set exact time)

• Disable access (in this order)

  • Email & SSO, VPN, file sharing, line-of-business apps

  • Revoke password manager vault/shared credentials

• Secure mailbox

  • Set Out-of-Office and internal note: “Contact Jane in Sales…”

  • Forward new mail to manager or shared mailbox (per policy)

• Transfer data

  • Reassign ownership of cloud folders/docs

  • Export or share CRM/invoice ownership to successor

• Phones & chat

  • Reassign VoIP extension/voicemail

  • Archive or transfer chat conversations as required

3) Device Return & Sanitization

• Collect laptop/desktop/phone and any removable media

• Wipe and reimage devices; re-tag for next user

• Confirm backups contain any needed historical data

4) After Departure (Within 7 days)

• License cleanup

  • Remove or reassign paid licenses (email, Office, CRM)

• Access audit

  • Double-check no remaining third-party logins (shipping, marketing tools)

• Retention

  • Archive mailbox/files per legal/HR policy duration (e.g., 1–7 years)

Common Pitfalls (and easy fixes)

• Shared logins: Replace with individual accounts; use shared mailboxes/roles where needed.

• Orphaned data: Make “transfer ownership” part of every offboard.

• Forgotten apps: Keep a living list of every system your team uses (see template below).

• No MFA: Turn on MFA before day one; it prevents most account takeovers.

• Shadow IT: Encourage staff to request tools—don’t let unsanctioned apps creep in.

Simple Templates You Can Copy

Asset Register (minimum fields)

• Employee | Device | Asset Tag | Serial | Issue Date | Return Date | Notes

Account Catalog

• System/App | URL | Owner/Admin | Who Has Access | License Count | MFA (Y/N)

Access Profiles

• Role (e.g., “Sales Rep”) → Email group(s), file folders, CRM role, phone extension rules

Offboarding Mailbox Plan

• Auto-reply text, forward-to address, archive duration, responsible manager

Print-Ready Mini Checklist

Onboarding

• ☐ Create email + SSO accounts and enable MFA

• ☐ Add to correct groups/folders

• ☐ Prepare device (image, AV, VPN, backup) + asset tag

• ☐ Set up phone/voicemail + signature

• ☐ Deliver quick training (email, files, password manager, phishing)

Offboarding

• ☐ Schedule disable time & inventory gear

• ☐ Disable SSO/email/VPN/apps; revoke password manager

• ☐ Set OOO + mail forward; transfer files/CRM ownership

• ☐ Collect devices and wipe/reimage

• ☐ Remove/reassign licenses; archive per policy; access audit

Final Thoughts

A tidy onboarding/offboarding process saves hours, prevents mistakes, and keeps your business secure. Build it once, reuse it forever—and update it as your tools change.

At MaineBizPros, we can set this up end-to-end: account templates, MFA, device imaging, backups, phone setup, and a one-page checklist your team can actually follow. If you’d like, I can turn these lists into a branded PDF or spreadsheet you can print and use at the front desk.