Employee Offboarding – IT Checklist

Overview

When an employee leaves the organization, IT must complete a series of steps to protect company data, reclaim assets, and ensure a smooth transition. This article outlines the standard IT offboarding process for both Affordable Solar and Gridworks employees.

How to Submit an Offboarding Request

Offboarding tickets must be submitted by a manager or HR representative – not by the departing employee. To submit a request, email helpdesk@gridworks-eng.com or open a new ticket in the IT helpdesk portal.

Please include the following information in your request:

- Employee's full name

- Employee's last day of work

- Equipment assigned to the employee (laptop, tablet, phone, etc.)

- Whether the employee is remote or office-based

- Any accounts or access that should be transferred to another team member

Standard IT Offboarding Checklist

The IT team will complete the following steps upon receiving an offboarding ticket:

Account Deactivation

- Disable Microsoft 365 account (email, Teams, SharePoint, OneDrive)

- Revoke MFA/Authenticator app access

- Disable CMiC access

- Remove Procore access (internal and external projects)

- Disable VPN and remote access

- Revoke any software licenses (Bluebeam, Adobe, AutoDesk Vault, etc.)

- Remove from all distribution lists and shared mailboxes

- Disable Haystack profile

Hardware Recovery

- Arrange return of company laptop, tablet, monitors, and accessories

- Wipe and re-image returned devices before reassignment

- Update asset inventory

Email & Data Handling

- Set up email auto-reply and/or forwarding as directed by manager

- Back up any critical data from the user's OneDrive/SharePoint folders

- Transfer ownership of shared files per manager's instructions

Timeline

Offboarding requests should be submitted at least 5 business days before the employee's last day to allow sufficient time to complete all steps without disruption. High-priority offboarding (e.g., involuntary termination) will be escalated immediately.

Note for Managers

If you need email forwarding or access transferred to a new employee, please specify this in the ticket. Do not assume this will happen automatically.

For questions, contact the IT helpdesk at helpdesk@gridworks-eng.com.