The day they give notice
- Confirm their last day in writing.
- Decide who takes over their customers, open work, email and files.
- Start a list of everything they have: app accounts, shared passwords, devices, keys, badges and company cards.
- Tell the people who will handle each item what is coming.
During the notice period
- Ask them to hand over anything only they know: vendor portal logins, where files are kept, accounts they set up with a work email.
- Have them move or share important files to a shared drive.
- Introduce whoever is taking over to key customers and suppliers.
- Check your card statements for subscriptions in their name.
On their last day
- Turn off their main work account (Google Workspace or Microsoft 365) on their last day, at the end of their final shift.
- Sign them out of every device and session, not just the password. A changed password doesn’t always end an open session.
- Remove them from every other app, including ones they signed up for themselves with a work email.
- Change every shared password, door code and alarm code they knew.
- Collect laptops, phones, keys, badges and company cards, and write down serial numbers.
After they leave
- Handle final pay as your state requires and remove them from payroll and benefits.
- Forward or monitor their email for a few weeks.
- Update your website, email signatures and staff directories.
- Save a dated record of what was done and by whom.