When someone leaves, their account is a live door into your business until it’s closed properly. Offboarding done right protects your data, keeps their email history available, and stops you paying for licences nobody uses.
Tell us before the leave date
The single most important step. Give us the name, the last working day, and the exact time you want access to end. For amicable departures that’s usually end of day; for anything sensitive we can disable sign-in within minutes of your message.
What happens on our side
- Sign-in disabled at the agreed time, on every device and app at once – including their phone
- Email handled: forward to a manager, convert to a shared mailbox (keeps history searchable without a licence), or both
- Files preserved: their OneDrive is shared with their manager before the account closes
- Device recovered or wiped: company machines get collected and reset; personal devices get company data removed remotely
- Licence reclaimed so you stop paying for it next month
How long we keep their data
Standard practice is to keep the mailbox and files accessible for 90 days, then archive or delete based on your retention policy. If the leaver was in a role with legal or HR sensitivity, say so – we’ll place a hold so nothing can be deleted while it matters.
Raise a ticket with the leave date and we’ll take it from there.