Why IT Onboarding and Offboarding Matters
A new employee starts Monday and needs a laptop, email, software access, and training. An employee leaves Friday and you need to recover their device, revoke access, and transfer their files. These processes happen constantly, yet most Montreal SMBs handle them inconsistently, creating security gaps and wasted time.
A structured IT onboarding/offboarding process saves 3-5 hours per employee transition, prevents data breaches from former employees, and ensures new hires are productive from day one.
New Employee IT Onboarding Checklist
Before Day 1 (Ideally 1 Week Before)
- Order and configure laptop/workstation (Mac or PC)
- Create email account (Microsoft 365 or Google Workspace)
- Set up user accounts in Active Directory or Azure AD
- Assign Microsoft 365 / Google Workspace licenses
- Create accounts for business apps (Slack, Zoom, CRM, project management)
- Configure VPN access if needed
- Set up phone/extension (VoIP system)
- Prepare welcome packet with IT policies and login instructions
- Add to relevant shared drives, folders, and distribution lists
- Enroll device in MDM (Intune, Mosyle, or Jamf)
Day 1
- Deliver configured device to employee
- Walk through email setup and password creation
- Enable Multi-Factor Authentication (MFA) on all accounts
- Install required software (if not pre-configured via MDM)
- Connect to office Wi-Fi and printer
- Verify access to shared drives and applications
- Provide cybersecurity awareness overview (phishing, password policy)
- Set up backup solution (Time Machine for Mac, OneDrive for PC)
First Week
- Confirm all systems are working properly
- Complete formal security awareness training
- Review and sign IT acceptable use policy
- Test backup is running correctly
- Verify employee can access everything needed for their role
Employee Offboarding IT Checklist
Immediately Upon Termination/Resignation
- Disable email account (do NOT delete — you may need access to their emails)
- Revoke VPN access
- Change shared passwords the employee had access to
- Disable SSO/Azure AD account (automatically revokes access to connected apps)
- Remove from all SaaS applications (Slack, Zoom, CRM, etc.)
- Revoke MFA tokens and sign out all active sessions
- Forward email to manager or designated recipient
- Set email auto-reply with alternative contact information
Within 24 Hours
- Collect company devices (laptop, phone, monitors, peripherals)
- Collect access badges, keys, and security tokens
- Back up employee’s files and email to company storage
- Transfer ownership of shared documents and projects
- Remove from distribution lists and group calendars
- Update phone system (remove extension, update auto-attendant)
Within 1 Week
- Wipe returned device and prepare for next employee
- Review any personal files and return to ex-employee if appropriate
- Remove software licenses and reassign
- Document any IT-related issues for future reference
- Audit access logs for any unusual activity before departure
Common Mistakes to Avoid
Onboarding Mistakes
- Last-minute setup — New hire arrives to no computer or email. Order equipment at least 1 week in advance.
- Shared accounts — Never have employees share login credentials. Each person gets their own account.
- Skipping MFA — Every account should have MFA enabled from day one. No exceptions.
- No documentation — Write down what access was granted so you know what to revoke later.
Offboarding Mistakes
- Deleting the email account immediately — Convert to a shared mailbox instead. You may need access to their correspondence.
- Forgetting SaaS apps — The average employee uses 36 cloud apps. Make sure you revoke access to ALL of them.
- Not changing shared passwords — If the employee knew the Wi-Fi password, the alarm code, or any shared credentials, change them.
- Delayed action — Revoking access 3 days after termination is 3 days of risk. Do it immediately.
How ClicPomme Streamlines Employee Transitions
We handle the entire IT onboarding and offboarding process for Montreal businesses. With MDM-based zero-touch deployment, we can have a new Mac or PC fully configured and shipped to any employee — at home or in the office — without anyone visiting our shop. For offboarding, we follow a rigorous security checklist to ensure zero access gaps.
Related Articles
- Microsoft 365 Migration Guide
- Mobile Device Management (MDM) in Quebec
- Email Security: Prevent Phishing Attacks
- Our Deployment Solutions
Contact ClicPomme to streamline your employee IT transitions. Call 1-877-622-3658 or visit clicpomme.com.