{"id":2786,"date":"2026-02-03T16:11:18","date_gmt":"2026-02-03T15:11:18","guid":{"rendered":"https:\/\/itsupport.online\/onboarding-offboarding\/"},"modified":"2026-02-26T20:19:31","modified_gmt":"2026-02-26T19:19:31","slug":"onboarding-offboarding","status":"publish","type":"post","link":"https:\/\/itsupport.online\/en\/onboarding-offboarding\/","title":{"rendered":"Onboarding &amp; offboarding"},"content":{"rendered":"\n<p style=\"font-size:16px\"><strong>A new employee starts on Monday. His laptop is still with the supplier. The e-mail account does not exist. Nobody knows which software licenses he needs.<\/strong> Or vice versa: an employee resigns. Three weeks after her last day, she still has access to all systems because no one has thought to block the accounts. <\/p>\n\n<p style=\"font-size:16px\">Both scenarios are not uncommon. According to recent studies, 71% of all companies have no formal offboarding process. The result: security gaps, wasted licenses, frustrated employees and, in the worst case, data loss or cyberattacks.  <\/p>\n\n<p style=\"font-size:16px\">In this article, you will learn how to set up structured onboarding and offboarding &#8211; with clear checklists, responsibilities and processes that really work. You don&#8217;t need to be an IT expert to implement this. All you need is a system.  <\/p>\n\n<p style=\"font-size:16px\"><strong>The goal:<\/strong> Everything is ready on the first day. On the last day, everything is secured. And everything runs smoothly in between.  <\/p>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">What often goes wrong (and what it costs you)<\/h2>\n\n<p style=\"font-size:16px\">Before we get into the solutions, let&#8217;s be honest: What happens if onboarding and offboarding don&#8217;t run smoothly?<\/p>\n\n<h3 class=\"wp-block-heading\">Onboarding chaos: first impressions count<\/h3>\n\n<p><strong>Scenario 1: The lost first day<\/strong><\/p>\n\n<p style=\"font-size:16px\">Lisa starts as the new Marketing Manager. She comes into the office, full of motivation. Then:  <\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Your laptop is not there (forgotten order)<\/li>\n\n\n\n<li style=\"font-size:16px\">The e-mail account has not been created<\/li>\n\n\n\n<li style=\"font-size:16px\">Access to Canva, HubSpot, Asana?<\/li>\n\n\n\n<li style=\"font-size:16px\">Nobody knows who is responsible for what<\/li>\n<\/ul>\n\n<p style=\"font-size:16px\"><strong>Result:<\/strong> Lisa sits around for 3 days, feels unwelcome and wonders whether she has made the right decision. Studies show: Good onboarding increases employee loyalty and reduces staff turnover. Poor onboarding has the opposite effect.  <\/p>\n\n<p><strong>Costs:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Lost productivity: 3 days at \u20ac500 each = \u20ac1,500<\/li>\n\n\n\n<li style=\"font-size:16px\">Frustration and a bad impression: priceless<\/li>\n\n\n\n<li style=\"font-size:16px\">Additional IT emergency assignments: 2-4 hours<\/li>\n<\/ul>\n\n<p><strong>Scenario 2: Lack of access = security risk<\/strong><\/p>\n\n<p style=\"font-size:16px\">New employee gets admin rights because &#8220;it&#8217;s quicker&#8221;. He inadvertently downloads malware. All systems are affected.  <\/p>\n\n<p style=\"font-size:16px\"><strong>Costs of a malware attack:<\/strong> on average \u20ac50,000-200,000 for SMEs (downtime, data recovery, image damage).<\/p>\n\n<h3 class=\"wp-block-heading\">Offboarding disaster: the underestimated danger<\/h3>\n\n<p><strong>Scenario 1: The ex-employee with full access<\/strong><\/p>\n\n<p style=\"font-size:16px\">Thomas resigns in a dispute. His last day is March 15. On March 30 &#8211; two weeks later &#8211; he still has:  <\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Access to his e-mail account<\/li>\n\n\n\n<li style=\"font-size:16px\">Admin rights in the cloud storage<\/li>\n\n\n\n<li style=\"font-size:16px\">Passwords for social media accounts<\/li>\n\n\n\n<li style=\"font-size:16px\">VPN access to the company network<\/li>\n<\/ul>\n\n<p><strong>What can happen:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Data theft (customer lists, business secrets)<\/li>\n\n\n\n<li style=\"font-size:16px\">Sabotage (deleting files, manipulating systems)<\/li>\n\n\n\n<li style=\"font-size:16px\">Reputational damage (misuse of social media)<\/li>\n<\/ul>\n\n<p style=\"font-size:16px\">Insider threats are responsible for 60% of all data breaches. And: a third of companies need more than 24 hours to log out ex-employees &#8211; a huge security risk. <\/p>\n\n<p style=\"font-size:16px\"><strong>Real-life example:<\/strong> A retail company from Baden-W\u00fcrttemberg dismissed a sales employee in 2024. He still had access to the CRM for 6 weeks and copied the entire customer database &#8211; 12,000 contacts &#8211; onto his private USB stick. The customer list ended up with the competition. Damage: Over \u20ac200,000 due to lost orders.   <\/p>\n\n<p><strong>Scenario 2: Zombie accounts and wasted licenses<\/strong><\/p>\n\n<p style=\"font-size:16px\">Ex-employees are gone, but their accounts remain. The result: <\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Zombie accounts that can be taken over by cybercriminals<\/li>\n\n\n\n<li style=\"font-size:16px\">Ongoing costs for unused software licenses (Microsoft 365, Adobe, CRM, etc.)<\/li>\n\n\n\n<li style=\"font-size:16px\">Compliance violations (GDPR: accounts without authorization)<\/li>\n<\/ul>\n\n<p><strong>Cost example:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Microsoft 365 Business: 12\u20ac\/month<\/li>\n\n\n\n<li style=\"font-size:16px\">Adobe Creative Cloud: 60\u20ac\/month<\/li>\n\n\n\n<li style=\"font-size:16px\">HubSpot CRM: 50\u20ac\/month<\/li>\n\n\n\n<li style=\"font-size:16px\">Asana: 12\u20ac\/month<\/li>\n<\/ul>\n\n<p><strong>Per forgotten account = 134\u20ac\/month = 1,608\u20ac\/year wasted.<\/strong><\/p>\n\n<p style=\"font-size:16px\">With 5 forgotten accounts over 2 years: <strong>\u20ac16,080 burned<\/strong>.<\/p>\n\n<h3 class=\"wp-block-heading\">The most common errors at a glance<\/h3>\n\n<figure style=\"font-size:16px\" class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Error<\/th><th>Onboarding<\/th><th>Offboarding<\/th><\/tr><\/thead><tbody><tr><td><strong>No checklist<\/strong><\/td><td>Forgotten entrances, chaotic start<\/td><td>Accounts remain active<\/td><\/tr><tr><td><strong>Unclear responsibility<\/strong><\/td><td>&#8220;Who does what?&#8221;<\/td><td>Nobody feels responsible<\/td><\/tr><tr><td><strong>Shared accounts<\/strong><\/td><td>Passwords are passed on<\/td><td>Ex-employee knows all passwords<\/td><\/tr><tr><td><strong>Lack of automation<\/strong><\/td><td>Manual effort, errors<\/td><td>Delay, security gaps<\/td><\/tr><tr><td><strong>No documentation<\/strong><\/td><td>Who has which accesses?<\/td><td>Which accounts were there at all?<\/td><\/tr><\/tbody><\/table><\/figure>\n\n<p style=\"font-size:16px\"><strong>Conclusion:<\/strong> Bad onboarding\/offboarding costs you money, security and employee motivation. The good news: it can be solved. <\/p>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Roles &amp; responsibilities: Who does what?<\/h2>\n\n<p style=\"font-size:16px\">A process only works if it is clear who is responsible for what. Here is your framework: <\/p>\n\n<h3 class=\"wp-block-heading\">The three main players<\/h3>\n\n<p><strong>1. HR \/ Management<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\"><strong><a href=\"https:\/\/itsupport.online\/service\/onboarding\/\">Onboarding<\/a>:<\/strong> Trigger the process (set hiring date)<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Offboarding:<\/strong> Trigger the process (set termination date)<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Responsible for:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Employment contracts, non-disclosure agreements<\/li>\n\n\n\n<li>Exit interviews (for offboarding)<\/li>\n\n\n\n<li>Communication with the team<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>2. IT manager \/ external IT service provider<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\"><strong>Onboarding:<\/strong> Technical setup (devices, accounts, access)<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Offboarding:<\/strong> Technical deprovisioning (blocking accounts, backing up data)<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Responsible for:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Hardware provision<\/li>\n\n\n\n<li>Account creation\/deletion<\/li>\n\n\n\n<li>Data backup and transfer<\/li>\n\n\n\n<li>Security audits<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>3. direct manager \/ team lead<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\"><strong>Onboarding:<\/strong> Professional induction<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Offboarding:<\/strong> knowledge transfer, handover<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Responsible for:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Define access rights (Which folders? Which tools?)<\/li>\n\n\n\n<li>Software requirements (Does the person need CAD? Accounting software?)<\/li>\n\n\n\n<li>Data transfer (who takes over projects?)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">RACI matrix: Who is responsible for what?<\/h3>\n\n<p><strong>Explanation:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\"><strong>R<\/strong> (Responsible): Performs the task<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>A<\/strong> (Accountable): Ultimately responsible, must approve<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>C<\/strong> (Consulted): Is consulted, provides input<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>I<\/strong> (Informed): Will be informed<\/li>\n<\/ul>\n\n<figure style=\"font-size:16px\" class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Task<\/th><th>HR<\/th><th>IT<\/th><th>Manager<\/th><\/tr><\/thead><tbody><tr><td><strong>Start the onboarding process<\/strong><\/td><td>A,R<\/td><td>I<\/td><td>I<\/td><\/tr><tr><td><strong>Order hardware<\/strong><\/td><td>I<\/td><td>R,A<\/td><td>C<\/td><\/tr><tr><td><strong>Create e-mail account<\/strong><\/td><td>I<\/td><td>R,A<\/td><td>&#8211;<\/td><\/tr><tr><td><strong>Define software accesses<\/strong><\/td><td>I<\/td><td>R<\/td><td>A,C<\/td><\/tr><tr><td><strong>Set up password manager<\/strong><\/td><td>I<\/td><td>R,A<\/td><td>&#8211;<\/td><\/tr><tr><td><strong>Activate MFA<\/strong><\/td><td>I<\/td><td>R,A<\/td><td>&#8211;<\/td><\/tr><tr><td><strong>Professional training<\/strong><\/td><td>I<\/td><td>&#8211;<\/td><td>A,R<\/td><\/tr><tr><td><strong>Start the offboarding process<\/strong><\/td><td>A,R<\/td><td>I<\/td><td>I<\/td><\/tr><tr><td><strong>Deactivate accounts<\/strong><\/td><td>I<\/td><td>R,A<\/td><td>&#8211;<\/td><\/tr><tr><td><strong>Transfer data<\/strong><\/td><td>I<\/td><td>C<\/td><td>A,R<\/td><\/tr><tr><td><strong>Collect hardware<\/strong><\/td><td>C<\/td><td>R,A<\/td><td>I<\/td><\/tr><tr><td><strong>Exit interview<\/strong><\/td><td>A,R<\/td><td>&#8211;<\/td><td>C<\/td><\/tr><\/tbody><\/table><\/figure>\n\n<p style=\"font-size:16px\"><strong>Important:<\/strong> In small companies (&lt; 10 employees), one person often takes on several roles. This is OK as long as the tasks are documented. <\/p>\n\n<h3 class=\"wp-block-heading\">System owner: Who is responsible for which tool?<\/h3>\n\n<p style=\"font-size:16px\">There should be an &#8220;owner&#8221; for each tool\/system &#8211; someone who knows how it works and who has access to it.<\/p>\n\n<p><strong>Example:<\/strong><\/p>\n\n<figure style=\"font-size:16px\" class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>System<\/th><th>Owner<\/th><th>Backup owner<\/th><\/tr><\/thead><tbody><tr><td>Microsoft 365<\/td><td>IT Admin<\/td><td>Management<\/td><\/tr><tr><td>CRM (HubSpot)<\/td><td>Sales Manager<\/td><td>IT Admin<\/td><\/tr><tr><td>Accounting (Lexoffice)<\/td><td>Accounting<\/td><td>Management<\/td><\/tr><tr><td>Password manager (1Password)<\/td><td>IT Admin<\/td><td>&#8211;<\/td><\/tr><tr><td>Cloud storage (Nextcloud)<\/td><td>IT Admin<\/td><td>&#8211;<\/td><\/tr><tr><td>Social Media<\/td><td>Marketing<\/td><td>Management<\/td><\/tr><\/tbody><\/table><\/figure>\n\n<p><strong>Why is it important?<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">For onboarding: Who sets up the access?<\/li>\n\n\n\n<li style=\"font-size:16px\">For offboarding: Who removes access?<\/li>\n\n\n\n<li style=\"font-size:16px\">In case of problems: Who is the contact person?<\/li>\n<\/ul>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Onboarding check: The first day is ready<\/h2>\n\n<p style=\"font-size:16px\">Good onboarding starts BEFORE the first day. Here is your step-by-step plan: <\/p>\n\n<h3 class=\"wp-block-heading\">Phase 1: Preparation (1-2 weeks before start)<\/h3>\n\n<p><strong>Week 2 before the start:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] <strong>HR informs IT:<\/strong> name, start date, position, department<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Manager defines requirements:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">What software is required? (Office, CAD, accounting etc.) <\/li>\n\n\n\n<li style=\"font-size:16px\">Which access rights? (Folders, databases, admin rights?) <\/li>\n\n\n\n<li style=\"font-size:16px\">Mobile devices necessary? (Company cell phone, tablet?) <\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Order\/prepare hardware:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Laptop\/desktop (note delivery time!)<\/li>\n\n\n\n<li style=\"font-size:16px\">Monitor, keyboard, mouse<\/li>\n\n\n\n<li style=\"font-size:16px\">Headset (for remote work)<\/li>\n\n\n\n<li style=\"font-size:16px\">Docking station<\/li>\n\n\n\n<li style=\"font-size:16px\">Company cell phone (if required)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>Week 1 before the start:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\">[ ] <strong>Create e-mail account:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Format:  <code>vorname.nachname@firma.de<\/code><\/li>\n\n\n\n<li style=\"font-size:16px\">Prepare e-mail signature<\/li>\n\n\n\n<li style=\"font-size:16px\">Add to distribution list (e.g. <code>team@firma.de<\/code>)<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Create accounts:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Microsoft 365 \/ Google Workspace<\/li>\n\n\n\n<li style=\"font-size:16px\">VPN access (if remote)<\/li>\n\n\n\n<li style=\"font-size:16px\">Cloud storage (Nextcloud, OneDrive etc.)<\/li>\n\n\n\n<li style=\"font-size:16px\">Communication (Slack, Teams, Zoom)<\/li>\n\n\n\n<li style=\"font-size:16px\">Project management (Asana, Monday etc.)<\/li>\n\n\n\n<li style=\"font-size:16px\">CRM (if required)<\/li>\n\n\n\n<li style=\"font-size:16px\">Industry software<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Password manager access:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Create account in 1Password\/Bitwarden<\/li>\n\n\n\n<li style=\"font-size:16px\">Access to Team Vault<\/li>\n\n\n\n<li style=\"font-size:16px\">Set initial master password<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Set up hardware:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Install\/update operating system (Windows 11, macOS)<\/li>\n\n\n\n<li style=\"font-size:16px\">Install antivirus<\/li>\n\n\n\n<li style=\"font-size:16px\">Install VPN client<\/li>\n\n\n\n<li style=\"font-size:16px\">Install standard software (Office, browser, PDF reader)<\/li>\n\n\n\n<li style=\"font-size:16px\">Activate BitLocker\/FileVault (hard disk encryption)<\/li>\n\n\n\n<li style=\"font-size:16px\">Include device in MDM (Mobile Device Management) (if available)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>Day before start:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\">[ ] <strong>Send welcome e-mail:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Start time, location, contact person<\/li>\n\n\n\n<li style=\"font-size:16px\">What to bring?<\/li>\n\n\n\n<li style=\"font-size:16px\">First steps guide<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Prepare workstation:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Hardware set up and tested<\/li>\n\n\n\n<li style=\"font-size:16px\">Desk, chair<\/li>\n\n\n\n<li style=\"font-size:16px\">Welcome package (notebook, pens, company merchandise)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Phase 2: First day<\/h3>\n\n<p><strong>In the morning (first 2 hours):<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\">[ ] <strong>Personal reception:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Welcome by the manager<\/li>\n\n\n\n<li style=\"font-size:16px\">Tour of the office\/introduce the team<\/li>\n\n\n\n<li style=\"font-size:16px\">Handover of hardware (laptop, cell phone, access card)<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>IT facility with employees:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Initial registration on the device<\/li>\n\n\n\n<li style=\"font-size:16px\">Set up e-mail account (set password)<\/li>\n\n\n\n<li><strong>Activate MFA (multi-factor authentication):<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Install Microsoft Authenticator \/ Google Authenticator<\/li>\n\n\n\n<li style=\"font-size:16px\">Scan QR code<\/li>\n\n\n\n<li style=\"font-size:16px\">Store backup codes securely<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Set up a password manager:\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Set master password<\/li>\n\n\n\n<li style=\"font-size:16px\">Install browser extension<\/li>\n\n\n\n<li style=\"font-size:16px\">Save first passwords<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Test important accesses:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Send\/receive e-mail<\/li>\n\n\n\n<li style=\"font-size:16px\">Open cloud storage<\/li>\n\n\n\n<li style=\"font-size:16px\">Test VPN connection (if remote)<\/li>\n\n\n\n<li style=\"font-size:16px\">Communication tools (Teams\/Slack)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>Midday\/afternoon:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\">[ ] <strong>IT security briefing (15-30 min.):<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Recognize phishing emails<\/li>\n\n\n\n<li style=\"font-size:16px\">Password guidelines (no reuse!)<\/li>\n\n\n\n<li style=\"font-size:16px\">Handling sensitive data<\/li>\n\n\n\n<li style=\"font-size:16px\">What to do with suspicious emails?<\/li>\n\n\n\n<li style=\"font-size:16px\">GDPR basics (only work on company devices, etc.)<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Access to specific tools:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">CRM training (if required)<\/li>\n\n\n\n<li style=\"font-size:16px\">Set up industry software<\/li>\n\n\n\n<li style=\"font-size:16px\">Project management tools<\/li>\n\n\n\n<li style=\"font-size:16px\">Access to relevant folders\/drives<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Standard user account:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Employee does NOT work with admin rights<\/li>\n\n\n\n<li style=\"font-size:16px\">Admin password only for IT<\/li>\n\n\n\n<li style=\"font-size:16px\">Installation requests via IT ticket system<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Phase 3: First week<\/h3>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\">[ ] <strong>Software training:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Office tips (if necessary)<\/li>\n\n\n\n<li style=\"font-size:16px\">CRM system<\/li>\n\n\n\n<li style=\"font-size:16px\">Project management<\/li>\n\n\n\n<li style=\"font-size:16px\">Time recording<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Professional training:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Clarify responsibilities<\/li>\n\n\n\n<li style=\"font-size:16px\">First tasks<\/li>\n\n\n\n<li style=\"font-size:16px\">Contact for questions<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Feedback meeting (end of week 1):<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Is everything working technically?<\/li>\n\n\n\n<li style=\"font-size:16px\">Is access\/software still missing?<\/li>\n\n\n\n<li style=\"font-size:16px\">Questions about the IT infrastructure?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Onboarding checklist: Overview<\/h3>\n\n<p><strong>Hardware:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] Laptop\/desktop provided<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Monitor, keyboard, mouse<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Headset<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Company cell phone (if required)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Access card\/key<\/li>\n<\/ul>\n\n<p><strong>Accounts &amp; accesses:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] E-mail account<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Microsoft 365 \/ Google Workspace<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] VPN access<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Cloud storage<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Communication tools (Teams, Slack)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Password manager<\/li>\n\n\n\n<li style=\"font-size:16px\">[CRM (if required)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Project management<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Industry software<\/li>\n<\/ul>\n\n<p><strong>Security:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] MFA activated (e-mail, cloud, VPN)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Password manager set up<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Hard disk encryption active<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Antivirus installed<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Standard user account (no admin rights)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] IT security briefing conducted<\/li>\n<\/ul>\n\n<p><strong>Documentation:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] Access data in the password manager<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Emergency contacts stored<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Hardware handover documented (serial number etc.)<\/li>\n<\/ul>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Offboarding check: separate cleanly, stay safe<\/h2>\n\n<p style=\"font-size:16px\">Offboarding is just as important as onboarding &#8211; only more time-critical. Every hour counts here. <\/p>\n\n<h3 class=\"wp-block-heading\">Phase 1: Preparation (as soon as notice of termination is known)<\/h3>\n\n<p><strong>Immediately (day 1 after notification of termination):<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li>[ ] <strong>HR informs IT &amp; management:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Name of the employee<\/li>\n\n\n\n<li style=\"font-size:16px\">Last working day<\/li>\n\n\n\n<li style=\"font-size:16px\">Reason for termination (amicable\/dispute \u2192 higher risk)<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>[ ] <strong>Risk assessment:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Did the person have admin rights?<\/li>\n\n\n\n<li style=\"font-size:16px\">Access to sensitive data? (customer lists, finances, code) <\/li>\n\n\n\n<li style=\"font-size:16px\">What was the mood like? (Termination in a dispute = higher risk) <\/li>\n\n\n\n<li style=\"font-size:16px\">Remote employee? (Hardware return more complicated) <\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>[ ] <strong>Create an offboarding plan:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Which accounts need to be deactivated?<\/li>\n\n\n\n<li style=\"font-size:16px\">What data must be transferred?<\/li>\n\n\n\n<li style=\"font-size:16px\">Who takes on which tasks?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>1-2 weeks before the last day:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li>[ ] <strong>Organize knowledge transfer:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Manager plans handover sessions<\/li>\n\n\n\n<li style=\"font-size:16px\">Documentation of ongoing projects<\/li>\n\n\n\n<li style=\"font-size:16px\">Transfer customer contacts<\/li>\n\n\n\n<li style=\"font-size:16px\">Transfer passwords for shared accounts (if available \u2192 should be changed afterwards!)<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>[ ] <strong>Data inventory:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Which files are stored locally on the device?<\/li>\n\n\n\n<li style=\"font-size:16px\">Which cloud folders are private?<\/li>\n\n\n\n<li style=\"font-size:16px\">Back up your e-mail archive?<\/li>\n\n\n\n<li style=\"font-size:16px\">Identify licenses (which ones can be terminated?)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Phase 2: Last working day<\/h3>\n\n<p><strong>In the morning:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\">[ ] <strong>Exit interview (HR\/executive):<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Obtain feedback<\/li>\n\n\n\n<li style=\"font-size:16px\">Assessing the mood (risk assessment)<\/li>\n\n\n\n<li style=\"font-size:16px\">Hardware return agreement<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Data transfer:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Transfer local files to server\/cloud<\/li>\n\n\n\n<li style=\"font-size:16px\">Set up e-mail forwarding (to successor\/manager)<\/li>\n\n\n\n<li style=\"font-size:16px\">Project documentation complete?<\/li>\n\n\n\n<li style=\"font-size:16px\">Transfer customer contacts<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>Midday\/afternoon:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\"><strong>Collect [ ] hardware:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Laptop\/desktop<\/li>\n\n\n\n<li style=\"font-size:16px\">Monitor, keyboard, mouse<\/li>\n\n\n\n<li style=\"font-size:16px\">Company cell phone<\/li>\n\n\n\n<li style=\"font-size:16px\">Access cards\/keys<\/li>\n\n\n\n<li style=\"font-size:16px\">USB sticks, external hard disks<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Create a log:<\/strong> Document serial numbers<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Change [ ] Shared Credentials:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Social media accounts<\/li>\n\n\n\n<li style=\"font-size:16px\">Shared drive passwords<\/li>\n\n\n\n<li style=\"font-size:16px\">Admin passwords<\/li>\n\n\n\n<li style=\"font-size:16px\">WLAN password (if the person knew it)<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>After work \/ in the evening of the last day:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Deactivate [ ] accounts (DO NOT delete!):<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">E-mail account: Deactivate, set up forwarding<\/li>\n\n\n\n<li style=\"font-size:16px\">Microsoft 365 \/ Google Workspace: Withdraw license<\/li>\n\n\n\n<li style=\"font-size:16px\">VPN access: Blocking<\/li>\n\n\n\n<li style=\"font-size:16px\">Cloud storage: revoke access<\/li>\n\n\n\n<li style=\"font-size:16px\">Communication tools: Remove from teams\/channels<\/li>\n\n\n\n<li style=\"font-size:16px\">CRM: Deactivate<\/li>\n\n\n\n<li style=\"font-size:16px\">Project management: Deactivate<\/li>\n\n\n\n<li style=\"font-size:16px\">Industry software: Deactivate<\/li>\n\n\n\n<li style=\"font-size:16px\">Password manager: Revoke access<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\"><strong>Remove [ ] MFA devices:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Remove from Microsoft Authenticator\/Google Authenticator<\/li>\n\n\n\n<li style=\"font-size:16px\">Invalidate backup codes<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Groups\/distributors:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Remove from e-mail distribution lists<\/li>\n\n\n\n<li style=\"font-size:16px\">Remove from Slack channels\/teams groups<\/li>\n\n\n\n<li style=\"font-size:16px\">Remove from Google Drive\/OneDrive shares<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Phase 3: Follow-up (days\/weeks afterwards)<\/h3>\n\n<p><strong>Day 1-3 after last day:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\">[ ] <strong>Set up e-mail auto-responder:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">&#8220;Person XY is no longer with the company. Please contact&#8230;&#8221; <\/li>\n\n\n\n<li style=\"font-size:16px\">For external contacts (customers, suppliers)<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Data transfer:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Archive e-mail inbox (if required by law)<\/li>\n\n\n\n<li style=\"font-size:16px\">Ex-employee&#8217;s OneDrive\/Google Drive: transfer ownership to manager<\/li>\n\n\n\n<li style=\"font-size:16px\">Local files: Create backup, then delete device<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Hardware check:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Reset device to factory settings<\/li>\n\n\n\n<li style=\"font-size:16px\">Decrypt BitLocker\/FileVault<\/li>\n\n\n\n<li style=\"font-size:16px\">New installation for next employee<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<p><strong>Week 1-2 after last day:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:18px\">[ ] <strong>Cancel\/redistribute licenses:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Microsoft 365: Remove license (saves 12\u20ac\/month)<\/li>\n\n\n\n<li style=\"font-size:16px\">Adobe Creative Cloud: Cancel (60\u20ac\/month)<\/li>\n\n\n\n<li style=\"font-size:16px\">CRM: Release license<\/li>\n\n\n\n<li style=\"font-size:16px\">Check software subscriptions<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\">[ ] <strong>Perform audit:<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">All accounts really deactivated?<\/li>\n\n\n\n<li style=\"font-size:16px\">Check Shadow IT (has the person created their own accounts?)<\/li>\n\n\n\n<li style=\"font-size:16px\">Check vendor access (did the person have access to external tools?)<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li style=\"font-size:18px\"><strong>Delete [ ] accounts (after 30-90 days):<\/strong>\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Only after the retention period<\/li>\n\n\n\n<li style=\"font-size:16px\">Archive emails (GDPR\/observe retention obligations!)<\/li>\n\n\n\n<li style=\"font-size:16px\">Then complete deletion<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Offboarding checklist: Overview<\/h3>\n\n<p><strong>Preparation:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] IT &amp; Executive informs<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Risk assessment carried out<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Knowledge transfer organized<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Data inventory created<\/li>\n<\/ul>\n\n<p><strong>Last day:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] Exit interview<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Transfer data<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Hardware collected<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Shared credentials changed<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] All accounts deactivated<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] MFA removed<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Removed from groups\/distributors<\/li>\n<\/ul>\n\n<p><strong>Follow-up:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] E-mail forwarding\/auto-responder<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Data archived<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Hardware reset<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Licenses terminated<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Audit performed<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Accounts deleted after deadline<\/li>\n<\/ul>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Special cases: Remote, working students, admin accounts<\/h2>\n\n<h3 class=\"wp-block-heading\">Remote employees<\/h3>\n\n<p><strong>Onboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Send hardware (allow 2-3 days delivery time!)<\/li>\n\n\n\n<li style=\"font-size:16px\">Video call for IT setup<\/li>\n\n\n\n<li style=\"font-size:16px\">Use remote maintenance software (TeamViewer, AnyDesk)<\/li>\n\n\n\n<li style=\"font-size:16px\">More detailed documentation (no personal support on site)<\/li>\n<\/ul>\n\n<p><strong>Offboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Send the return label<\/li>\n\n\n\n<li style=\"font-size:16px\">Set a deadline (e.g. 5 days after the last day)<\/li>\n\n\n\n<li style=\"font-size:16px\">In the event of non-return: costs withheld from the last salary (regulate in the contract beforehand!)<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Working students \/ interns<\/h3>\n\n<p><strong>Onboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Often shorter duration \u2192 simplified process<\/li>\n\n\n\n<li style=\"font-size:16px\">Restricted access rights (only what is necessary)<\/li>\n\n\n\n<li style=\"font-size:16px\">Temporary accounts (set automatic expiration date)<\/li>\n<\/ul>\n\n<p><strong>Offboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Mostly planned (end of internship\/working student contract)<\/li>\n\n\n\n<li style=\"font-size:16px\">Communicate early<\/li>\n\n\n\n<li style=\"font-size:16px\">Offer testimonials\/references (maintain a good relationship)<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Admin accounts \/ IT staff<\/h3>\n\n<p><strong>Take special care:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">IT staff often have several accounts with increased rights<\/li>\n\n\n\n<li style=\"font-size:16px\">Comprehensive audit of all accounts<\/li>\n\n\n\n<li style=\"font-size:16px\">Change all passwords (especially critical systems)<\/li>\n\n\n\n<li style=\"font-size:16px\">Consider an external IT audit<\/li>\n<\/ul>\n\n<p><strong>Checklist for IT offboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] Identify all admin accounts (often hidden\/test accounts)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Change root passwords<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Revoke VPN certificates<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Remove SSH keys<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Check firewall rules (backdoors?)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Access to hosting\/cloud providers (AWS, Azure etc.)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Domain registrar access<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Code repositories (GitHub, GitLab)<\/li>\n<\/ul>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Templates &amp; proofs: Order is a must<\/h2>\n\n<p style=\"font-size:16px\">Documentation sounds annoying, but saves you in an emergency (audit, legal dispute, GDPR audit).<\/p>\n\n<h3 class=\"wp-block-heading\"><a href=\"https:\/\/itsupport.online\/wp-content\/uploads\/2026\/02\/Onboarding-Protokoll.docx\">1st template: Onboarding protocol<\/a><\/h3>\n\n<h3 class=\"wp-block-heading\"><a href=\"https:\/\/itsupport.online\/wp-content\/uploads\/2026\/02\/Offboarding-Protokoll.docx\">2nd template: Offboarding protocol<\/a><\/h3>\n\n<h3 class=\"wp-block-heading\"><a href=\"https:\/\/itsupport.online\/wp-content\/uploads\/2026\/02\/Account-Uebersicht-Master-Liste.docx\">3rd template: Account overview (master list)<\/a><\/h3>\n\n<h3 class=\"wp-block-heading\" style=\"padding-top:0;padding-bottom:var(--wp--preset--spacing--40)\"><a href=\"https:\/\/itsupport.online\/wp-content\/uploads\/2026\/02\/Hardware-Uebergabe-Protokoll.docx\">4th template: Hardware handover protocol<\/a><\/h3>\n\n<p><strong>Where to save?<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Protected folder (HR &amp; IT access only)<\/li>\n\n\n\n<li style=\"font-size:16px\">Password manager (1Password: Secure Notes)<\/li>\n\n\n\n<li style=\"font-size:16px\">HR software (if available)<\/li>\n<\/ul>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Automation: less effort, fewer errors<\/h2>\n\n<p style=\"font-size:16px\">Manual checklists work for small teams (&lt; 10 people). But as soon as you do onboarding\/offboarding more often, automation pays off. <\/p>\n\n<h3 class=\"wp-block-heading\">Tools for automated onboarding\/offboarding<\/h3>\n\n<p><strong>1. Microsoft 365 \/ Google Workspace (integrated)<\/strong><\/p>\n\n<p><strong>Automation:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">New employee is created in the HR system<\/li>\n\n\n\n<li style=\"font-size:16px\">Automatic: e-mail account, OneDrive, Teams access<\/li>\n\n\n\n<li style=\"font-size:16px\">Assign group memberships automatically<\/li>\n\n\n\n<li style=\"font-size:16px\">When leaving: Deactivate account automatically<\/li>\n<\/ul>\n\n<p><strong>Setup:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Power Automate (Microsoft) \/ Google Apps Script<\/li>\n\n\n\n<li style=\"font-size:16px\">Azure AD Lifecycle Management<\/li>\n<\/ul>\n\n<p><strong>2. zapier \/ make (no-code automation)<\/strong><\/p>\n\n<p><strong>Example workflow:<\/strong><\/p>\n\n<ol class=\"wp-block-list\">\n<li style=\"font-size:16px\">New entry in HR table (Google Sheets \/ Airtable)<\/li>\n\n\n\n<li style=\"font-size:16px\">Automatic: Slack message to IT<\/li>\n\n\n\n<li style=\"font-size:16px\">Automatic: Create accounts (Zapier integrations)<\/li>\n\n\n\n<li style=\"font-size:16px\">Automatic: Onboarding e-mail to employees<\/li>\n<\/ol>\n\n<p style=\"font-size:18px\"><strong>Costs:<\/strong> From 20\u20ac\/month (Zapier), from 9\u20ac\/month (Make)<\/p>\n\n<p><strong>3. specialized tools<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\"><strong>BambooHR:<\/strong> HR software with IT onboarding workflows<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Rippling:<\/strong> Combines HR, Payroll, IT (USA-focused)<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Workday:<\/strong> Enterprise solution (for larger companies)<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>JumpCloud:<\/strong> Directory-as-a-Service (similar to Active Directory, cloud-based)<\/li>\n<\/ul>\n\n<p><strong>4. scripting (for technical teams)<\/strong><\/p>\n\n<p style=\"font-size:16px\">PowerShell script for onboarding (Microsoft 365):<\/p>\n\n<pre class=\"wp-block-code\"><code># Neuen Benutzer erstellen\nNew-MsolUser -UserPrincipalName \"max.mustermann@firma.de\" `\n  -DisplayName \"Max Mustermann\" `\n  -FirstName \"Max\" `\n  -LastName \"Mustermann\" `\n  -UsageLocation \"DE\" `\n  -LicenseAssignment \"firma:ENTERPRISEPACK\"\n\n# Zu Gruppen hinzuf\u00fcgen\nAdd-MsolGroupMember -GroupObjectId \"abc123\" -GroupMemberType \"User\" `\n  -GroupMemberObjectId (Get-MsolUser -UserPrincipalName \"max.mustermann@firma.de\").ObjectId\n<\/code><\/pre>\n\n<p style=\"font-size:16px\"><strong>Advantage:<\/strong> Repeatable, no manual errors.<\/p>\n\n<h3 class=\"wp-block-heading\">What you should NOT automate<\/h3>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\"><strong>Personal greeting:<\/strong> people appreciate personal contact<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Exit interviews:<\/strong> Important feedback<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Risk assessment:<\/strong> human judgment is important when offboarding in a dispute<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Data transfer:<\/strong> Needs context and understanding<\/li>\n<\/ul>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Compliance &amp; legal matters: GDPR, retention obligations, employment law<\/h2>\n\n<h3 class=\"wp-block-heading\">GDPR for offboarding<\/h3>\n\n<p style=\"font-size:16px\"><strong>The dilemma:<\/strong> You have to delete data (data minimization), but also retain it (legal obligations).<\/p>\n\n<p><strong>What MUST be deleted:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Personal data without business reference (private e-mails, photos)<\/li>\n\n\n\n<li style=\"font-size:16px\">Accounts in systems (after retention period)<\/li>\n\n\n\n<li style=\"font-size:16px\">Access logs (after fulfillment of purpose)<\/li>\n<\/ul>\n\n<p><strong>What MUST be kept:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Emails with a business reference (e.g. contracts, offers): 6-10 years<\/li>\n\n\n\n<li style=\"font-size:16px\">Financial documents: 10 years (Commercial Code)<\/li>\n\n\n\n<li style=\"font-size:16px\">Employment contract, payslips: 10 years (social insurance)<\/li>\n\n\n\n<li style=\"font-size:16px\">Time recording data: 2 years (Working Hours Act)<\/li>\n<\/ul>\n\n<p><strong>Best Practice:<\/strong><\/p>\n\n<ol class=\"wp-block-list\">\n<li style=\"font-size:16px\">Archive e-mail inbox (extract business e-mails)<\/li>\n\n\n\n<li style=\"font-size:16px\">Delete personal data<\/li>\n\n\n\n<li style=\"font-size:16px\">Store archive in encrypted form (only HR\/management access)<\/li>\n\n\n\n<li style=\"font-size:16px\">After retention period: Final deletion<\/li>\n<\/ol>\n\n<h3 class=\"wp-block-heading\">Retention periods (Germany)<\/h3>\n\n<figure style=\"font-size:16px\" class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Document<\/th><th>Deadline<\/th><th>Legal basis<\/th><\/tr><\/thead><tbody><tr><td>Employment contract<\/td><td>10 years<\/td><td>Social insurance<\/td><\/tr><tr><td>Payroll accounting<\/td><td>10 years<\/td><td>Social insurance<\/td><\/tr><tr><td>Business e-mails<\/td><td>6 years<\/td><td>HGB \u00a7257<\/td><\/tr><tr><td>Invoices<\/td><td>10 years<\/td><td>AO \u00a7147<\/td><\/tr><tr><td>Time recording<\/td><td>2 years<\/td><td>Working Hours Act<\/td><\/tr><tr><td>Application documents<\/td><td>6 months (rejected)<\/td><td>AGG<\/td><\/tr><\/tbody><\/table><\/figure>\n\n<h3 class=\"wp-block-heading\">Employment law pitfalls<\/h3>\n\n<p><strong>Termination without notice:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Immediate offboarding process<\/li>\n\n\n\n<li style=\"font-size:16px\">Block access IMMEDIATELY (risk of sabotage)<\/li>\n\n\n\n<li style=\"font-size:16px\">Consult a lawyer (proceed correctly under labor law)<\/li>\n<\/ul>\n\n<p><strong>Exemption:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Employee no longer has to work, but is still employed<\/li>\n\n\n\n<li style=\"font-size:16px\">Do NOT block access completely (problematic under labor law)<\/li>\n\n\n\n<li style=\"font-size:16px\">E-mail access may be restricted (read only, no sending)<\/li>\n<\/ul>\n\n<p><strong>Action for unfair dismissal:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Retain all data (possible evidence)<\/li>\n\n\n\n<li style=\"font-size:16px\">Documentation of the offboarding process is important<\/li>\n<\/ul>\n\n<p style=\"font-size:16px\"><strong>Tip:<\/strong> For legally sensitive terminations, ALWAYS consult a lawyer before blocking accounts.<\/p>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Frequently asked questions (FAQ)<\/h2>\n\n<p><strong>How much time do I need for onboarding\/offboarding?<\/strong><\/p>\n\n<p><strong>Onboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Preparation: 2-4 hours<\/li>\n\n\n\n<li style=\"font-size:16px\">First day: 1-2 hours (together with employee)<\/li>\n\n\n\n<li style=\"font-size:16px\">First week: 30-60 min. aftercare <\/li>\n<\/ul>\n\n<p><strong>Offboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Preparation: 1-2 hours<\/li>\n\n\n\n<li style=\"font-size:16px\">Last day: 2-3 hours<\/li>\n\n\n\n<li style=\"font-size:16px\">Follow-up: 1-2 hours<\/li>\n<\/ul>\n\n<p><strong>What is the cost of bad onboarding\/offboarding?<\/strong><\/p>\n\n<p><strong>Onboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Lost productivity: 1,000-3,000\u20ac (first days without access)<\/li>\n\n\n\n<li style=\"font-size:16px\">Security risks: Potentially \u20ac50,000-200,000 (in the event of a malware attack)<\/li>\n\n\n\n<li style=\"font-size:16px\">Fluctuation: 30.000-80.000\u20ac (recruitment + training of new person)<\/li>\n<\/ul>\n\n<p><strong>Offboarding:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Unused licenses: 1.600\u20ac\/year per forgotten account<\/li>\n\n\n\n<li style=\"font-size:16px\">Data loss: Priceless (customer data, business secrets)<\/li>\n\n\n\n<li style=\"font-size:16px\">Security incident: \u20ac50,000-500,000 (insider threat)<\/li>\n<\/ul>\n\n<p><strong>Do I need onboarding\/offboarding for mini-jobbers?<\/strong><\/p>\n\n<p style=\"font-size:16px\">Yes, mini-jobbers also have: <\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">E-mail access (often)<\/li>\n\n\n\n<li style=\"font-size:16px\">Access to customer data<\/li>\n\n\n\n<li style=\"font-size:16px\">Hardware (sometimes)<\/li>\n<\/ul>\n\n<p style=\"font-size:16px\">Simplified process is OK, but don&#8217;t leave it out completely.<\/p>\n\n<p><strong>What do I do with very small teams (2-5 people)?<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Automation mostly overkill<\/li>\n\n\n\n<li style=\"font-size:16px\">Simple checklist (Word\/Excel) is sufficient<\/li>\n\n\n\n<li style=\"font-size:16px\">Important: Document anyway!<\/li>\n\n\n\n<li style=\"font-size:16px\">For growth: scaling processes<\/li>\n<\/ul>\n\n<p><strong>Can I outsource onboarding\/offboarding?<\/strong><\/p>\n\n<p>Partially:<\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Hardware setup: Yes (IT service provider)<\/li>\n\n\n\n<li style=\"font-size:16px\">Account creation: Yes (Managed IT Services)<\/li>\n\n\n\n<li style=\"font-size:16px\">Professional training: No (internal)<\/li>\n\n\n\n<li style=\"font-size:16px\">Exit interviews: No (HR task)<\/li>\n<\/ul>\n\n<p><strong>How do I deal with shared accounts?<\/strong><\/p>\n\n<p><strong>In the short term:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Save passwords in the <a href=\"https:\/\/itsupport.online\/service\/passwort-vergessen\/\">team<\/a> password manager<\/li>\n\n\n\n<li style=\"font-size:16px\">For offboarding: change ALL shared passwords<\/li>\n<\/ul>\n\n<p><strong>Long-term (best practice):<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Avoid shared accounts<\/li>\n\n\n\n<li style=\"font-size:16px\">Everyone has their own account with defined rights<\/li>\n\n\n\n<li style=\"font-size:16px\">For unavoidable shared accounts (e.g. social media): Role-based access (multiple admins instead of one password)<\/li>\n<\/ul>\n\n<p><strong>What about cloud services that are not directly linked?<\/strong><\/p>\n\n<p style=\"font-size:16px\">Example: Employee has created Canva account with company e-mail.<\/p>\n\n<p><strong>Solution:<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">For onboarding: list of ALL cloud services used<\/li>\n\n\n\n<li style=\"font-size:16px\">For offboarding: go through it systematically<\/li>\n\n\n\n<li style=\"font-size:16px\">Tools such as &#8220;Google Password Manager&#8221; show saved logins<\/li>\n<\/ul>\n\n<p style=\"font-size:16px\"><strong>Shadow IT problem:<\/strong> Regularly audit which services are used.<\/p>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<h2 class=\"wp-block-heading\">Summary: Your next steps<\/h2>\n\n<p style=\"font-size:16px\">Onboarding and offboarding are not optional &#8220;nice-to-haves&#8221; &#8211; they are business-critical. Poor processes cost you money, security and employee satisfaction. <\/p>\n\n<p style=\"font-size:16px\"><strong>The good news is that<\/strong> with clear checklists, defined responsibilities and a little automation, it is absolutely feasible.<\/p>\n\n<h3 class=\"wp-block-heading\">Your 4-week plan<\/h3>\n\n<ol class=\"wp-block-list\">\n<li><strong>Week: Stocktaking<\/strong><\/li>\n<\/ol>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] List ALL systems that you use (email, cloud, CRM, etc.)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] For each system: Who is the owner?<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Current process: How is onboarding\/offboarding going today? (evaluate honestly!) <\/li>\n<\/ul>\n\n<p><strong>Week<\/strong> 2 <strong>: Create checklists<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] Adapt onboarding checklist (to your tools)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Customize offboarding checklist<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Create templates (protocols, hardware handover)<\/li>\n<\/ul>\n\n<p><strong>Week<\/strong> 3 <strong>: Clarify roles<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] Fill in the RACI matrix (who does what?)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Coordinate with HR\/executives<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Document process (Confluence, SharePoint, Wiki)<\/li>\n<\/ul>\n\n<p><strong>Week<\/strong> 4 <strong>: Testing &amp; optimization<\/strong><\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">[ ] At the next onboarding: Test the checklist<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Obtain feedback (employees, IT, HR)<\/li>\n\n\n\n<li style=\"font-size:16px\">[ ] Customize process<\/li>\n<\/ul>\n\n<p style=\"font-size:16px\"><strong>After that:<\/strong> Continuous improvement. Review the process every 6 months. <\/p>\n\n<h2 class=\"wp-block-heading\">Conclusion: Invest 4 hours, save thousands of euros<\/h2>\n\n<p style=\"font-size:16px\">A structured onboarding\/offboarding process is not rocket science. It needs: <\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\">Clear checklists<\/li>\n\n\n\n<li style=\"font-size:16px\">Defined responsibilities<\/li>\n\n\n\n<li style=\"font-size:16px\">Consistent implementation<\/li>\n<\/ul>\n\n<p style=\"font-size:16px\">The investment: 4-8 hours setup, 2-4 hours per employee.<\/p>\n\n<p style=\"font-size:16px\">The return: Satisfied employees, secure systems, no wasted licenses, zero insider threats.<\/p>\n\n<p style=\"font-size:16px\"><strong>2026 is the year in which you professionalize your IT processes.<\/strong>  Start with onboarding\/offboarding &#8211; it&#8217;s the quick win that is immediately noticeable.<\/p>\n\n<h3 class=\"wp-block-heading\">Do you need support?<\/h3>\n\n<p style=\"font-size:16px\">Setting up onboarding\/offboarding is doable, but sometimes you just need someone to lend a hand. We are happy to help you &#8211; flexibly and without fixed contracts: <\/p>\n\n<ul class=\"wp-block-list\">\n<li style=\"font-size:16px\"><strong>Process setup:<\/strong> We create your individual checklists together with you (2-3 hours)<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Automation:<\/strong> We set up workflows for you (e.g. Zapier, Power Automate)<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Managed onboarding:<\/strong> We take care of the entire IT setup for new employees<\/li>\n\n\n\n<li style=\"font-size:16px\"><strong>Offboarding support:<\/strong> We block accounts, back up data, document everything<\/li>\n<\/ul>\n\n<p style=\"font-size:18px\"><a href=\"https:\/\/itsupport.online\/en\/contact-us\/\">\ud83d\uddd3\ufe0f Book a flexible appointment now<\/a><\/p>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n<p style=\"font-size:16px\"><strong>About itsupport.online:<\/strong> We are your partner for reliable IT support &#8211; online, throughout Germany and without a contract. From onboarding processes and cloud solutions to complete IT setups: you book exactly the help you need, when you need it. <\/p>\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n","protected":false},"excerpt":{"rendered":"A new employee starts on Monday. His laptop is still with the supplier. The e-mail account does not&hellip;","protected":false},"author":3,"featured_media":2787,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"csco_display_header_overlay":false,"csco_singular_sidebar":"","csco_page_header_type":"","csco_page_load_nextpost":"","csco_post_video_location":[],"csco_post_video_location_hash":"","csco_post_video_url":"","csco_post_video_bg_start_time":0,"csco_post_video_bg_end_time":0,"csco_post_video_bg_volume":false,"footnotes":""},"categories":[87,88],"tags":[],"class_list":{"0":"post-2786","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-digital-transformation-it-strategy","8":"category-productivity-collaboration-tools","9":"cs-entry","10":"cs-video-wrap"},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Onboarding &amp; offboarding - itsupport.online<\/title>\n<meta name=\"description\" content=\"Stress-free onboarding and offboarding with clear IT processes: Checklists, roles &amp; 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