Employee leaving: checklist for managers

If your company has enabled onboarding and offboarding in the control panel, you report the departure there. See Report an employee leaving. It can be enabled on request: see Onboarding and offboarding in the control panel.

When an employee leaves, access and equipment must be handled properly, both for security and so the company keeps its data. Let us know at support@digiserv.no or 38 27 80 00 as early as possible, ideally at least three working days before the last working day.

What we need to know

• Name and email address of the person leaving.
• Last working day.
• Whether email should be forwarded, to whom and for how long.
• Whether the account should be deactivated or deleted.
• Which devices will be handed in.

What we do

Accounts and access: deactivate the Microsoft 365 account on the last working day and sign out all active sessions. Remove the employee from groups, shared mailboxes, SharePoint, Teams and business systems, and shut off VPN.

Email afterwards: set up forwarding to a colleague, typically for one to three months, and an out-of-office message saying who is taking over. We agree on a date for deleting the mailbox.

Devices: reset the PC and mobile, and cancel or transfer the mobile subscription.

Licenses: free up the Microsoft 365 license for the next employee, and remove other licenses that were tied to the person.

What you do yourself

• Collect the PC, mobile, access card and keys.
• Change the passwords on shared accounts the employee had access to.
• In the exit interview, ask whether any passwords are stored locally that should be handed over, and whether personal devices have been used for work.

Good to know

The account should be closed exactly on the last working day: not before, so the employee can do their job, and not after, for security reasons. We can schedule the closure in advance. Also remember that the company must delete personal data about former employees within a reasonable time, except for what the Norwegian Accounting Act requires. Ask your accountant or us if in doubt.