Short answer
Use one offboarding checklist that is triggered as soon as a departure is confirmed: disable the person's logins on or before their last day, recover devices and keys, transfer files they own, and record who removed each access and when.
Offboarding access checklist
- Confirm the last working day and who owns the offboarding.
- List every system the employee uses: email, HR and payroll, scheduling, shared drives, business apps, and building or alarm codes.
- Disable or remove access at the agreed time, and change any shared passwords the person knew.
- Transfer ownership of files, calendars, and accounts that the business still needs.
- Collect company devices, keys, badges, and cards.
- Update the employee record to inactive and keep the history rather than deleting it.
What can go wrong
- Accounts stay active for weeks because no one owned the list.
- Shared logins are never rotated after someone leaves.
- Records are deleted, which removes history the business may need later.
Where Worqrs fits
Worqrs keeps employee status, documents, and workflows together so offboarding steps can be assigned and tracked. See remove access when someone leaves and active vs inactive employees.
This answer is educational guidance for HR operations planning. It is not legal, tax, payroll, or compliance advice.
