Someone left and you are not sure what they can still open? A free offboarding checklist, plus a flat $299 fix for up to 15 people.
Most small businesses cannot say what a former employee can still open. At many shops nobody changed the passwords, so the person who left may still be signed in to shared email, the accounting app, the social media pages and the Wi-Fi.
1. List everything they touched
Company email and any shared mailboxes
File storage (OneDrive, SharePoint, Google Drive, Dropbox, a server)
Accounting and invoicing (QuickBooks or similar)
Payroll and HR portal
Bank and payment portals (you remove their access yourself; no one else should log in for you)
Website, domain registrar and hosting accounts
Social media pages and ad accounts
Customer systems, CRM, scheduling and booking tools
Software you pay for by card (check card statements for recurring charges)
Vendor and supplier portals
Wi-Fi and VPN
Phone system, voicemail and company mobile numbers
2. Shut it off
Disable or remove their login on each account above (disable first if you need their mail or files later)
Sign them out of all devices and sessions
Remove their two-factor devices and recovery phone numbers or emails
Check email forwarding rules. People forward mail to a personal address and forget.
Collect laptop, phone, keys, badges and security tokens
3. Change what was shared
Change every shared password they knew (email, Wi-Fi, accounting, social media, alarm and door codes)
Change passwords for admin accounts they could use
Check that you, not the person who left, are the owner or admin on the domain, Microsoft 365 or Google account, and the website
4. Lock the rest
Two-factor turned on for every account that stays, starting with email
Shared logins moved into a password manager so the next change takes minutes
Remove their saved logins from company computers and browsers
5. Next time
Keep this list. Add every new tool to section 1 the day you sign up for it.
Write down the new-hire and leaver steps so anyone can follow them.
Questions
What do businesses usually miss when an employee leaves?
Shared passwords they still know, email forwarding rules, saved logins on their devices, and accounts nobody remembers, such as ad accounts, the domain registrar and software paid for by card.
Why is it risky if a former employee still has access?
An old login can still read email, open files and reach customer data. Nothing looks different on screen, so the owner usually finds out only after something goes wrong.
What does the Ex-Employee Access Lockdown cost?
$299 for up to 15 people. We list every account, remove access, change shared passwords, turn on two-factor and leave you a written offboarding checklist.