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Offboarding Resource

Password Reset Guide After an Employee Leaves

After an employee leaves, password resets may be necessary for shared systems, administrator accounts, vendor portals, and any account where access was not assigned to named users.

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Why this matters

If shared passwords were used, the business may not know which systems a former employee can still access. A password reset plan helps reduce that risk.

Use this resource when

  • A former employee knew shared passwords.
  • Your business uses shared logins.
  • A vendor or contractor recently lost access.
  • You are not sure which passwords need to be changed.

What to review

  • Shared passwords and shared accounts.
  • Administrator accounts.
  • Website, domain, and hosting accounts.
  • Accounting, payroll, scheduling, and customer systems.
  • Password manager vault access.
  • Vendor portals and support accounts.
Step by step

Practical checklist

  1. Identify all systems the former employee used.
  2. Remove the employee from the password manager first.
  3. Change passwords for shared accounts the person may have known.
  4. Enable Multi-Factor Authentication (MFA) where available.
  5. Update the password manager with new credentials.
  6. Document what was changed and who verified it.
Avoid these issues

Common mistakes

  • Changing only the email password.
  • Forgetting website, domain, and payment accounts.
  • Updating passwords but not removing vault access.
  • Sending new passwords through text or email.
  • Not replacing shared logins with named accounts.

Need help turning this into a working process?

J3 Systems Group can help review shared passwords, reset high-risk accounts, and improve offboarding password procedures.

Schedule a consultation

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