New hires New employees wait for access Accounts, email, devices, applications, and licenses are not always ready before the employee starts.
Employee exits Former employees may still have access Old accounts, mailbox access, shared drive access, software logins, or administrator roles may remain active after someone leaves.
Devices Device return is not tracked Laptops, phones, tablets, chargers, keys, and other equipment need a clear assignment and return record.
Licenses Software licenses stay assigned Businesses may keep paying for Microsoft 365, Google Workspace, security tools, or application licenses that are no longer needed.
Files Shared files are not transferred Files, folders, shared drives, mailboxes, and project records need to be reviewed before an employee account is removed.
Passwords Shared passwords are not reset Shared passwords, vendor accounts, administrator logins, and Multi-Factor Authentication (MFA) settings should be reviewed after an exit.
Onboarding Employee setup process New employee account setup checklist. Email, Microsoft 365, Google Workspace, and application access review. Device assignment and first-day access documentation. License assignment and group membership review.
Offboarding Employee exit process Account disablement and access removal checklist. Device return and company equipment review. Mailbox, file ownership, shared drive, and forwarding review. Password, MFA, vendor account, and license cleanup steps.
Documentation Reusable records and trackers Device inventory structure. Software and license tracker. Access approval records. Standard operating procedure for future employee changes.
Security Basic access protection Administrator access review. Shared password and MFA review. Former employee access cleanup. Practical recommendations to reduce avoidable access risks.
Small business Growing teams Businesses hiring new employees that need accounts, devices, applications, and access ready on time.
Office manager Nontechnical staff handling IT Office managers and operations staff who need a simple, repeatable checklist for employee changes.
Nonprofit Staff and volunteer changes Nonprofits managing staff, volunteers, shared accounts, files, and access across limited resources.
Step 1 Review the current process Look at how your business currently creates accounts, assigns devices, grants access, and removes access when someone leaves.
Step 2 Find the gaps Identify missing steps, old access, unused licenses, undocumented devices, unclear file ownership, or shared password concerns.
Step 3 Create the checklist Build a practical onboarding and offboarding checklist that your business can reuse for future employee changes.
Step 4 Clean up accounts and records Help organize accounts, devices, licenses, shared files, admin access, and documentation based on your current needs.
Step 5 Document the standard process Document the process clearly so future employee onboarding and offboarding is easier to repeat.
Step 6 Plan the next review Set a simple schedule to review users, devices, licenses, and access so the process stays clean over time.
Checklist Employee IT Onboarding Checklist Use this to plan account setup, device assignment, licenses, and first-day access. Open checklist
Checklist Employee IT Offboarding Checklist Use this to remove access, collect devices, transfer files, and clean up licenses. Open checklist
Spreadsheet Device Inventory Spreadsheet Track assigned devices, users, serial numbers, return status, and equipment notes. Open spreadsheet
Tracker License and Software Tracker Track software assignments, renewals, ownership, and licenses that need to be removed. Open tracker
Security Small Business Password Policy Template Use this to set expectations for shared passwords, MFA, and account protection. Open template
Assessment Small Business IT Cleanup Assessment Not sure where to begin? Start with a broader review of accounts, devices, software, and documentation. View assessment
Can you create onboarding checklists? Yes. J3 Systems Group can create practical onboarding checklists for accounts, devices, licenses, applications, email, and first-day access.
Can you help after an employee leaves? Yes. Offboarding can include account disablement, access removal, device return, license cleanup, shared file review, mailbox review, and password cleanup.
Can this work for a small business without IT staff? Yes. The process is designed for small businesses, nonprofits, office managers, and teams that need practical IT help without a full-time IT department.
Do you support both Microsoft 365 and Google Workspace? Yes. J3 Systems Group can help with Microsoft 365, Google Workspace, shared files, employee accounts, devices, licenses, and basic access documentation.
Can you help with one-time cleanup? Yes. Many businesses start with a one-time onboarding and offboarding cleanup project before deciding whether they need monthly support.
What should I include when requesting help? Share what systems you use, how many employees you support, whether this is for a new hire or employee exit, and what feels unclear or risky.
