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Managed IT Support

IT onboarding and offboarding, done properly

IT onboarding and offboarding as a managed process: accounts, licences, devices and MFA ready for day one, and access removed the same day someone leaves.

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In short

IT onboarding and offboarding is the process of setting up accounts, licences, devices and access for a new starter, and removing them cleanly when someone leaves. Dig IT Solutions runs both through new-starter and leaver forms in the client portal, so managers submit one request and the right things happen in the right order, including same-day access removal for leavers.

When you need this

Signs this is the right conversation

  • New starters spend their first week waiting for logins and a laptop.
  • We found an ex-employee could still log in to email months after leaving.
  • Licences for people who left are still being paid for.
  • Nobody knows who has access to what, or which devices are where.
  • Each starter is set up slightly differently depending on who did it.

Scope

What we deliver

  • 01

    New-starter form in the client portal

    Managers submit name, start date, role, team, required systems and device. The form triggers a checklist so nothing is missed.

  • 02

    Standard role-based setup

    Microsoft 365 account, groups and mailboxes, licences, MFA enrolment, SharePoint and Teams access, line-of-business applications and printers configured to a template for the role.

  • 03

    Device provisioning

    A laptop or desktop from your standard build, encrypted, enrolled in management and delivered or set up on-site before the start date.

  • 04

    Leaver form and same-day access removal

    On the leaver's last day, sign-in is blocked, sessions revoked, MFA methods removed and devices retrieved or wiped. Email and files are preserved and handed to a manager.

  • 05

    Licence and data housekeeping

    Mailbox converted to shared or archived, OneDrive transferred, licences reclaimed and the change recorded.

  • 06

    Access records

    A log of who was given and removed from what, useful for audits, Cyber Essentials evidence and GDPR queries.

Outcomes

What you get out of it

  • New people work from their first morning.
  • Leavers lose access the day they leave, every time.
  • Licence spend tracks headcount, not history.
  • You can answer 'who has access to this?' with a list, not a guess.

FAQ

Questions we are asked

Straight answers. If yours is not here, call 020 8482 4020 or 01992 939 365 and ask an engineer.
What should IT onboarding include for a new employee?
A user account with the right group memberships, a licensed mailbox, MFA set up on day one, access to the shared files and Teams the role needs, line-of-business applications, printers, a managed and encrypted device, and a short walkthrough of how to get support. Doing this to a template per role is what makes it repeatable. The form-driven process also gives you a record of what was granted.
How quickly should access be removed when someone leaves?
On the day they leave, ideally at the moment their employment ends. The account should be blocked, active sessions revoked, MFA methods cleared, mail forwarding and app passwords removed and company devices retrieved or remotely wiped. Delays are where risk lives: a leaver with live access to email or CRM data is one of the most common causes of data loss for small firms. Our leaver form makes same-day removal the default.
What happens to a leaver's email and files?
Nothing is deleted straight away. The mailbox is usually converted to a shared mailbox or placed on hold so a manager can access it, with an auto-reply set for a period you choose. OneDrive files are transferred to a manager. Once the retention period you set has passed, the data is archived or removed and the licence is released.
Can managers submit starters and leavers themselves?
Yes. The client portal has new-starter and leaver forms that any authorised manager can complete. We recommend HR or the line manager submits the starter form as soon as the offer is accepted, and the leaver form as soon as notice is given, with the actual removal scheduled for the final day. Urgent leavers can be phoned through and handled immediately.
Does offboarding help with Cyber Essentials or GDPR?
It helps with both. The Cyber Essentials user access control requirement expects accounts to be removed promptly when no longer needed, and a documented leaver process is good evidence. Under UK GDPR you need to control who can access personal data, and a former employee with live credentials is an obvious gap. The access log we keep supports both sets of questions. See our full checklist at our guide: employee offboarding it security checklist.

Insights

Further reading

All insights

Next step

Talk to an engineer, not a sales script

Tell us what is not working, or what you are planning, and we will give you a straight view on what it would take to fix.

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