Removing a user is fast and straightforward. The moment you submit a request, our team gets to work. Here's exactly what happens, step by step, so you know the account and data are handled properly.
Access to the Account is Immediately Revoked
As soon as we receive your request, we reset the user's password and sign them out of every connected system. This forces an end to any active sessions and invalidates login tokens and two-factor authentication. From that point forward, the user can no longer get into any account or system we manage on your behalf.
Mail Is Set Up However You Need It
Next, we take care of email. Depending on what you'd like, we can:
- Convert the mailbox into a shared/delegated mailbox so a team can access it going forward
- Forward incoming mail to another employee or mailbox
- Set up an auto-responder to let senders know the person has left
- Convert the mailbox into a shared mailbox so a team can access it going forward
- Reassign any email aliases to another user
Their Data Is Backed Up and Handled Proactively
Departing employees often leave behind files that are still needed by other employees or replacement hires. We have proactive backups running on all accounts at all times. These backups make sure that any files cannot be lost either accidentially or intentionally by a departing employee.
If you tell us who should receive it (for example, a replacement hire), we transfer ownership of the files directly to that person. If no one is specified, we don't leave that data sitting in their account. We proactively transfer it to our admin account on your behalf, so it's preserved and easy to hand off whenever you need it.
Recurring Charges Are Stopped
We remove the user from any licensed, recurring services we manage for you, such as Microsoft 365 - you're never billed for a seat you no longer need.
A Customer Defined Safety Window
Retention timelines can be adjusted to match your organization's specific policy. During the onboarding process, we define what that window should be for your organization. We suggest 90 days as our default for organizations. Whatever window is defined allows ample time for your organization to hire a replacement for their position and have any data transferred if needed, and gives peace of mind that no data will be lost if something isn't considered at the time of their departure.
We send warning emails a week before we are ready to delete the account as a reminder in case you need something done to the account or want to double-check that anything needed from the account has been handed off correctly. We send a final confirmation email once they are deleted.