Ensure Timely Deactivation of System Access and Accounts

This template helps HR and IT departments collaborate to ensure the timely deactivation of system access and accounts for offboarded employees, maintaining security and compliance.

Template Workflow:

1. Action: Input Form
Collect departing employee's contact information (e.g., email, phone number) and last working day. Also, gather any additional details required for offboarding, such as department, manager, and reason for leaving.

2. Action: Send Email to IT Department
Send an email to the IT department, notifying them of the employee's departure and requesting the deactivation of their system access and accounts.
Subject: Deactivation Request - {{employee_name}}
Message: Hi {{IT_representative}}, {{employee_name}} will be leaving the company on {{last_working_day}}. To maintain security and compliance, please deactivate their system access and accounts, including:

Email and communication tools
File sharing and storage platforms
Project management systems
Company intranet and any internal tools

Please complete the deactivation process by {{deadline}}. If you have any questions or require further information, please contact the HR department or the employee's direct manager. Thank you!

3. Action: Input Form
Collect confirmation from the IT department that the departing employee's system access and accounts have been deactivated.

4. Action: Send Email to HR and Manager
Send an email to the HR manager and the employee's direct manager, confirming the deactivation of system access and accounts.
Subject: System Access and Accounts Deactivated - {{employee_name}}
Message: Hi {{supervisor}}, the IT department has confirmed the deactivation of system access and accounts for {{offboardee}}. This ensures security and compliance as part of the offboarding process. If you have any questions or need further information, please contact the IT department. Thank you!

‍