Offboarding Procedure

Login Details

When offboarding an employee you must ensure that you record the login details of their various accounts. These will be useful in later steps and will allow us to backup emails and various files for their team to reference and ensure continuity within the business.

  1. Request the employee for their laptop login details, this consists of their Windows/Mac login username and login password.
  2. Once they have provided it to you/typed it into the form, lock the machine and test if it has been recorded correctly.
  3. Once the laptop login has been recorded we can move onto the next account - the Cheil.com (Outlook/Teams. For this one, explain that it will be the login for their Outlook and Teams and ask them to record the password.
  4. Once they have provided it to you, open a browser tab and type in https://outlook.office.com
  5. Once on Outlook web, try to login using the provided Cheil.com details, if they do not work or the user did not know their password in the previous step, you can reset it here by selecting 'Forgot my password'
  6. While logging in please note if the user is prompted to enter a 6 digit code sent to their mobile, or if they type in a 2 digit login into the Microsoft Authenticator app, if so we will have to remove this later.
  7. Lastly, their Google login - whether this one is recorded depends on if the user is a member of our Google Workspace tenant, this can be checked on https://admin.google.com -> Users -> Search their name
  8. If the name pops up you can skip recording their Google login, otherwise, request them to provide the password they have set for their Cheil Google account.

Pre-Exit Tasks

Pre-Exit tasks should be completed while the employee is still in the office as they either require action or input from the employee, that otherwise cannot be easily done without them in the office.

Setting an Out of Office

  1. The first one would be to set an out of office message on Outlook/Teams (it doesn't matter which one is chosen as they are synced). The way this is done changes depending on what kind of device the employee is using - Windows or Mac.
  2. To set an out of office message for a user on a Mac, click the Outlook text at the top of the screen then click 'Settings' as shown: Untitled 4.png
  3. Under the 'Email' heading select the 'Automatic Replies' tile as shown:Untitled 5.png
  4. Once on this page you will see two options, an Out of Office message to send within the company, and another for all external senders, please set both and personalise the message as necessary
  5. An example out of office would be:
    External
    Thank you for your email. Unfortunately I am no longer with Cheil Australia, for any assistance with IT, please reach out to John Won on admin@tubalo.com.au
    Internal
    Hi, thanks for your email! I am no longer working at Cheil, for any IT support or inquiries you can reach out to John via email at admin@tubalo.com.au

Removing Cheil.com 2FA

  1. To remove the 2FA from the employees Cheil.com account please start by navigating to https://outlook.office.com and log into the users account
  2. Once logged in, click the profile picture at the top right of the screen and click the 'View Account' linkPasted image 20260318120937.png
  3. Now click the three lines (not the 9 dots) at the top left to access the menu and click Security Info
  4. When on the page, proceed to delete all additional sign in options until 'Password' is the only remaining option. Some examples of what to delete include 'Phone, Microsoft Authenticator, Microsoft Authenticator (in Outlook Mobile) and Email:Pasted image 20260318121148.png
  5. If you are unable to remove a 2FA option such as Microsoft Authenticator, ensure you switch the highlighted option to phone, click Change to switch it:Untitled 10.png

Removing Apple ID from a Mac

  1. To remove an Apple ID from a Mac you must navigate to the system settings, this can be accessed using the Apple logo at the top left of the screen, then select 'System Settings' as shown:Untitled 6.png
  2. Once in System Settings, if an Apple ID is logged in for the laptop it will show a name and profile picture towards the top of the screen:Untitled 7 1.png
  3. To remove it, simple click on the users profile (Matthew Suesse in this case) and then press the 'Sign Out' button at the bottom of the screen

How to Check and Transfer Google File Ownership

Note

If the user is a part of our Google Workspace tenant you can skip these steps and can easily delete the users Google account + transfer all files to another team member. Please ask the employee which team member their files should be transferred to.

  1. To check the ownership of Google files, advise the employee to go to https://drive.google.com or search Google Drive in their browser and open it
  2. Once on Google Drive, from the menu on the left advise them to select 'My Drive'
  3. From here, advise them to go through, and any files that say 'Me' in the Owned by column should be transferred to another team member if they are still relevant/actively used
  4. To transfer the ownership, press the "person with a + symbol" (the share button) and send an invite to be an editor to the other team member, if they aren't already an editor
  5. Once the team member is an editor of the document, press the share button again and click the editor permission next to the team members' name. When you do this you should now see an option 'Transfer Ownership' in the dropdown

How to remove screen lock from company mobile

  1. Navigate to settings on the Samsung phone then find the section something similar to 'Screen Lock and AOD' this can vary according to the model of the phone.
  2. Once on the page set the mode to 'None' or 'Swipe' - this may require the users existing pin code or password

How to remove Samsung account from company mobile

  1. Similarly to the Apple account, if a Samsung account is logged into the company phone it will show the name and profile picture right near the top
  2. To log out the Samsung account, tap on the profile and towards the button you will see a round sign out button, once you press this it will typically send an email to the registered user for it to verify them, advise them to click the link in the email sent to them by Samsung to complete the logout process

How to remove all other accounts from the company mobile

  1. Still in settings scroll down until you find the section 'Accounts' click on this and it will display all logged in accounts on the mobile
  2. For each account you or the employee would like the remove from the mobile, click on the account and then click remove

Post-Exit Tasks

Post-Exit tasks can be completed once the employee has left the office without further interaction from the employee being off-boarded. These should be completed the same day or the day after the scheduled off-board date.

Changing the Cheil.com Password

  1. To change the password, navigate to the following link and log into the users Cheil.com account: https://mysignins.microsoft.com/security-info/password/change
  2. Ensure the password is 12 characters, doesn't contain the users first or last name and has at least 1 uppercase, lowercase, number and symbol. Once you have chosen the password, record it on the TOT and submit the password change.

How to deactivate and transfer Google Account

  1. Log in to https://admin.google.com using the cheilau@cheil.com Google Account
  2. Once logged into the portal, click 'Manage' on the user section
  3. Search for the user by 'First Name' in the search bar
  4. Once you have found the user, scroll to the right and press more options then 'Remove User'Untitled 11.png
  5. Once on the user removal page select the 'Transfer Ownership' option, then tick the box to include files that aren't shared with anyone, then enter the email of the user the files should be transferred to in the boxUntitled 13 1.png
  6. To complete the process press the Remove User buttonUntitled 14.png