1. Define the event and accountable owners
A personnel change is not a single IT task. It affects access, equipment, spending and operational responsibilities, often across systems with different owners. Without a shared process, a starter may receive a laptop but no usable applications, while a leaver’s account is disabled but their equipment and responsibilities remain unresolved.
Begin with an authorised employment event, effective date and accountable coordinator. Agree which source controls employment details and which team approves exceptions. The checklist below is recommended operating practice, not a statement that every item is automated by Lojycal.
- Confirm the person, manager, employment type and effective time, including time zone.
- Assign owners for identity, application access, equipment and documentation.
2. Joiners: prepare usable, approved access
Onboarding should create the minimum approved access needed for the role, not copy another employee’s entire permission set. Identity creation, application assignment and licence allocation are separate steps with separate success conditions. Device allocation also needs confirmed availability and readiness.
- Confirm the identity naming rule and check for an existing account before creation.
- Obtain approval for role-based applications and any privileged access.
- Check licence availability and purchasing approval before allocating paid entitlements.
- Reserve suitable equipment, confirm preparation and record the assigned custodian.
- Verify that approved access works at the agreed start point; record unresolved blockers without marking onboarding complete.
3. Movers: remove superseded access and transfer responsibility
Role changes can accumulate access because new permissions receive attention while old ones remain. Review the difference between current and future responsibilities, including cost centres, application ownership and administrative roles. If temporary overlap is necessary, give it an approver and expiry date.
For example, a fictional analyst moves into a team-lead role. They need new approval rights, but ownership of an old reporting process must move to a colleague. Their existing laptop may remain suitable; a title change alone does not justify new equipment.
- Approve additions and removals together, including licence changes.
- Transfer application, document and recurring-task ownership explicitly.
- Verify both new permissions and removal of superseded access.
4. Leavers: revoke access and recover assets
Offboarding coordinates effective-time access revocation with equipment recovery and business continuity. Do not assume that disabling an identity provider account ends every session or removes locally managed access. Resolve retention and ownership requirements with authorised stakeholders before any disposal decision.
- Identify linked accounts, application access, privileged roles and assigned licences.
- Schedule approved revocation with the responsible system owners; verify outcomes.
- Arrange equipment recovery and record receipt, condition and outstanding items.
- Transfer business records and service ownership according to approved policy.
- Reclaim licences where permitted and confirm billing implications separately.
- Keep exceptions open with named owners rather than hiding them behind a completed departure status.
5. Distinguish coordination from supported automation
Lojycal connects employee, inventory, licence and workflow records. Supported Personio and BambooHR employee lookups and writes include preflight confirmation and re-read verification. This does not mean every personnel field or joiner, mover and leaver action is supported, or that your workspace has an active connection.
Identity and endpoint actions depend on the specific provider, permissions, credentials, mappings and plan or role gates. Confirm each required operation for your workspace. Where an action is unsupported or cannot be verified, assign a manual task and require appropriate confirmation rather than treating a dispatched request as completion.
- Label each checklist step as manual, supported automation or requiring confirmation.
6. Keep evidence and evaluate the full handover
For each material action, retain the request, approval, responsible actor, time, destination and result. Distinguish an attempted change from a verified state. Lojycal’s append-only audit and signed evidence export mechanisms support traceability, but do not make every record immutable or establish legal compliance; human review remains necessary.
- Pilot one authorised scenario for each event type, including an exception.
- Inspect read-back results and manual confirmations before closure.
- Measure elapsed time, active work, rework and outstanding exceptions separately.
- Confirm supported scope through /contact and compare plans at /pricing.