Offboarding Procedures

Introduction

This handbook page provides a list of actionable items for all applicable team members to take when team member leaves Denomas.

See the detailed steps that are linked where applicable.

Definitions

  • FTM (Former Team Member) - The team member who is leaving Denomas

Team Member

Prior to Last Day

Google

  1. Coordinate with your manager for email handover to ensure emails are acted upon appropriately after your last day.

    • Standard Process: Your manager will gain full access to your inbox after your last day of employment via Gmail Delegation.
    • Proactive Process: If you wish to grant your manager or another team member access to your inbox prior to your last day you can do this by granting them access via Gmail Delegation manually.

  2. Coordinate with your manager for calendar handover to ensure all calendar events have been acted upon appropriately.

    • Standard Process: Your manager will gain read and write access to your calendar after your last day of employment via Google Calendar Delegation.
    • Proactive Process: If you wish to grant your manager or another team member access to your Calendar prior to your last day, you can do this via Google Calendar Delegation.

  3. Coordinate with your manager to ensure all important Google Docs stored in your My Drive have been migrated to a Shared Drive where appropriate.

    • Standard Process: Your manager will gain access to all My Drive documents after your last day of employment via Google Drive Sharing. Managers: The way that files are shared is different than Mail and Calendar. You are given editor access to everything in the Former Team-Members My Drive and can access them by going into Google Drive and in the search box type the following to see their files

    owner:theiremail@gitlab.com to:youremail@gitlab.com

    • Proactive Process: If you wish to share your files with your manager prior to your last day, you can do this by granting them access read or write access to files and folders from your My Drive via Google Drive Sharing.

Management

**Note** {: .panel-heading}

For detailed information see Management Responsibilities

After Team Members Last Day

Google

Gmail

  1. Verify that you have access to the FTM’s inbox via Gmail Delegation

  2. Send a testing email to the FTM’s email to ensure the Vacation Message is set appropriately.

  3. Check for pertinent emails and act on them appropriately.

Google Calendar

  1. Verify that you have access to the FTM’s Google Calendar via Google Calendar Delegation and can edit Calendar Events.

  2. Check for pertinent calendar events and act upon them appropriately.

Google Drive

  1. Verify that you have access to the FTM’s My Drive Google Drive files and can edit the FTM’s files.

  2. Check for pertinent My Drive files that will be needed by the company and move them into a Shared Drive if necessary.

Management Responsibilities
Introduction The purpose of this handbook page is to inform Management level team members of the detailed steps that should be taken when a direct Former Team Member has left Denomas. Applications Google Definitions FTM (Former Team Member) - The team member who is leaving Denomas Google Offboarding The process of Google Offboarding has been fully automated. The following steps are important to follow in order to ensure a smooth offboarding process for you and your team members.
Last modified November 29, 2023: big update (17188382)
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