Employee Onboarding and Offboarding: A Positive Approach to IT Security

Employee Onboarding and Offboarding: A Positive Approach to IT Security

Employee onboarding and offboarding are commonly considered HR functions. But they also present valuable opportunities to strengthen a business’s IT security. When managed effectively, these processes help employees integrate smoothly while protecting company data and systems. 

For professional services firms, a structured IT onboarding and offboarding process ensures operational efficiency, protects client relationships, and supports a productive working environment.  

A well-designed approach helps new employees contribute securely from day one and ensures that departing employees no longer have access to critical systems or information. 

This guide outlines the key steps businesses should take to integrate IT security into their employee onboarding and offboarding processes. 

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Why Effective IT Onboarding is Important 

A positive IT onboarding experience enables new employees to begin their work with the right tools, clear security expectations, and an understanding of their role in protecting company information. 

Key elements of effective IT onboarding include: 

• Providing personalised user accounts in a timely manner 

• Clearly communicating secure access guidelines 

• Delivering engaging cybersecurity training tailored for new team members 

• Ensuring employees receive the necessary digital tools and resources from the outset 

Integrating these practices into onboarding fosters confidence, promotes security awareness, and ensures compliance with data protection policies. 

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Onboarding: Secure the Start 

• Pre-Onboarding IT Setup 

Before an employee’s first day, IT should: 

• Create unique user accounts 

• Configure security settings and role-based access controls 
• Set up email, cloud applications, and VPNs for remote access 

• Issue Company-Managed Devices

Providing company-owned devices ensures security settings are pre-configured before employees start work. Devices should include: 

• Endpoint protection, including next-generation antivirus and anti-malware software 

• Encryption settings to safeguard data in case of loss or theft 

• Remote access controls for monitoring, updates, and data wiping if necessary 

For businesses with a bring-your-own-device (BYOD) policy, security guidelines should be enforced, including the use of multi-factor authentication (MFA) and endpoint security software. 

• Enable Multi-Factor Authentication (MFA)

MFA significantly reduces the risk of account breaches. It should be mandatory for: 

• Email accounts 

• Business applications such as CRM and accounting software 

• Cloud platforms and any system containing sensitive data 

• Set Up Role-Based Access Controls (RBAC)

Employees should only have access to the systems and data necessary for their role. IT should: 

• Grant access based on the principle of least privilege 

• Restrict administrative permissions to essential personnel 

• Use automated provisioning tools to streamline access management 

• Cyber Security Induction and Training

New employees should receive cyber security training on their first day, covering: 

• Identifying phishing threats, including email, SMS, and social engineering attacks 

• Using a password manager and avoiding password reuse 

• Recognising and reporting suspicious activity 

• Understanding company policies on data handling, cloud storage, and file sharing 

For employees in IT-sensitive roles, hands-on training should be provided to ensure secure system access. 

Learn more about Jam Cyber’s Knowledge hub and streamline your training and inductions

• Establish Secure Communication and Collaboration Tools

Employees should use company-approved platforms, such as: 

• Business-grade email and messaging applications (Microsoft Teams, Slack, Google Workspace) 

• Encrypted file-sharing platforms (SharePoint, OneDrive) 

• Secure VPNs for remote access 

Employees should also be advised against using personal email accounts or public cloud services for work-related files. 

• Document IT and Security Policies

A clear IT and cybersecurity policy should be provided, covering: 

• Device usage rules 

• Security incident reporting procedures 

• Approved software and application policies 

This ensures employees understand their responsibilities in maintaining cyber security. 

Offboarding: Lock It Down 

• Revoke Access Immediately

When an employee leaves, access to all systems should be disabled without delay. This includes: 

• Email accounts and cloud-based applications such as Microsoft 365 and Google Workspace 

• VPNs and remote access tools 

• Shared platforms and third-party integrations 

Failure to revoke access promptly increases the risk of data breaches and unauthorised use. 

• Retrieve and Secure Business Devices

For employees using company-issued devices, IT should: 

• Ensure the return of laptops, phones, and other hardware 

• Wipe devices before reassignment 

For BYOD employees, IT should revoke access to business applications and clear cached credentials from personal devices. 

• Change Shared Passwords and Authentication Keys

If the employee had access to shared accounts, passwords should be changed immediately. Using a password manager helps prevent unauthorised access and ensures secure credential management. 

• Audit Recent Account Activity

Reviewing account activity before and after an employee's departure helps detect potential security risks. IT should check for: 

• Unusual login attempts 

• Large file downloads or data transfers 

• Email forwarding to personal accounts 

Any suspicious activity should be investigated promptly. 

• Retrieve and Protect Business Data

Ensuring company data remains within business control is essential. IT should: 

• Disable email forwarding to personal accounts 

• Reassign ownership of important files, CRM records, and intellectual property 

• Verify that confidential information has not been transferred outside the organisation 

• Conduct an Exit Cyber Security Debrief

Before an employee departs, a final IT security check should be conducted, including: 

• Reviewing confidentiality agreements and obligations 

• Ensuring all work-related files are accounted for 

• Confirming that no sensitive data remains on personal devices 

• Update Internal and External Contact Records

To avoid confusion and security risks, businesses should: 

• Remove the employee from internal directories, shared mailing lists, and group chats 

• Notify clients, vendors, and partners of the departure to prevent unauthorised communications or phishing attempts 

Need help with onboarding and offboarding? See our Knowledge Hub

A structured onboarding and offboarding process is an important part in maintaining business security and efficiency. Effective onboarding ensures employees are equipped to work productively and securely, while a thorough offboarding process prevents unauthorised access to business data. 

If your business does not have a formalised IT security approach for employee transitions, now is the time to implement one. Consulting with an IT and cybersecurity professional can help ensure best practices are in place to protect your organisation. 

Contact our team today! 

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