Offboarding Procedures

This document defines the complete offboarding process for departing EGI team members. The goal is to ensure a clean transition: all company access is revoked, knowledge is transferred, and the departing employee leaves on professional terms.

Offboarding Timeline

Timeframe	Action	Owner
Day of notice	Manager notifies operations lead; offboarding checklist created	Manager
Within 48 hours	Knowledge transfer plan established; handoff meetings scheduled	Manager + departing employee
1 week before departure	All documentation finalized; PR reviews completed or reassigned	Departing employee
2 business days before departure	Access audit conducted; equipment return arranged	Operations Lead
Final day	All accounts revoked; equipment collected; exit interview conducted	Operations Lead + Manager
Within 1 week post-departure	Shared credential audit; access matrix updated; team notified	Operations Lead

Account Revocation Checklist

On the departing employee's final day, the operations lead must revoke access to every service the employee had. Use the following checklist:

Service	Revocation Action	Verified
Email	Disable account; set up forwarding to manager for 30 days; delete after 90 days	[ ]
GitHub	Remove from EGI organization; revoke any personal access tokens tied to org repos	[ ]
Slack	Deactivate account (do not delete -- preserves message history)	[ ]
Vercel	Remove from team	[ ]
PostHog	Remove from organization	[ ]
ERPNext	Disable user account	[ ]
Cloudflare	Remove from account (if applicable)	[ ]
SuiteDash	Deactivate staff account	[ ]
Any project-specific services	Remove access (databases, third-party APIs, staging environments)	[ ]

Shared Credentials

If the departing employee had access to any shared credentials (API keys, service accounts, shared passwords):

1. Identify all shared credentials the employee had access to
2. Rotate every shared credential within 24 hours of departure
3. Update the credential store with the new values
4. Notify affected team members of the rotation

This step is critical. Do not skip it.

Knowledge Transfer

Knowledge transfer must begin as soon as departure is confirmed, not on the last day.

Required Knowledge Transfer Items

Item	Format	Recipient
Active project status	Written summary of current state, blockers, and next steps	Project lead or replacement
Code ownership areas	Walkthrough of owned modules, architecture decisions, known issues	Assigned team member(s)
Client relationships	Introduction of replacement to active client contacts (if applicable)	Replacement or PM
Undocumented processes	Written documentation of any tribal knowledge	SOP repository
In-progress work	PRs reassigned or closed; branches cleaned up; issues updated	Team lead

Knowledge Transfer Meetings

• Schedule at least two dedicated knowledge transfer sessions (minimum 1 hour each)
• Record sessions if the departing employee and participants consent
• The departing employee should prepare an agenda for each session in advance
• Action items from knowledge transfer sessions must be tracked and completed before departure

Access Audit

Two business days before the employee's final day, the operations lead conducts a full access audit:

1. Pull the complete list of services the employee has access to (reference the Account Access matrix)
2. Cross-reference with any project-specific services that may not be in the standard matrix
3. Confirm the revocation plan covers every service
4. Identify any shared credentials that need rotation
5. Prepare the revocation checklist for execution on the final day

Equipment Return

If the departing employee was issued company equipment:

Item	Action
Laptop	Return to operations lead; wipe and re-image before reassignment
Peripherals (monitor, keyboard, etc.)	Return to operations lead
Access badges / keys	Return on final day
Software licenses (named seats)	Deactivate or reassign the license

For remote employees, coordinate shipping with a prepaid label. Equipment must be returned within 5 business days of the final day.

Exit Interview

The manager conducts an exit interview on or near the departing employee's final day. The purpose is to gather feedback on the employee's experience and identify areas for improvement.

Exit Interview Topics

• Overall experience at EGI
• Effectiveness of onboarding and ongoing support
• Quality of tools, processes, and communication
• Relationship with manager and team
• Suggestions for improvement
• Whether they would consider returning or referring others

Exit Interview Guidelines

• Keep the conversation professional and forward-looking
• Document key themes and actionable feedback (not verbatim notes)
• Share summarized, anonymized feedback with leadership quarterly
• Do not use the exit interview to discuss grievances or disputes (route those to the appropriate process)

Post-Departure Actions

Within one week of the employee's departure:

1. Verify all access is revoked: Spot-check at least 3 services to confirm the account is deactivated
2. Update the team access matrix: Remove the employee from all access records
3. Notify the team: Send a brief note to relevant channels confirming the transition and who to contact for the departing employee's responsibilities
4. Archive email: After the 30-day forwarding period, archive the mailbox per retention policy
5. Review and close out: Ensure all knowledge transfer action items are complete