Machine-shop departing-role access checklist
Assign access changes and verify each controlled system separately.
No signup. Enter reference codes, add records and download a CSV. Entries stay in the browser tab. Filled fields do not establish completion, approval or compliance.
| Role reference | System reference | Access type | Approved administrator action | Controlled record-retention decision | Verification evidence reference | Administrator owner role |
|---|---|---|---|---|---|---|
| Departing-role-example-9 | CRM-system-example | Individual account | Supported disable and revoke review | Approved-record-retention-reference | System-administrator-role |
- Starting records are fictional examples, not merchant evidence.
- Keep private documents and actual contacts in your approved business system. Use internal reference codes here.
- Missing required fields indicate an unresolved record. Filled fields do not prove authorization, completion, compatibility or compliance.
- Export to approved business storage. Browser edits are cleared on reload.
Removing a departing employee from one CRM screen does not prove all shop access ended. Review the person’s actual account, shared inbox permissions, drawing-storage access and vendor roles. Use the supported administrator controls and verify the relevant results. Keep continuity for approved business records without leaving the former user’s access active merely because their inbox or quote history contains useful information.
Use with this guide
customer drawing protection guide
The customer drawing protection guide reviews controlled access during software evaluation.
shared RFQ inbox handoff guide
Use the shared RFQ inbox handoff guide to preserve assigned work without leaving former-user permissions active.
Browse the complete machine shop guides and worksheets.
Inventory the access the role actually used
Retrieve the approved account inventory and identify systems the person could access. Include the CRM, email, document storage, quote exports and any authorized vendor portal. Shared credentials require a separate review because removing an individual account might not affect them. Do not collect passwords in this worksheet or ask the departing user to send credentials through email.
Identify the owner for each administrative change. A CRM administrator might not manage the email provider or drawing repository. Coordinate the relevant roles so a task does not close after only one account is disabled. The FTC’s business information-security guide recommends limiting sensitive information to staff with a need to know and terminating departing workers’ access. Those general practices do not certify a specific shop’s security. The customer drawing protection guide reviews controlled access during software evaluation.
Preserve business records while closing access
Determine the business’s approved retention requirements and ensure that these are kept separate from the decision on access. Be cautious of deleting quote history for customer quotes in order to remove a user from the system, and be equally cautious of leaving a login active on a system in order to retain documents for a departed user. Ask the person who performed the action how they ensured that business records were preserved in the system.
The offboarding sheet records the role reference, system reference, access type, approved administrator action, controlled record-retention decision, verification evidence and owner. Use role codes, not names, passwords or private drawings. The worksheet does not revoke sessions or configure permissions. It organizes the administrator’s task and records where the actual verification evidence belongs.
Test the supported revocation result
Ask the administrator which controls cover active sessions, connected apps, shared-resource grants and account recovery. Disabling a login might not revoke every separate credential or external share. Verify the supported outcome through approved safe checks, not by collecting or using a former employee’s personal password. Record any remaining access question as unresolved and assign the responsible system owner.
This is an example. For the fictional CRM user, the user’s CRM account was disabled, but the shared-inbox permission was not disabled. So, this would be two separate rows with two different results. The action to complete the CRM review does not complete the review for the person’s mailbox. This example is not a real breach, nor does it imply that any product always behaves this way. Refer to the specific account’s controls and verify the results with evidence.
Review the result across the connected workflow
Confirm the approved replacement role can access the necessary business records without inheriting unnecessary permissions. A new estimator might need current RFQs while payment administration remains restricted. Keep the permission decision tied to actual duties. Record the verification date and administrator evidence in controlled storage, with only references in the public checklist. Do not publish an employee’s access history.
Review the inventory after a vendor or CRM change so future departures follow the current system. If the review reveals suspected unauthorized access, use the shop’s incident-response procedure rather than treating the worksheet as an investigation tool. Your objective is verified access removal and continued approved business operation. No checklist guarantees confidentiality, replaces qualified security review or certifies customer-contract compliance. Use the shared RFQ inbox handoff guide to preserve assigned work without leaving former-user permissions active.
Primary sources
BlueFinch last reviewed these sources on October 4, 2026. Payment rules and state requirements can change.
Use this page for general business information. It is not legal, tax, or accounting advice.