Managing & Offboarding Personnel

The Directory Sync feature of the Personnel area gives you a single view of all employees’ accounts across your connected environments. This feature also supports a structured offboarding flow: when an employee leaves the organisation, a checklist and supporting evidence can be attached to the employee record to demonstrate that required steps were completed in line with compliance obligations.

To manage employees on the platform, select Personnel from the main navigation bar.

Then select the Directory Sync tab.

The Directory Sync page displays all user accounts that the platform has automatically identified. Each entry includes the following information:

• Identity: The name and email address of the identified user.

• Status: The current status of the account (Active, Pending, Offboarded).

• Platform: Where the account was detected.

• Checklist: Whether an offboarding checklist has been attached to the record.

• Discovered: The timestamp showing when the account was first detected.

• Offboarding: The timestamp showing when the account was offboarded, if applicable.

To retrieve this list, the OneClickComply platform performs an automated scan to identify all associated user accounts within Microsoft 365 and Google Workspace connections.

If an employee's status changes, and their account is marked as 'suspended' within Microsoft 365 or Google Workspace, the Status of their account will automatically be updated to Pending in the Directory Sync area.

To review an individual account, click on the relevant user from the list.

In this new side window the Employment Status of the account can be updated manually, and a Review Status can be set to reflect the status of an internal review.

If you wish to offboard an employee, Offboarding Evidence can be provided to demonstrate that correct procedure was followed.

Within the Checklist Item field you can specify what action was taken, such as disabling accounts, revoking access, returning equipment etc.

You can also upload evidence to prove that the checklist item was completed by clicking the Choose file option, and then clicking Upload Evidence to confirm the offboarding procedure.

Attaching evidence to offboarding records is particularly important for organisations working toward certifications such as ISO 27001 or SOC 2, where auditors may review whether access removal and equipment recovery steps were completed and documented.