User Off-Boarding Request
Creation date: 5/20/2026 2:02 PM
Updated: 7/27/2026 8:48 AM
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Argus IT Help Desk · User Off-Boarding
User Departure / Deactivation Request
The decisions that prevent data loss — make them before the account goes dark.
📋 The form — copy into your ticket and fill in
USER DEPARTURE / DEACTIVATION REQUEST
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Full name of departing user:
User's email address:
Job title:
Property / venue:
Reporting manager:
EFFECTIVE DATE - REQUIRED
Last day of work:
Deactivate account on (date and time):
(Usually end of business on their last day. If different, specify.)
DEPARTURE TYPE
[ ] Permanent departure (voluntary resignation, retirement)
[ ] Termination (involuntary - coordinate with HR)
[ ] Temporary leave (parental, medical, sabbatical) - expected return date:
[ ] Seasonal end (account kept dormant for next season)
[ ] Transfer to another Argus property - new property:
EMAIL HANDLING - REQUIRED
What should happen to their email after the last day?
[ ] Forward all incoming email to: ___________
for [ ] 30 days [ ] 60 days [ ] 90 days [ ] Other: ______
[ ] Set up an out-of-office reply explaining the departure (text below)
[ ] No forwarding - bounce incoming email
[ ] Convert mailbox to a shared mailbox accessible by: ___________
Out-of-office message text (if requested):
FILE / DATA PRESERVATION - REQUIRED
Do they have files on OneDrive, SharePoint, or shared drives to preserve?
[ ] Yes - transfer ownership of OneDrive files to: ___________
[ ] Yes - preserve mailbox as archive for:
[ ] 30 days [ ] 90 days [ ] 1 year [ ] Indefinitely
[ ] No - files can be deleted with the account
[ ] Unknown - please review and advise
HARDWARE RETRIEVAL - REQUIRED
Has all company-issued hardware been retrieved?
[ ] Laptop / desktop - retrieved [ ] Yes [ ] No Asset tag: ______
[ ] Company cell phone - retrieved [ ] Yes [ ] No Number: ________
[ ] Key fobs / access cards - retrieved [ ] Yes [ ] No
[ ] Other equipment (headset, tablet, etc.):
If hardware has NOT been retrieved, coordinate retrieval before
the deactivation date.
SYSTEM-SPECIFIC ACCESS TO REMOVE
[ ] OPERA Cloud account (property):
[ ] Squirrel POS user account (venue):
[ ] Optimum Control
[ ] Adobe Acrobat license (release for reassignment)
[ ] FortiClient VPN
[ ] Other (list):
DISTRIBUTION LISTS / SHARED MAILBOXES
Lists, shared mailboxes, or group memberships to remove the user from:
ADDITIONAL NOTES
(Anything sensitive - special handling, legal hold, ongoing investigation)
APPROVAL
Approved by (manager or HR):🧠 Why each decision matters
Effective date We deactivate at that exact time — not before, not after. Premature deactivation locks out someone still working their notice; late deactivation is a security risk. Email forwarding Once an account is fully deleted, incoming email bounces — client/vendor communications can be lost forever. Best practice: 60–90 days forwarding to the manager or replacement. File preservation OneDrive files belong to the user — once the account is deleted (typically 30 days after deactivation), the files go with it. Transfer ownership BEFORE deletion. Same for mailbox archives: once deleted, gone permanently. Hardware retrieval A retained laptop with cached credentials, or a phone with active Microsoft Authenticator, can allow access even after deactivation. Retrieve hardware before the effective date. 🚫 Common mistakes
✅ What happens next
🔗 Related
New User Onboarding Request (KB-30001) · How to Request File or Folder Access (KB-30003)
ArgusIT KB# 30002 · Tags: offboarding · departure · termination · account-deactivation · data-preservation · hr
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