Day-to-day administration.
WHAT TO DO WHEN SOMEONE JOINS
Create the account, with a standard naming convention Assign licences appropriate to their role Add them to the groups their role requires Configure multi-factor authentication Provide their sign-in details securely
WHAT TO PREFER FOR ASSIGNMENT
Group-based licensing, where licences follow group membership.
WHY
It removes manual assignment, and it is consistent.
WHAT TO DO WHEN SOMEONE CHANGES ROLE
Adjust group membership to the new role, rather than adding to what they have.
WHY
Access accumulates otherwise, and nobody notices.
WHAT TO DO WHEN SOMEONE LEAVES
Block sign-in immediately Revoke active sessions Handle their mailbox and files per policy Remove the licence, once data is handled
WHY IN THAT ORDER
Removing the licence first can begin deleting data.
WHAT TO KNOW ABOUT MAILBOXES
A mailbox without a licence is retained for a limited period, then deleted.
WHAT TO USE FOR A DEPARTED PERSON'S ADDRESS
A shared mailbox, which requires no licence, or forwarding.
WHAT TO REVIEW MONTHLY
Accounts against current staff.
