Two situations that are not onboarding and not offboarding, and that quietly cause trouble because nobody thinks to tell us: a person moving to a different job inside the business, and a person disappearing for three months and coming back.

Someone is changing roles

When you tell us about an internal move, send the same detail you would for a new starter: their name, the new job title, the date the change takes effect, who their new manager is, and - the important one - who in the business already does the job they are moving into.

We then re-base their access on the new role rather than adding the new access on top of the old.

Why we take the old access away

This is the part people find surprising, so here is the reasoning.

If access is only ever added, it accumulates. The person who started in the warehouse, moved to purchasing, then moved to accounts, ends up with all three sets. After five years and three moves you have someone who can see everything in the business, not because anyone decided that, but because nobody ever subtracted.

That matters in three ordinary ways. Payroll and financial information ends up visible to people who no longer need it, and staff notice. If that account is ever compromised - a phishing email, a reused password - the damage is as wide as the access. And a genuine mistake, like dragging a folder into the wrong place, reaches further than it should.

So we start from the new role, copy the access of the person already doing it, and remove what belongs to the old job. If something is still needed during a handover period, tell us and we will keep it for an agreed time and then remove it. That is a decision, which is different from an accident.

The rest of the move

• Job title and signature. Tell us the new title and we will update it in the directory and the email signature. It is a small thing that customers see.
• Email address. If someone's name has changed, we can add the new address and keep the old one working alongside it, so nothing bounces. Ask for this rather than a straight rename.
• Hardware. A move from a desk to the road usually means a different machine. Give us the same lead time you would for a new starter.
• Handover of shared responsibilities. If they looked after a shared mailbox, a phone queue or an alert list, name their replacement in the same request.

Someone is going on extended leave

Parental leave, long service leave, an extended illness, a sabbatical. Anything over about a month is worth a short conversation up front, because the decisions are easier to make before they go than after.

Send us the start date, the expected return date if there is one, and answers to these three:

1. Who is covering their email? Usually we set up delegated access for the person covering, so mail can be answered without anyone sharing a password. Add an out-of-office that names the covering person and says roughly when the person is back. Sharing a password is the wrong answer here and creates a mess to untangle later.
2. What happens to the licence? For a long absence you can keep the account fully licensed - simplest, and everything is exactly as they left it - or reduce it while they are away and restore it before they return. Which is right depends on your setup and how long they are gone. Ask us and we will tell you what it would save and what it would change.
3. Is the hardware coming back? For leave of several months, having the laptop back in the office is usually sensible. It gets updates, it is not sitting in someone's house unused, and it is ready when they return. If they are keeping it, that is fine too - just tell us, so we do not think it has gone missing.

Before they come back

Give us a week's notice of the return date. Accounts that have been dormant for months need a check: the password may have expired, MFA may need re-enrolling on a new phone, the laptop will need a long round of updates, and the business may have moved to something new while they were away. Sorting that out the week before beats sorting it out on their first morning back.

Still stuck?

Log a ticket at portal.yougrowit.com.au or email support@yougrowit.com.au. If it is stopping you working right now, call 03 9028 4358.

Support hours are Monday to Friday, 8:30am to 5:30pm Melbourne time, excluding Victorian public holidays.