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Onboarding & Changes

Right access. Right time. Right approval.

Plan new users, employee changes and departures with the information TnT needs to protect the organization and deliver a smooth first—or final—day.

01Plan the Request02New Employees03Roles & Changes04Departures & Security

Plan the request

Give TnT a complete, approved request.

Clear information prevents delays, duplicate licensing and excessive access. Submit requests through the TnT support process so approvals, timing and completion can be tracked.

WHOWho may request an onboarding or access change?
  • Requests should come from an authorized manager, HR representative, owner or designated client contact.
  • The employee receiving access should not approve their own elevated permissions.
  • Requests from an unfamiliar address, personal account or unrecognized person will be verified through a known contact.
  • TnT may require additional approval for administrative, financial, HR, legal or executive access.

A copied manager is not always the same as documented approval. Include the approving person and business reason in the request.

WHENHow early should a request be submitted?
  • Submit routine onboarding as early as possible.
  • Allow at least five business days when a computer, phone, license, shipping or vendor coordination may be required.
  • Complex roles, specialized applications and remote deployments may need additional time.
  • For departures, provide the exact disable date, time and time zone.
  • For an unplanned or high-risk departure, call TnT instead of relying only on email.

A start date is not the same as a readiness deadline. Tell TnT when the equipment and account must be fully available for the manager’s review.

FORMInformation every request should include
  • Employee’s legal name, preferred display name and job title.
  • Manager, department, location and start or effective date.
  • Employment type: employee, contractor, temporary, vendor or intern.
  • Required computer, phone, email, Microsoft 365 license and applications.
  • Files, SharePoint sites, shared mailboxes, groups and business systems needed.
  • Person whose access should be used only as a reference—not automatically copied.
  • Approver, business reason, deadline and any confidentiality requirements.
SECUREWhat not to place in a ticket
  • Do not send an existing user’s password or MFA code.
  • Do not include Social Security numbers, banking data, medical information or unnecessary personnel details.
  • Do not ask TnT to reuse another person’s account.
  • Do not transmit secret vendor keys or credentials unless TnT provides an approved secure method.
  • Use the ticket to describe the access required—not confidential content stored inside the system.
COPYWhy “copy another user” is only a starting point
  • The reference user may have accumulated access that the new employee does not need.
  • Job titles do not always reflect project, financial or confidential-data permissions.
  • Licenses and phone features may differ even for similar roles.
  • Specify the required groups, sites, mailboxes and applications individually whenever possible.
  • TnT will apply least-privilege access and ask questions when the request is unclear.

New employees

Prepare the account, device and first day.

A successful onboarding coordinates identity, licensing, equipment, communications and the manager’s expectations before credentials are delivered.

IDENTITYCreate the user’s business identity
  • Confirm the preferred display name, sign-in name and primary email address.
  • Identify required aliases, department and manager information.
  • Assign the appropriate Microsoft 365 license and security policies.
  • Enable MFA and approved account-recovery methods.
  • Add only the approved groups, shared mailboxes, SharePoint sites and applications.

TnT will not send a permanent password in ordinary email. Initial credentials and MFA registration should follow the approved secure delivery process.

DEVICERequest a computer or device
  • State whether the employee needs a desktop, laptop, monitors, dock, headset, webcam, mobile device or accessories.
  • Identify the work location, shipping address and person receiving the equipment.
  • List specialized performance requirements such as CAD, estimating, accounting or field applications.
  • Confirm whether an existing device will be reassigned and provide its asset name or serial number.
  • Allow time for purchasing, updates, security configuration, application installation and testing.
APPSRequest applications and data access
  • List each required application and whether a paid license is available.
  • Identify the file shares, SharePoint sites, Teams, project folders and databases needed.
  • Specify the appropriate level: read, contribute, edit, approve or administer.
  • Include a business owner for specialized systems or confidential data.
  • Do not assume that installing an application automatically grants access to its data.
PHONERequest a phone, extension or business number
  • Choose Microsoft Teams Phone, TnT Cloud PBX, a desk phone or mobile application according to company standards.
  • State whether a new direct number, existing number or extension is required.
  • List call queues, ring groups, auto-attendant options, voicemail and business SMS needs.
  • Provide the physical work location for emergency-calling configuration.
  • Allow time for hardware shipment, number assignment or number porting.
FIRSTManager’s first-day checklist
  1. Confirm that the assigned device and accessories are present.
  2. Verify Windows or Mac sign-in, Microsoft 365, MFA and password change.
  3. Test Outlook, Teams, OneDrive/SharePoint and required business applications.
  4. Confirm file, printer, shared-mailbox and phone access.
  5. Review security, acceptable-use and phishing-reporting expectations.
  6. Report missing or excessive access immediately.

Roles & changes

Update access when responsibilities change.

Promotions, transfers, leaves, location changes and new projects should trigger an access review—not simply an accumulation of new permissions.

ROLEEmployee changes role or department
  • Provide the effective date, new manager, department, title and location.
  • List the new applications, groups, sites, mailboxes and phone queues required.
  • Identify access that must be removed from the former role.
  • Confirm whether existing files, email responsibilities or shared ownership must be transferred.
  • Request elevated privileges separately with a business justification.

Role changes should remove obsolete access as well as add new access. Keeping both can create unnecessary exposure.

NAMEName, title or email-address change
  • Provide the effective date and approved new display name, title or email format.
  • State whether the existing email address should remain as an alias.
  • Identify signature, directory, phone-display and application changes needed.
  • Understand that some sign-in-name changes can affect cached credentials, mobile apps and synchronized applications.
  • Allow TnT to coordinate the change rather than recreating the account.
ACCESSAdd or remove access
  • Name the exact SharePoint site, folder, shared mailbox, group, application or resource.
  • Specify the required access level and business reason.
  • Provide the approving owner or manager.
  • Include an expiration date for temporary, project or vendor access.
  • Report both missing access and access the user should no longer have.
LEAVETemporary leave or extended absence
  • Provide the start date, expected return date and authorized HR or manager contact.
  • State whether sign-in should be blocked or simply monitored during the leave.
  • Define how email, phone calls, approvals and urgent files should be handled.
  • Identify the delegate who may receive approved access.
  • Notify TnT before the employee returns so access and equipment can be validated.

Do not share the absent employee’s password. Delegation and temporary access should be assigned to the substitute’s own account.

MOVEEmployee changes location or work arrangement
  • Provide the new office, home or field location and effective date.
  • Identify equipment being moved and any shipping or installation needs.
  • Review internet, VPN, secure remote access, printers and phone requirements.
  • Update emergency-calling location information when applicable.
  • Tell TnT whether the employee will use a company-managed or approved personal mobile device.

Departures & security

Disable access at the approved time.

Offboarding protects company information while preserving the business records and access the organization still needs.

EXITSubmit a standard offboarding request
  • Provide the employee’s name, email, last working date, exact disable time and time zone.
  • Identify the approving manager or HR contact.
  • State who should receive email, files, phone calls and future business inquiries.
  • List company devices, keys, tokens and accessories that must be returned.
  • Specify retention, legal-hold or investigation requirements before any data is removed.
URGENTHandle an immediate or high-risk termination
  1. Call TnT at (909) 758-5400 and identify the request as an immediate access shutdown.
  2. Provide the employee identity, organization, requested disable time and authorized approver.
  3. Coordinate the timing with HR and management.
  4. Do not warn the user through the support ticket if confidentiality is required.
  5. Arrange recovery of computers, phones, tokens and physical access items.

If malicious activity or data theft is suspected, preserve the device and evidence. Do not wipe, reset or reassign equipment until TnT confirms the next step.

MAILDecide how email and voicemail should be handled
  • Choose whether email should be converted to a shared mailbox, delegated temporarily or retained without forwarding.
  • Name the approved person who may access business correspondence.
  • Provide the approved automatic-reply wording and duration if required.
  • Specify how direct phone calls and voicemail should be routed.
  • Do not automatically expose private or sensitive messages to all staff.
DATAPreserve and transfer business data
  • Identify the manager or data owner who should receive approved OneDrive and work-product access.
  • Confirm ownership of SharePoint, Teams, shared folders, forms, workflows and scheduled processes.
  • Preserve records according to company, legal and regulatory requirements.
  • Do not delete the account or remove licensing before retention and transfer decisions are complete.
  • Use the departing user’s own device and account history as evidence when an investigation is active.
RETURNRecover and prepare company equipment
  • Collect computers, phones, tablets, chargers, docks, headsets, keys and security tokens.
  • Record the asset condition and returned accessories.
  • Do not give the device directly to another employee before TnT reviews it.
  • TnT can preserve data, remove prior access, update security controls and prepare the device for reassignment.
  • Report missing, damaged or unrecoverable equipment immediately.
VERIFYConfirm offboarding completion
  • Verify account sign-in is blocked and active sessions are revoked.
  • Confirm MFA methods, remote access, VPN, phone apps and third-party accounts are addressed.
  • Confirm email, files, calls and approvals route to the intended people.
  • Track licenses that can be removed or reassigned after retention requirements are met.
  • Keep the completed ticket as the organization’s record of authorization and actions.

Ready to submit an employee request?

Include the employee, effective date and time, authorized approver, required access, equipment, applications, phone needs and data-handling instructions.