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User Offboarding closes down a leaver’s account at the time you choose: it blocks sign-in, hands their mailbox to colleagues and removes their licences, groups and sign-in methods, as set on the Offboarding card. Use it for every leaver. It needs Microsoft 365 connected, and the desktop agent for a client that syncs on-premises Active Directory.

User Offboarding in 48 seconds: what it asks, what it does and what you get.

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What the form asks

The handover and out-of-office questions aren’t asked when the account action is Delete account.

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What it does

  1. Creates a ticket in your PSA, if Ticketing is on.
  2. Waits for approval, if Approval is Internal or External.
  3. Waits until the time the form gives.
  4. Offboarding Audit: with Ticketing on, notes the user’s licences, groups and phone numbers on the ticket before anything changes.
  5. Disable Account, or Delete Account. For a client that syncs on-premises AD, the account is disabled in AD (never deleted) and moved to Move disabled users to OU, if set.
  6. Revoke Sessions, unless a cloud account was deleted.
  7. Convert To Shared Mailbox.
  8. Set Forwarding, to the person from the form or Always forward to. A copy stays in the mailbox.
  9. Grant Mailbox Access (full access), for each person.
  10. Remove Licences.
  11. Remove From Group, for each group. Dynamic groups are left alone; for a synced client, AD groups are removed through the desktop agent.
  12. Reset Password, Reset MFA, Hide From GAL, Remove Inbox Rules and Remove Mobile Devices.
  13. Set Out Of Office, if the form asked for one.
  14. Renames the account to its archive name, if that’s turned on.
Steps 7 to 14 run only when the account action is Disable account, and only the ones the Offboarding card turns on. With Log actions to the ticket on, each action also adds a note to the ticket. If Reset MFA or a group removal fails, the run carries on and the ticket says what to finish by hand.

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Configure it

Go to Config and click User Offboarding. The Offboarding card’s settings apply once saved, so click Save changes before the first run.

Configure User Offboarding: every option, step by step (1:28).

Approval, Ticketing, User directory filters and Offboarding are set on Base config and apply to every client unless you override them for one. For how Base config and client overrides work, see How configuration works.

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Troubleshooting

The user holds an Entra role excluded under User directory filters, or is excluded for this client.
Type an Auto-reply message on the form, or set a Default auto-reply message on the Offboarding card.
With Yes — scheduled, fill in both Auto-reply starts and Auto-reply ends.