The offboarding process ensures a secure and compliant employee exit. Clear timelines and communication are key, while security measures focus on retrieving company property and revoking access. This aims to achieve secure asset return, knowledge transfer, accurate exits with proper paperwork and payments, valuable feedback, and a positive goodbye. 

Important Details to NOTE:

• Effective Date of Termination

• To which user will the emails be migrated?

• To which user will the tasks be bulk-reassigned?

Remove User

Google - Inbox Migration

Old Training Vid: Sign in - Google Accounts - 16 March 2023

When doing the migration, email the new user what is happening and that they will also receive emails from the old email on file.

NOTE: EMAILS must be transferred to a specific person. NOT general emails/departments.

1. Go to GOOGLE ADMIN portal > USERS > Search for the employee you are going to Terminate > Click their NAME

2. In their PROFILE > click RESET PASSWORD > Change the password and note. 

3. After Changing the Password > Go to SECURITY > Scroll to LOGIN CHALLENG > TURN OFF FOR 10 MINS

4. Once done, Start Migration Process. In the Left Dashboard Menu, Scroll down to DATA > DATA IMPORT & EXPORT > Data Migration (New) > Select GOOGLE WORKSPACE EMAILS - Migrate 

5. Start Migration: Connect to Source Google Account > This can only connect to Google Admin account so input your Admin Email (alejandro@streetsmart.insurance / nicole@streetsmart.insurance)

Note: This is how it looks if there is a previous migration processed.  If there is previous migration processed, Go to the Bottom of the Page and click EXIT MIGRATION to restart. 

6. This is how it should look if Restarted. Type your admin email and Request Authorization > Verify Authorization once done

7. You will receive Email - Data migration service: Request for authorization > View Authorization Request and Authorize
   It should look like this once connected

8. Proceed to Step 2: Migration Map > Copy the Example to Google Excel 

> Source GUser - Employee to be terminated

> Target GUser - Employee who will receive the emails from terminated employee

SAMPLE GSHEET. SAVE AS CSV and Upload Migration Map

9. Proceed to STEP 3: Setting the Start Date to be migrated = Start Date/Enrollment Date of the Employee in Streetsmart. 

You may find this in the Employee Profile in APP Sheet

10.  Once setup, START MIGRATION

11. This is how it looks while MIGRATION is IN PROCESS

NOTE: Migration Time depends on the number of Emails the Source Email have. Better to leave it overnight. But it can be earlier or later than that to be completed. 

Google - Delete USER

1. Go to GOOGLE ADMIN portal > USERS > Search for the employee you are going to Terminate > Select their NAME > Click MORE OPTIONS > DELETE SELECTED USERS

2. Transfer DATA to the same Destination User that will receive them and click DELETE USER

3. It will take time to reflect as DELETED depending on the amount of Google Drive files to be transferred. 

4. You'll get an email when that's complete, and the user is deleted.
   
   When the transfer is still in progress, the user's account will be suspended to prevent them from accessing their account.

After the deletion you have 20 days to restore the account, after which all the data be permanently deleted

5. Once the Terminated Employee is already DELETED, make their previous email an alias to the email of the Destination USER.
   Setting up Alternate Email Address

EZLYNX - Bulk Reassign

NOTE: Tasks can be reassigned to department. But Assigned Producers must be reassigned to specific person.

1. Check AGENCY TASKS first and search if USER has existing tasks. If there’s existing task, Bulk-Reassignment is required.

2. To Bulk Reassign, Click SETTINGS in EZ > BULK RE-ASSIGNMENT > OPEN TASKS

3. Click REASSIGN TASKS 

4. Put CURRENT ASSIGNEE (Terminated Employee) Then NEW ASSIGNEE (User to receive the tasks) > SELECT ALL TASKS that will appear and click ASSIGN TASKS

5. To Double-Check, Go back to BULK RE-ASSIGNMENT > Go to JOB STATUS

6. It should show NOT STARTED status in the bulk-reassignment you setup. ALL Job Status starts at the End of the Day. Once completed the next day, it should show the same as the screenshot below.

EZLYNX - DISABLE USER

7. Once Bulk Reassignment is DONE, you may delete the user in EZ. Go to AGENCY ADMIN (KEY ICON) > Search for the USER to be Terminated. > Click ACTIONS > DISABLE

Note: This only applies to DISABLING USER. To reduce licensed/billed user count, a "Reduction of Users" form must be completed and returned via email to billing@ezlynx.com.

EZLYNX - REDUCE USER BILLING

1. Reduction in Authorized User form-2.pdf
   - MODIFY and Email this form to billing@ezlynx.com and CC: carlo@streetsmart.insurance

2. EMAIL TEMPLATE:

“Hi Team,

We are requesting to reduce the licensed/billed user count. 

Please see the attached signed form.

Let us know if there's anything else needed to proceed with this request, Thank you!”

APP SHEET - UPDATE

1. Go to ADMINISTRATION > EMPLOYEES > Select Employee Profile > EDIT > Employment Status

2. Mark the employee as TERMINATED IN APP SHEET

Disable Automations assigned to the User

• check here for the list of Automations need to be adjusted. Check filter types on each tab. If it contains filter by Producer then review and update all automations. Speak to Carlo about this 

Disable from Ring Central 

1. Go to COMPANY SETTINGS > USER MANAGEMENT > MANAGE

2. Select 3 dots on the right button of the USER to be deleted > DISABLE

Note: You can only permanently delete from billing upon Renewal in RING CENTRAL

Delete from other technologies

Screenshot monitor, TotalCSR, Loom WORKSPACE (For Loom, Admin account required: Carlo/Jake Only

Delete from APP programs

To: Liz Gacutan <liz@agencyperformancepartners.com>
cc: APP Reports <reports@agencyperformancepartners.com>

EMAIL SUBJECT: Request to Update users in APP Reports/Classes

“Hi Team,  

We would like to request to remove the following in the current APP Programs/Courses they're enrolled in. Please also remove them in the Agency Growth program invites, email count tracker and update their status as Past Team Members.

[EMPLOYEE NAME and Email Address]”

Delete user logins from carrier websites

Carrier Login/Website

• For Licensed Agents, make sure they are also removed as producers in the carrier websites. (For some carriers, need to Email. Use the Carrier App Sheet Info/EZ Directory. Get Employee details in APP Sheet)
  
  AGENT OFFBOARDING FOR STREETSMART - (Agency Code if there is)
  
  “Hi, we would like to request to offboard the following Agents as they are no longer part of the agency:

Name:
NPN:
Date of Termination:
Reason: 

Kindly let me know if you need anything else to proceed with our request. Thanks!”

Delete from Streetsmart Website

Email support@advisorevolved.com telling them to remove them from the Streetsmart official website-Staff Directory.


Website Update - Staff Directory

“Hi Team, Can we please remove the following to the Staff Directory? They are no longer in the Agency.

[EMPLOYEE NAME and Email Address]”

Delete Calendly

Delete Sircon
For Licensed Agents only.

Change Roboform Password for companies email
Update Roboform Info in Streetsmart Website and Announce to the Streetsmart Groupchat and Email regarding the changes.

EQUIPMENT RETURN

• Check if the Employee have Company Equipment through the APP SHEET. If the employee has equipment make sure that we do not release a paycheck until we receive the equipment back. 

For BestBuy Return: 

Need to check Return Period in the website if still applicable. Call or Email BESTBUY to confirm Dates and Terms applicable with the purchase.

SAMPLE EMAIL REQUEST
Subject: Equipment Return Request
“Hello [TERMINATED EMPLOYEE NAME], 

We would like to request for the Company Equipment return in line with your employment termination with Streetsmart Risk Managers Inc., effective [DATE] from your position as [POSITION] at Streetsmart Risk Managers Inc.  

Your company devices can be returned to the nearest Best Buy Branch available. Please make sure to have them returned before [RETURN DATE POLICY] as this is their limit date for returns. Should you need further assistance, please let us know.”

For USPS Return:

 Creating a Prepaid Shipping Label with UPS 📦

SAMPLE EMAIL REQUEST
Subject: Equipment Return Request
“Hello [TERMINATED EMPLOYEE NAME], 

We would like to request for the Company Equipment return in line with your employment termination with Streetsmart Risk Managers Inc., effective [DATE] from your position as [POSITION] at Streetsmart Risk Managers Inc.  

The company devices in your possession should be sent to 208 South Street Freehold NJ 07728. We will have the shipping labels ready. Can you provide the estimated available date that you can drop it off? So we can have the shipping labels processed and forwarded to you.”

Formal Offboarding Letter

To: TERMINATED EMPLOYEE

BCC: carlo@streetsmart.insurance 

Subject: Notification of Employment Termination - effective [DATE]

Dear [Terminated Employee Name],

This letter formally confirms your employment termination with Streetsmart Risk Managers Inc., effective [DATE]. This decision is due to your [Reason for Termination] and is not a reflection of your individual performance.

We understand this news may be difficult, and we appreciate your contributions to the company during your time here. We trust that you will continue to respect and adhere to your obligations under the employee handbook, particularly those related to confidentiality.

If you have company devices in your possession, you will receive a separate email for the Return Instructions.

One more favor to ask! Would you be kind enough to complete our Exit Interview Form here? It will only take a few minutes of your time and will help us improve our company. Be as completely honest as you would like!

Thank you for your time and consideration. We wish you all the best in your future endeavors.”

PAYROLL/INSURANCE UPDATE

This is applicable for w2 and 1099 employees

1. Make sure the employee or 1099 has an account setup in Ezlynx 

2. Make sure you are emailing out of the individual user account in Ezlynx 

3. Email Matt at sharp payroll the date they were terminated
   (Payroll Email: payroll@sharppayrollservice.com)

4. Email Steve for health/dental/vision insurance  that they were terminated 

Note: We need confirmation from the payroll company that the termination request was completed.

PAYROLL EMAIL

To: Payroll Department <payroll@sharppayrollservice.com>
CC: carlo@streetsmart.insurance 

Notice of Termination - Employee Name

“Hi Team, please be advised that [Employee Name - email address] is already terminated effective [DATE]. Please have your system be updated of this change. Kindly make sure that they are deleted to the employee portal, Human Interest, and all other access.

If you have any questions/concerns, please let us know. Thank you!

INSURANCE EMAIL 

To: Steven Paragone <Steven.Paragone@nbsllc.com>
CC: Carlo@streetsmart.insurance 

Employee List Update

“Hi Steve, I'm sending this email to inform you that [EMPLOYEE NAME] is no longer with our company, effective [DATE]. Kindly update if there's anything that needs to be updated in your system. Please let me know if there's any other information you need to proceed with this change. Thank you!”

Department Switch

• Adjust Organizational Unit

• Adjust Department inclusion on EZlynx

• Email support@advisorevolved.com telling the Department Change of Certain Employee in the Streetsmart official website-Staff Directory.

• Update and apply the Department Change of this employee to the Reports/Tracker Weekly APP Reports SMART Rewards Employee Tracker DO NOT SHARE Weekly Overdue Task Report StreetSmart Insurance Email Tracker Education Tracker  Quarterly Bonus Incentive Payouts

• Update Wisestamp email signature

• Adjust Calendly if necessary 

• Lack of Communication: Not providing clear instructions or timelines to the departing employee.

• Neglecting Security: Failing to retrieve company property or revoke access to systems and data.

• Non-Compliance: Not fulfilling legal or regulatory requirements related to termination.

• Disrespectful Behavior: Engaging in hostile, aggressive, or discriminatory communication.

• Withholding Information: Preventing the departing employee from accessing necessary information for knowledge transfer.

• Inaccurate Exit Procedures: Making mistakes with paperwork, final payments, or benefits.

• Negative Gossip: Spreading rumors or negativity about the departing employee.

Elevate your client's offboarding! Surprise departing employees with a personalized farewell, thoughtful gift, and alumni network invite. Offer a boomerang option for future returns and make exit interviews engaging. Streamline paperwork and stay connected, providing career support even after goodbye. This creates a ridiculously amazing experience that strengthens your employer brand. 

Make 6 month check ins with authors of all processes

What if the author does not respond?
Email the executive team

What if the author is not carrying out their duties?
Email the executive team

What if there is no update?
Email the executive team

Author/POC: Carlo Ferrara

• Have a question about this process? Ask it here: Process Update