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Offboarding Guide ​

Overview ​

Use this guide when a user no longer needs access to P1, such as when they leave an organization, change contractors, or move to a different role.

Offboarding removes the user's applicable P1 access and helps ensure access is no longer available after it is no longer required.

Follow the section that matches your situation. If you are unsure which request to submit, contact the Help Desk before submitting the request.

When to request offboarding ​

Submit an offboarding request when a user:

  • Leaves your organization or contract.
  • No longer requires P1 access.
  • Transfers to a different organization or contractor.
  • Changes roles and no longer requires their current access.
  • Should no longer have access to one or more P1 applications.

WARNING

Do not create a new P1 account for a user who is transferring or changing roles. The existing account should be reviewed to determine the appropriate access changes.

Before you begin ​

Have the following information available before submitting an offboarding request:

  • User's full name.
  • Email address: The email address associated with the user's P1 account.
  • Username: The user's P1 username, if known.
  • Reason for offboarding: For example, separation, contract change, transfer, or no longer requiring access.
  • Effective date: The date access should be removed, if applicable.
  • Applications or services: Identify any specific P1 applications the user currently uses, if known.
  • Existing request or ticket number: If the offboarding is related to an existing request.

WARNING

Make sure the information you provide matches the user's existing P1 account. Incorrect account information may delay processing or prevent the appropriate account from being identified.

Submit an offboarding request ​

Submit an offboarding request through the Help Desk.

Complete all required fields and provide the user's account information.

Include the effective date of the offboarding when applicable. If access needs to be removed immediately, clearly indicate that in the request and follow any applicable organizational procedures for urgent access removal.

What happens after you submit a request ​

After the request is submitted, the Help Desk will review and process the offboarding request.

The offboarding process may include:

  • Removing the user's access to P1 services.
  • Disabling or otherwise restricting the user's P1 account, when appropriate.
  • Removing application or team access associated with the user's account.
  • Completing any additional account updates required as part of the offboarding process.

The exact actions taken may depend on the user's account, organization, applications, and reason for offboarding.

You may be contacted if additional information or verification is required.

Employee or contractor transfers ​

A transfer is different from a complete offboarding.

If a user is moving to a different organization, contractor, team, or role but will continue to require P1 access, do not submit a full offboarding request unless instructed to do so.

Instead, use the appropriate transfer or access-change process outlined in the Employee or Contractor Transfers article.

If you are unsure whether the user should be fully offboarded or transferred, contact the Help Desk before submitting the request.

WARNING

Creating a second P1 account for a transferring user can result in duplicate accounts and access issues. Use the user's existing account whenever possible.

Removing access to a specific application ​

If a user no longer needs access to a particular application but should continue using P1 and other services, a full offboarding request may not be necessary.

For example, if the user should retain their P1 account but no longer needs access to Jira, Confluence, Mattermost, GitLab, or another application, use the appropriate application-access process.

If you are unsure whether to request application removal or full offboarding, contact the Help Desk.

After offboarding is completed ​

Once the offboarding request has been processed, verify that the request has been completed.

If you have access to the applicable application or service, confirm that the user no longer has the access that was requested for removal.

If the user continues to have access after the offboarding request has been completed, contact the Help Desk.

When following up, provide:

  • The user's name.
  • The email address associated with the P1 account.
  • The offboarding request or ticket number.
  • The application or service the user can still access.
  • A screenshot or error message, if applicable.

If the offboarding request needs to be changed ​

If the offboarding request was submitted with incorrect information, such as the wrong user, email address, effective date, or reason for offboarding, contact the Help Desk as soon as possible.

Provide the original request or ticket number and explain what information needs to be corrected.

Do not submit multiple requests to correct the same offboarding request unless instructed to do so.

If the user needs access again ​

If a user was offboarded and later requires P1 access again, do not create a new account unless specifically instructed to do so.

Contact the Help Desk and provide the user's existing account information and the reason access is needed again.

The Help Desk will determine the appropriate process for restoring or requesting access.

Protect user information ​

Only provide user information through approved Help Desk or P1 request channels.

Never include the following in a support request unless an approved process specifically requires it:

  • Passwords
  • MFA/OTP codes
  • MFA QR codes
  • Recovery codes
  • YubiKey PINs
  • Other authentication secrets

Contact the Help Desk ​

If you need assistance determining the correct offboarding process, contact the Help Desk.

When requesting assistance, provide:

  • User's name.
  • Email address associated with the P1 account.
  • Username, if known.
  • Reason for the request.
  • Effective date, if applicable.
  • Existing request or ticket number, if applicable.
  • A description of the issue or question.

Providing complete information helps the Help Desk identify the correct account and process the request efficiently.

Need more help? ​

If you are unsure whether a user should be fully offboarded, transferred, or have only specific application access removed, contact the Help Desk before submitting the request.

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