# Employee Offboarding Checklist With an Owner Per Item

Source: https://maito.app/workflows/close-out-a-departing-employees-access

Maito builds the exit checklist from a departure record, assigns each item to its owner and flags duties nobody has covered.

Maito lists accounts, keys and equipment to recover, assigns owners and shows what is still open.

[IT and admin](https://maito.app/workflows/team/it-and-admin) · [Construction](https://maito.app/workflows/industry/construction) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [Linear](https://maito.app/workflows/tool/linear)
-   [Asana](https://maito.app/workflows/tool/asana)
-   [ClickUp](https://maito.app/workflows/tool/clickup)
-   [Jira](https://maito.app/workflows/tool/jira)
-   [Trello](https://maito.app/workflows/tool/trello)
-   Gmail
-   Microsoft 365
-   Superhuman Mail

## How do you close out a departing employee's access?

To close out a departing employee's access, tell Maito the last day. It builds the checklist, assigns each item, such as logins, keys, cards and gate codes, to its owner, and flags duties that nobody covers, like approvals or supplier contacts. Owners confirm their own items. Maito does not revoke access.

## How it's done today

Cancelling accounts and collecting equipment depends on someone remembering every item.

## What Maito does

1.  Build the checklist from the departure record
2.  Assign each item to its owner
3.  Track what is done
4.  List open exceptions before the last day

## Example

Loop run: Departure recorded · Luis Ortega, Site Foreman

**Maito** (1:10 PM):

Luis Ortega's last day is Fri Oct 23. I created 9 items and assigned each to an owner.

• Email and construction management software logins: Ben  
• Truck keys, fuel card, laptop: Tom  
• Company card: Rosa  
• Site gate codes: Marta

Catch: Luis is the named approver for purchase orders up to $5,000 and the only contact on the Acme Lumber account. Nobody is set to take over either.

From the HR departure record and our purchasing rules. Nothing has been revoked. Each owner confirms their own item.

**Tom** (1:18 PM):

Put Karen down as approver and the Acme Lumber contact. Tell her.

**Maito** (1:19 PM):

Two tasks assigned to Karen with a due date of Oct 22, and I messaged her. I did not touch the supplier account. She needs to confirm with Acme Lumber, and I'll check Thursday that it's done.

## How to set it up

When something happens Close out a departing employee's access

Ask your agent

“When a departure date is added in the HR system, create the checklist for accounts, keys, cards and equipment, assign each item to its owner and track it in #admin.”

Connect task tracker

-   Linear
-   Asana
-   ClickUp
-   Jira
-   Trello

Connect email

-   Gmail
-   Microsoft 365
-   Superhuman Mail

Use HR system

-   BambooHR
-   Gusto

No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can only list responsibilities recorded somewhere. Informal duties need a manager to name them.

## Questions

### Does it remove access?

No. It creates tasks, and each owner confirms their item. Nothing is revoked by Maito.

### Where do the tasks go?

Into your task tracker, such as Linear, Asana, ClickUp, Jira or Trello, with a due date for each owner.

### Can it find what the person was responsible for?

From the HR record, your purchasing rules and what teammates share in threads. Gaps it can't see won't appear.

## More it and admin workflows

-   [Answer IT questions in the help channel People get answers to everyday IT questions without a ticket. IT and admin · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-it-questions-in-the-help-channel)
-   [Handle access requests Access requests get collected, approved by the right person and logged. IT and admin · When you ask Works with Jira Service Management, ServiceNow.](https://maito.app/workflows/handle-access-requests)
-   [Review who has access Every quarter, check who has access to key tools and flag what looks wrong. IT and admin · On a schedule Works with Slack, Email.](https://maito.app/workflows/review-who-has-access)
-   [Guide people through buying something Purchases follow the process without people learning it first. IT and admin · When you ask Works with Slack, Email.](https://maito.app/workflows/guide-people-through-buying-something)
-   [Check a new vendor's security Get a first pass on a vendor's security docs before you sign. IT and admin · When you ask Works with Box.](https://maito.app/workflows/check-a-new-vendors-security)
-   [Track laptops and equipment Know who has which device and when warranties end. IT and admin · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/track-laptops-and-equipment)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fclose-out-a-departing-employees-access)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)