Microsoft Copilot
Glossary
User offboarding
User offboarding is the process of removing a departing employee's access and transferring ownership of the cloud resources they owned, such as Teams, sites, files, apps and licenses, so that nothing is lost or left without an owner.
Also known as: employee offboarding, offboarding workflow, deprovisioning
More than disabling the account
Disabling the account in Entra ID stops the sign-in, but everything the person owned stays where it was. Teams and sites may lose their only owner. OneDrive files that colleagues depend on are deleted after the retention period. Power Apps, flows and agents stop being maintained. Licenses keep costing money until someone removes them.
What a complete offboarding covers
A complete process transfers ownership of workspaces, apps and agents, moves files that are still needed, removes group memberships and guest invitations the person made, and reclaims licenses. It is the leaver step of the joiner-mover-leaver process, and it works best when the HR event triggers it automatically.
Where Rencore fits
Rencore policies flag Teams with a disabled owner or only disabled owners, site collections with disabled owners, groups with disabled user accounts, OneDrives of disabled users and disabled accounts that still hold licenses. Actions add new owners, remove users from Teams, groups and sites and remove license subscriptions.
Learn more: Microsoft 365 user offboarding
