Has the FTE written its final review, and is it paused?
Before anything is revoked, ask the Digital FTE for its final review in the first person: what it delivered over its tenure against its targets, what it missed, what remained open on its last day, and what it recommends for whoever picks up the function. Read it. Then pause the role so no scheduled work runs, which is one logged action.
Verify: the review is in the Performance tab and the role shows as paused in the workforce view.
- 1. Final review written and read 2. Role paused, logged
Is every connection disconnected, and every account removed at the tool?
Open the connection list in Setup and disconnect every entry; each disconnection revokes the credential the platform held and is logged with your name. Then, at each tool, remove or disable the dedicated account or token the role used, which is why the go-live checklist required dedicated accounts. Rotate or revoke any connector link that exposed the role to an external assistant.
Verify: the connection list is empty; each tool's own user list no longer shows the role's account; connector links return an error.
- 3. All connections disconnected in Setup 4. Dedicated accounts removed at every tool 5. Connector links revoked
Is the audit trail exported?
Export the role's audit trail for its whole tenure: every proposal with evidence, every decision with its approver and reason, every effect, every autonomy grant and step-back, every connection change, and the token ledger. It belongs with the organization's other decision records under their retention, and it is exported now in case the platform's retention is shorter than yours. File it with the review notes.
Verify: the export opens, covers the full tenure, and is filed where the governance records live.
- 6. Audit trail exported and filed
Is the memory retained or deleted, deliberately?
Decide whether to retain the property's confirmed Brand Brain. Retain it if a successor role will work on the same property, because it is reviewed knowledge with provenance and a new role can start from it rather than from nothing. Delete it if no successor is planned or the property is being closed. Either way, drafts and work product the organization does not need are deleted, and nothing containing personal data is retained beyond the underlying activity's retention.
Verify: the decision is recorded with a reason, and retained memory is marked as inherited when a successor is hired.
- 7. Memory: retained for successor ______ / deleted, because ______
Is deletion requested and confirmed?
Request deletion of what is not retained: for a single role, its drafts and work product; for an organization leaving the platform, the organization's data as a whole, through the privacy contact on the security page. Ask for written confirmation, and file the request and the confirmation with the records of processing, because a future audit or subject access request may need them.
Verify: the request and the confirmation are both filed, dated.
- 8. Deletion requested 9. Confirmation filed
Is the handover recorded?
Record the offboarding: the date, who performed each step, what was retained and where, what was deleted with the confirmation reference, and a pointer to the final review and the exported trail. Keep it with the role's review notes. A successor manager or a successor role starts from this record, the exported trail, and the retained memory, and the function is better documented than the day the role was hired.
Verify: every step above has a name and a date beside it.
- 10. Handover record: date, names per step, retained, deleted, references
How do you use this checklist?
Work through it in one sitting with the role's manager and the person who owns access, in order, because revocation comes before anything that might be forgotten. It takes under an hour, which is shorter than offboarding a person, because access lives in one place and the record was built as the work happened. Tick each step only after its verification, and file the completed list with the handover record.
If the role is being replaced rather than ended, the same list applies, and the successor's first-run wizard inherits what step 7 retained.