Onboarding / Transitions / Offboarding
Joiners
Step 1: Request submission
- Approver must complete the form at support.systemsandsmiles.com.
- Follow the prompts and choose “Joiner.”
- Request must come from the assigned Approver using a registered company email.
- Request must be submitted no later than 1 week before the employee’s start date.
- For users outside the UK requiring a company computer, a minimum of 3 weeks’ notice is required to ensure timely delivery.
Step 2: Minimum information required
- Full name
- Company email address
- Job title
- Personal email and phone (for contact before start)
- Delivery address (if working remotely and requiring device shipment)
Step 3: Device allocation
- Company standard is Mac and iPhone
- Unassigned Mac from inventory will be provisioned.
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Windows PC supplied only if:
- Specifically requested,
- Justified for the role, and
- Approved by IT.
Android and ChomeOS is not supported for business use.
- BYO devices: Users on personal devices are subject to security review, they must submit a completed BYO form before they will receive their welcome email and company email credentials.
Leavers
Step 1: Request submission
- Approver must complete the form at support.systemsandsmiles.com.
- Follow the prompts and choose “Leaver.”
- Request must come from the assigned Approver using a registered company email.
- Request must be submitted no later than 1 week before the employee’s final working day.
Step 2: Offboarding process
- Access revocation: Company accounts (email, IdP, SaaS tools) disabled on or before final day.
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Device return:
- If in-office: Approver collects device on final day.
- If remote: Device must be shipped back to IT within 5 business days using the provided return label and pre-booked courier collection.
- Where possible, the shipping box and label can be sent to the office so the leaver can take it home with them. (Note: MacBook box is portable; monitor box is usually not.)
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Data retention:
- If “delete” is chosen, user mailbox and Drive are archived via CloudAlly backup.
- Approver must nominate a team member or manager to take ownership or transfer of the leaver’s Drive contents where required.
- Knowledge transfer: Approver ensures critical work and responsibilities are handed over before departure.
Movers (role transition / device upgrade / extended leave)
- Requests should also be submitted via support.systemsandsmiles.com using the “Mover” option.
- Covers changes in role, department, or location requiring updates to access, hardware, or reporting lines.