Joiner-Mover-Leaver Checklist Generator

The checklist is the easy part

Every HR team has a list of what happens when somebody starts, moves or leaves. What goes wrong is everything around the list: the dates, the people nobody fitted to it, and the tasks with nobody’s name on them. None of it produces an error. It produces a laptop that arrives on day four.

A list made today can already be late

Ordering a laptop takes ten working days. A new starter announced six working days before they begin has a laptop task that was late before anybody saw it. So every task is dated in working days, skipping weekends and holidays, and a task already past its date is marked late instead of being quietly scheduled in the past. How often that happens is the real finding. It measures how much notice the rest of the business gives, not how quick IT is, and it is a number worth taking to whoever approves hires.

A leaver who has gone can still log in

Of all the late tasks, one has a cost for every day it waits: removing a leaver’s access. Leavers whose last day has already passed with that task still open are listed before anything else. A last day that falls on a weekend has its tasks due the working day before, because that is the last chance to do them.

A mover keeps what they had

Access is added when somebody changes role and rarely taken away, which is how a person ends up able to approve their old team’s expenses. Tasks can depend on what changed, the manager, the department or the location, and can go to the previous manager, the one person who knows what the old role could reach. When the file has no previous values, the tool cannot tell what changed, so it keeps the task and marks it as assumed. An unnecessary access review costs less than a missing one.

A leave and a start can be one person moving

A move between two companies in the same group is often recorded as a termination and a new hire. Run both lists and the leaver list switches off the accounts the new starter is about to use. Anybody who appears as both within a month is flagged before either list is used.

Your checklist, not ours

The template on the page is an example to start from. Change the tasks, owners and timings, tie tasks to a location or a worker type, and download it to load again next time. A task owned by “Manager” goes to each person’s manager by name, so every manager gets their own list rather than a shared one nobody reads.

What this does not do

It does not know which steps the law requires where you are, such as right-to-work checks, final pay or benefits notices, and the example template includes none of them. Add them with the dates your payroll, legal or benefits advisers give you. For check-in, probation and anniversary dates across a whole roster, the Review & Probation Date Scheduler does that job, and the Employee Roster Comparator finds who arrived, left and changed between two exports.