When someone joins or leaves your office, their accounts, passwords and computer need to change on the right day. The single most important action: tell us before the start date or the last day, and for a dismissal, call us straight away.
This page is about your staff. If your company is ending its plan with us, see Leaving Rainier IT.
| Your plan | What applies to you |
|---|---|
| We run your Microsoft 365 or Google account | Tell us, and we do the account and computer steps marked "We do this". You do the steps marked "You do this". |
| Your administrator runs that account | Tell us, and we do the computer steps. Your administrator does the account steps, and we give them the list. |
| Ordered online (self-serve) | You or your own IT person do the account steps. We add or remove people in the services you ordered from us, such as the password manager, and install or remove our tools. |
We never ask for your password by email or phone. Real links go only to sso.rainier-it.com or portal.rainier-it.com. If in doubt, call (206) 593-8072.
If you're a portal admin, you can start either change yourself. Open Settings and go to People.
The form doesn't create any accounts. We work the ticket and reply on it. The checklist shows which steps are ours and which are yours.
You'll know it worked when you see that your request was sent, with a link to your ticket.
Their files, mail and tickets stay yours. We switch access off and don't delete their data. If you removed the wrong person, call us straight away on (206) 593-8072 and we can restore them.
You'll know it worked when the page shows Finished and you can open the removal log from People.
The checklists below cover everything else to think about.
Open a ticket at least 5 business days before the start date. See Submitting a Ticket for how. Include:
| Detail | Example |
|---|---|
| Name and start date | "Jamie Lee, starts Monday, November 2" |
| Role | "Front desk", "hygienist", "office manager" |
| Apps they need | Email, practice management software, accounting, scheduling |
| Shared folders and mailboxes | "Front desk folder, scheduling mailbox" |
| Computer | A new computer, or the one a former employee used |
| Who they replace, if anyone | So we can copy the right access, and no more |
Why ahead of time? A new computer can take days to arrive and set up. Accounts made in a rush on the first morning are where mistakes happen, such as giving someone more access than they need.
We do this (managed plan):
You'll know it worked when the new hire signs in and is asked for a code or a passkey as well as their password.
Why their own account? With a shared sign-in, you can't tell who did what, and you can't take access away from one person without changing it for everyone.
If your company uses our Bitwarden password manager, we invite the new hire, or your portal admin adds them under Passwords in the Client Portal. Self-serve clients can find the Bitwarden guide from Getting Started After Ordering Online. Share passwords with them only through the shared folders they need, never by email or on paper.
We do this (managed plan):
You'll know it worked when the computer appears in the Client Portal device list.
Give each person access only to the systems and folders their job needs. This is called least privilege.
Before the new hire opens their email, spend 15 minutes on:
Why call for a dismissal? An upset former employee with working sign-ins can delete files, read patient or client records, or send email as your company. Cutting access at the right moment prevents that.
We do this (managed plan):
Microsoft notes that blocking sign-in can take up to 24 hours to take effect, and that resetting the password is what stops access straight away. That's why we do both.
Don't delete the account on the last day. Deleting it starts a countdown on the person's email and files.
| Option | What it does | Good for |
|---|---|---|
| Forward their email | New messages to their address go to a colleague | Patients and clients who still write to them |
| Convert to a shared mailbox | Their old email and calendar stay, and several colleagues can open it | Keeping their history. In Microsoft 365 it needs no license while it's under 50 GB |
| Give a colleague their OneDrive files | A colleague can open and copy their work files | Handing over documents |
In Microsoft 365, once a user account is deleted, Microsoft keeps that person's email and OneDrive for 30 days, then they're gone for good. Forwarding and shared mailboxes need the account to stay in place.
We do this (managed plan): we set up the option you choose, then remove the license once the data is safe. Tell us how long you need to keep it. Some records, such as patient records, have their own retention rules; ask your practice management or records vendor what applies to you.
Any password the person knew still works after they leave unless you change it.
You'll know it worked when every shared login on your list has a new password, saved only in the password manager.
We do this (managed plan): we save anything you need from the computer, then reset it for the next person or retire it.
Make a list of every app outside email that the person signed in to, and remove them from each one. Common ones in small offices:
You'll know it worked when the person's name no longer appears as a user in any app on your list.
| Step | Managed plan | Self-serve |
|---|---|---|
| Tell us | You | You |
| Create or turn off email and Microsoft 365 or Google accounts | We do this | You or your IT person |
| Two-step sign-in set up or removed | We do this | You or your IT person |
| Password manager (Bitwarden) | We do this, or your portal admin | Your portal admin |
| Computer set up, collected or reset | We do this | We install or remove our tools; the rest is you |
| Change shared passwords | You, with our help | You |
| Third-party apps | You, with our help | You |
| [email protected] | |
| Phone | (206) 593-8072 |
| Client Portal | portal.rainier-it.com |
| Hours | Monday to Friday, 8:00 AM to 6:00 PM Pacific Time |
Last reviewed: October 2026