Revoke access as a coordinated offboarding event, not a single password change. First preserve mail, files, ownership records, and any legal hold. Then block sign-in, invalidate sessions and tokens, remove memberships and privileges, secure devices, deactivate Slack at the correct level, and only afterward remove licenses or delete accounts. Google Workspace, Microsoft 365/Entra ID, and Slack are separate control planes, so an action in one does not secure the other two.
What to do first when a former partner must lose access
Use a written event record containing the person’s name, every known account, role, termination time, approver, systems used, hardware issued, and retention or legal-hold requirements. If the departure involves suspected compromise, treat the record as an incident and involve your security or legal lead immediately.
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- Freeze the record. Capture the exact time access should end, the approving executive or administrator, and the systems in scope.
- Preserve business data. Identify mailboxes, OneDrive files, Google Drive files, shared drives, Slack content, calendars, repositories, and documents for which the person is owner or custodian. Place or maintain legal holds before deletion where required.
- Block authentication. Disable or block sign-in in Google Workspace and Microsoft Entra ID before beginning a leisurely cleanup. A password change alone does not invalidate every existing token or application cookie.
- Revoke active credentials. Reset passwords, sign out sessions, revoke OAuth and refresh tokens, remove security keys and app passwords, and deprovision applications that issue their own sessions.
- Remove authorization. Delete group, shared-drive, site, channel, guest, administrator, and delegated-access memberships.
- Secure endpoints. Wipe organization data or the entire managed device where appropriate, block corporate phones and laptops, and recover company hardware, security keys, and backup codes.
- Finish account lifecycle actions. Transfer ownership, convert or forward mailboxes, remove licenses, and delete accounts only after retention and handoff decisions are documented.
- Verify and document. Review audit logs, connected-app inventories, device lists, and privileged-role assignments, then attach evidence to the event record.
Do not assume that an identity-provider action reaches every service. Microsoft documents that normal Entra access tokens last about one hour, while an application’s own session token is controlled by that application. Slack has its own workspace and organization membership controls, and Google has separate OAuth, cookie, device, and recovery settings.
Google Workspace: disable recovery paths, sessions, apps, and data access
Google Workspace Help’s administrator guidance, updated October 1, 2026, says: “As your organization’s administrator, keep your organization’s data safe and secure when a user leaves by completing the following best practices.” Follow the controls in this order so a departing user cannot regain access while administrators preserve the information the business needs.
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1. Protect or wipe managed devices
In the Admin console, locate the user’s mobile devices and remotely wipe either the entire device or only organization data, depending on ownership, policy, and legal requirements. A work-profile wipe is appropriate for many personally owned phones; a full wipe may be required for a company-owned device. Check laptops and other endpoint-management consoles separately because a Google mobile action does not automatically erase every computer.
2. Remove password-recovery methods
Delete the user’s recovery email address and recovery phone number. These methods can otherwise allow password recovery after the account is supposedly offboarded. Change the account password as an additional barrier, but do not treat the password change as a substitute for session and token revocation.
3. Revoke sessions and application credentials
- Revoke all OAuth 2.0 application tokens and review the list of authorized applications for anything that should be removed or investigated.
- Reset sign-in cookies so existing browser sessions are invalidated.
- Revoke security keys and application-specific passwords associated with the account.
- Review third-party applications, service accounts, delegated mail access, and any API credentials that may have been created outside the standard user profile.
OAuth revocation matters because a connected application can continue acting with its own token even after a password is changed. Conversely, revoking a Google token does not necessarily remove access granted directly inside a third-party application; deprovision that application as well.
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Before deleting the account, move or transfer Drive files, calendars, groups, and other information the organization must retain. Remove the user from Google Groups, shared drives, delegated mailboxes, and administrative roles. Check ownership individually: removing a person from a group does not transfer a document they own, and deleting the account before a transfer can make a handoff harder or impossible.
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5. Automate carefully with the Directory API
The Google Admin SDK Directory API exposes automation for users.signOut (web and device sessions and sign-in cookies), deleting user OAuth tokens, deleting group memberships, mobile-device actions, and deleting users. Use least-privilege administrator credentials, run the steps in a controlled sequence, and log the actor, timestamp, target account, API response, and resulting state. Test automation on a noncritical account before using it during a live termination.
Microsoft 365 and Microsoft Entra ID: separate access blocking from data handling
Microsoft Learn’s former-employee guidance, updated June 15, 2026, frames the problem this way: “If an employee leaves your organization, you might be wondering what you should do to secure data and prevent unauthorized access.” The Microsoft workflow distinguishes immediate sign-in prevention from mailbox, OneDrive, device, and retention decisions.
1. Block sign-in and revoke refresh tokens
In Microsoft Entra ID, block the user from signing in and revoke refresh tokens for an urgent termination or suspected compromise. Blocking prevents new authentication; token revocation forces clients to obtain new authorization. Microsoft states that Entra access tokens normally last one hour, so an already issued token may remain usable until it expires or the application rechecks policy. The actual delay depends on the client and service.
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2. Preserve mail and files before deleting anything
- Save mailbox contents needed for business continuity, investigation, or records retention.
- Choose whether to forward mail temporarily or convert the mailbox to a shared mailbox, following your organization’s privacy and records policy.
- Give an authorized employee access to the former user’s OneDrive and Outlook data through the documented handoff process.
- Use Microsoft Purview eDiscovery and legal holds when litigation, investigation, or regulatory retention requires them.
Microsoft’s described workflow retains specified deleted-account OneDrive and Outlook content for 30 days. Treat that as a product-documentation behavior that may change, not as a universal retention guarantee; confirm the current setting and your organization’s retention policy before deletion.
3. Wipe devices and remove authorization
Wipe or block the former user’s managed mobile devices. Review Microsoft 365 groups, Teams memberships, SharePoint sites, OneDrive sharing links, delegated mailbox permissions, application registrations, and administrator roles. Remove guest access and any role assignments that were granted outside the normal user object.
4. Remove the license and delete at the end
Removing a Microsoft 365 license is not the same as deleting the Entra account. Remove the license only after mailbox conversion, forwarding, OneDrive handoff, legal holds, and retention decisions are recorded. Delete the account when appropriate and when the organization no longer needs the identity for audit or recovery. In a hybrid environment, disable the on-premises Active Directory account and account for directory synchronization before deleting the cloud object; otherwise synchronization can recreate or overwrite the state.
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Slack: deactivate at the workspace or organization level
Slack owners and administrators can deactivate a member. Slack’s documented result is: “They’ll be removed from all channels, signed out of your workspace(s) on all devices, and unable to sign back in.” Messages and files remain, so deactivation protects access without erasing the conversation history.
Workspace deactivation
For a member who should leave one workspace, use the workspace’s member-management controls to deactivate the account. This removes the person from every channel in that workspace, signs out devices, and blocks sign-in. Check shared channels, guest arrangements, and connected applications separately; membership removal does not prove that an external service has revoked its own session.
Enterprise Grid organization deactivation
On Enterprise Grid, removing someone from one workspace can leave them in the broader organization. Use organization-level deactivation when the former partner must lose the entire organization relationship, not merely access to one workspace. Confirm which workspaces and organization roles are affected before committing the change.
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Ownership and primary-owner exceptions
A Workspace Primary Owner or Org Primary Owner cannot simply be deactivated until ownership is transferred. Assign a successor, verify that the successor can administer the workspace or organization, and then complete deactivation. Preserve messages and files that the business must retain; Slack deactivation itself does not delete them.
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Make a separate inventory of every service the person could reach through a Google, Microsoft, or Slack identity. Include code repositories, payroll and finance tools, cloud consoles, CRM systems, password managers, VPNs, automation platforms, and services where the person was invited as a guest. For each service, revoke personal API keys, SSH keys, personal access tokens, OAuth grants, sessions, recovery methods, and administrator roles. If the service has its own directory, disable or delete the local account there.
Review endpoint-management records for phones, tablets, laptops, browser profiles, hardware security keys, backup codes, and stored credentials. Recover company equipment and rotate shared secrets that may have been visible on it. A remote wipe is not proof that a copied file, screenshot, export, or credential no longer exists, so investigate sensitive systems according to your incident and legal procedures.
Verification: prove that access is actually gone
After the changes propagate, verify from an administrator account and, where policy allows, a controlled test account. Record evidence rather than relying on a green status indicator.
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- Sign-in is blocked in Google Workspace and Entra ID.
- Google sign-in cookies, OAuth tokens, security keys, app passwords, and recovery methods are removed.
- Microsoft refresh tokens are revoked, and important applications have independently invalidated their sessions.
- The person is absent from Google Groups, shared drives, Microsoft groups and sites, Slack channels, shared channels, and guest lists.
- Slack shows the account deactivated at the intended workspace or organization level, and ownership has been transferred.
- Managed devices show wipe, block, or retirement status; company hardware and security keys are accounted for.
- Mailbox, OneDrive, Drive, Slack, and audit data have an owner, retention decision, or legal hold.
- Connected-app inventories and privileged-role reports contain no remaining assignment.
Export or retain audit-log entries showing who performed each action, when it occurred, which object was changed, and whether the operation succeeded. If a log shows a failure, rerun only the failed step and record the result; do not silently assume a batch operation completed.
Common failure points and recovery decisions
| Failure or misconception | Why it happens | Corrective action |
|---|---|---|
| Changing a password is treated as complete revocation | Existing browser cookies, OAuth grants, refresh tokens, and app sessions are separate credentials. | Sign out sessions and revoke tokens in each identity platform and application. |
| Entra action is expected to remove every SaaS cookie | Applications control their own session tokens and authorization policies. | Deprovision the application or use its own sign-out and session-revocation control. |
| A Slack workspace removal is used for an Enterprise Grid departure | The member can remain in the organization and other workspaces. | Use organization-level deactivation when the entire relationship must end. |
| The account is deleted before handoff | Deletion can remove ownership context and make data recovery or transfer harder. | Preserve mail and files, transfer ownership, apply holds, then delete. |
| A license removal is mistaken for account deletion | Licensing and identity lifecycle are different controls. | Document mailbox, OneDrive, retention, and audit decisions before either action. |
| Hybrid directory changes are overwritten | On-premises Active Directory synchronization can recreate or modify the cloud object. | Disable the on-premises account and account for synchronization before cloud deletion. |
| One device wipe is assumed to cover all endpoints | Mobile, laptop, browser, and personal-device controls are administered separately. | Check every endpoint-management inventory and recover hardware and keys. |
Platform differences at a glance
| Control | Google Workspace | Microsoft 365/Entra ID | Slack |
|---|---|---|---|
| Immediate sign-in blocking | Change password and reset sign-in cookies; remove recovery methods. | Block sign-in in Entra ID. | Deactivate the member at workspace or organization level. |
| Session and token handling | Revoke OAuth tokens, sign-in cookies, security keys, and app passwords. | Revoke refresh tokens; application sessions require application-level action. | Deactivation signs out workspace devices; connected apps need separate review. |
| Groups and shared resources | Remove Groups, shared-drive permissions, delegated access, and admin roles; transfer ownership. | Remove groups, Teams, SharePoint, OneDrive sharing, guests, and delegated permissions. | Deactivation removes channel membership; organization-level action is needed on Enterprise Grid for a full departure. |
| Data handoff | Move or transfer retained Drive, calendar, mail, and other data before deletion. | Save mail, convert or forward the mailbox, hand off OneDrive and Outlook data, and apply Purview holds. | Messages and files remain after deactivation; transfer primary ownership first. |
| Device action | Remotely wipe the whole device or organization data where appropriate. | Wipe and block managed mobile devices and review endpoint management. | Workspace deactivation signs out devices; endpoint wiping is handled by your device-management system. |
| Timing caveat | Propagation and third-party token behavior can vary. | Entra access tokens normally last one hour; application cookies can last according to the application’s policy. | Slack documents sign-out on all devices, but organization scope and connected apps still require verification. |
A repeatable offboarding record
Close the event only when the record contains the approver, termination time, accounts and groups checked, data owners and holds, device actions, token and session revocations, Slack scope, licenses removed, deletion decision, audit-log references, failures and retries, and the administrator who verified completion. This evidence makes a later investigation possible and prevents a forgotten guest account, OAuth grant, device, or privileged role from becoming a residual access path.
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