Effective Date: February 2026

Overview

To ensure a smooth and secure experience for your team, we've established the following procedures for adding new users and removing departing employees from your business systems. This policy outlines our service commitments and the lead times required to properly configure your technology environment.

New User Onboarding

Email Setup Only

• Minimum Lead Time: 3 business days

• What We'll Do:

  • Create and configure new email account

  • Set up email security protocols and spam filtering

  • Configure email signature (if template provided)

  • Provide login credentials securely

  • Test account functionality before handoff

Computer + Email Setup

• Minimum Lead Time:

  • BYOC (Bring Your Own Computer): 5 business days

  • Business-Purchased Equipment: 7-14 business days (depending on model availability and approvals)

• What We'll Do:

  • Configure business email account

  • Install and configure operating system updates

  • Deploy required business applications

  • Install endpoint security and monitoring tools

  • Configure backup solutions

  • Set up network access and VPN (if applicable)

  • Perform quality assurance testing

  • Document configuration for your records

Equipment Requirements

Business-Deployed Computers (Recommended)
We strongly recommend using business-owned and deployed computers to ensure:

• Consistent security standards

• Streamlined support and troubleshooting

• Proper warranty and lifecycle management

• Access to business-class hardware with enterprise support

• Standardized configurations across your organization

Important: Equipment Procurement
We maintain and support Dell Business models specifically selected for reliability, compatibility, and enterprise support.

Please coordinate computer purchases through us rather than retail stores (Costco, Best Buy, etc.) because:

• Consumer-grade models lack enterprise support and serviceability

• Retail computers often have incompatible hardware or pre-installed software that creates conflicts

• Business-class models include superior warranties and next-business-day support options

• We maintain standardized configurations and spare parts for our supported models

• Consumer models may not meet security and management requirements

• Procurement lead times through proper channels ensure we have equipment tested and ready for deployment

Bring Your Own Computer (BYOC)
If an employee will use a personal device:

• We must evaluate the computer for compatibility and security requirements before deployment

• Additional time is required to verify hardware specifications meet minimum standards

• We must confirm our security tools can be properly installed and maintained

• The device must meet our baseline security requirements (current OS, adequate hardware, etc.)

• Note: Support limitations may apply to personal devices

What You Need to Provide

• Full name of new employee

• Email address format preference (if different from standard)

• Job title and department

• Start date

• Required software/application access

• For computer setups: Equipment details (if BYOC) or purchase approval (if business-deployed)

User Offboarding

Standard Offboarding

• Recommended Lead Time: 2 business days before employee's last day

• What We'll Do:

  • Disable network and system access

  • Secure and backup employee email account

  • Remove access to shared drives and resources

  • Disable multi-factor authentication

  • Document final account status

  • Set up email forwarding (if requested)

  • Convert mailbox to shared mailbox (if retention required)

Equipment Return (if applicable)

• Schedule equipment return or pickup

• Perform data wipe and security audit

• Document equipment condition

• Prepare device for redeployment or disposal

Important Notes

Billing

Additional users and computer deployments are subject to billable terms as outlined in your service agreement. Please review your contract for specific pricing details related to:

• New user setup fees

• Monthly per-user costs

• Hardware procurement (if applicable)

• Expedited setup requests (if available)

Expedited Requests

While we strive to accommodate urgent needs, requests with less than the minimum lead time may result in:

• Delayed deployment

• Additional expedite fees (as per contract)

• Incomplete initial setup requiring follow-up work

Best Practices

• Notify us as soon as new hires are confirmed

• Schedule offboarding immediately upon receiving resignation notice

• Keep us informed of changes to employee status

• Maintain an updated list of current users with your account manager

• Consult with us before purchasing any computer equipment

Contact Us

For onboarding/offboarding requests or questions about this policy, please contact your dedicated account manager or submit a request through our client portal.