{"id":"sec-sb-offboarding-account-checklist","audience":"small-business","category":"security","track":"security","technique":"context","title":"List what to shut off when an employee leaves","free":false,"task":"Your office manager leaves Friday. Make the offboarding checklist from your notes: exactly 6 numbered steps, each ending with '(by: name, when)'. Include the shared things she knows, not just her own accounts. Use only people from the notes. Plain text, under 140 words.","materialLabel":"Your notes (attached to your prompt automatically)","material":"Notes - Dana Kowalski (office manager) last day Friday Nov 14, 2026, 5 pm. Leaving on good terms.\n\nHer accounts:\n- Work email dana@pinecrest.example.com (she's the admin of our email account!)\n- BookRight accounting login\n- Bank portal (she can approve payments up to $5,000)\n- Scheduling app for the crews\n\nShared things she knows:\n- Office Wi-Fi password\n- Alarm code for the office door\n- The shared login for the equipment supplier's website\n\nPeople:\n- Me (Rosa, owner) - can do anything in email and the bank portal\n- Marco (new office manager, starts Monday Nov 17) - will take over scheduling and BookRight\n- Our IT guy, Ken (BrightDesk IT), $150 per visit, can change Wi-Fi and alarm codes, needs 2 days' notice\n\nOther notes:\n- Her email should forward to Marco for 30 days so customers don't get lost.\n- Make sure someone else is an email admin BEFORE removing her, otherwise we get locked out.\n- She's bringing her laptop back Friday.","rules":[{"type":"numberedItems","count":6},{"type":"plainText"},{"type":"maxWords","max":140}],"mistakes":[{"title":"A generic HR checklist","why":"The AI lists exit interviews and benefits, not your accounts.","fix":"Say: \"Only steps from my notes, with the accounts and shared logins listed there.\"","checks":["r2"]},{"title":"Locking yourself out","why":"The AI removes the admin first because that's the obvious step.","fix":"Add: \"Add another email admin before removing Dana.\"","checks":["r1"]},{"title":"No owner or timing","why":"A checklist without who and when doesn't get done by Friday.","fix":"Show the end of each line: \"(by: name, when).\"","checks":["r0"]},{"title":"Too many steps","why":"The AI lists 15 items, one per tiny task.","fix":"Be exact: \"Exactly 6 numbered steps; group shared logins into one step.\"","checks":["numberedItems","maxWords"]},{"title":"Letting markdown in","why":"AI adds bold and headings by default, and in a printed checklist they show up as stray symbols.","fix":"Add: \"Plain text only, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Asks for owner and timing","patterns":["by:","owner","who","when"]},{"label":"Covers shared logins","patterns":["shared","wi-?fi","alarm","supplier"]},{"label":"Orders the admin step","patterns":["before","admin","lock(ed)? out","first"]},{"label":"Says exactly how many","patterns":["\\b6\\b.{0,25}(step|item|line)","exactly (6|six)"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"hint":"The risky part of offboarding is what everyone forgets: shared codes and the order of steps. Point the AI at both, and ask for who and when on every line.","rubricLabels":["Every step ends with '(by: name, when)' and only Rosa, Marco or Ken are named","Making Rosa (or another person) an email admin comes before removing Dana's email access, and her email forwards to Marco for 30 days","Includes changing the shared items she knows (Wi-Fi password, alarm code, supplier website login) and removing her bank portal payment approval"]}