The dealership offboarding checklist

How to use this checklist

Go through it the day someone leaves, at every rooftop where they worked. Tick each line, note the time, and keep the page. Not every store has every system, so cross out what does not apply and add what is missing.

Do the most sensitive groups first: credit and lenders, then the DMS and CRM.

Before you start

• Confirm the last day in HR or payroll, for example ADP Workforce Now
• List every rooftop the person worked at
• Find who has admin access to each system at each store

DMS

• Remove or turn off their DMS user: CDK Drive, Reynolds and Reynolds, Tekion ARC, Dealertrack DMS or yours
• Check for a second user at other rooftops
• Reassign any open deals, repair orders or tasks under their name

CRM

• Remove their CRM login: VinSolutions, DealerSocket, Elead or yours
• Reassign their leads and customers to another salesperson
• Turn off any texting or email that sends in their name

F&I and credit

• Remove RouteOne
• Remove Dealertrack credit and eContracting
• Remove 700Credit or your credit tool
• Remove menu and product provider logins

Lenders and floorplan

• Remove lender portal logins, such as Ally, Chase Auto and Capital One Auto Finance
• Remove captive finance logins for your franchises
• Remove floorplan logins, if they had one

OEM portals

• Remove each OEM portal login: GM GlobalConnect, Ford FMCDealer, Stellantis DealerCONNECT and the rest of your franchises
• Remove OEM training and diagnostic tool licenses they held

Inventory and marketplaces

• Remove inventory tool logins, such as vAuto
• Remove marketplace logins, such as CarGurus and Autotrader
• Remove auction and wholesale logins

Phones and chat

• Remove their phone system login, such as CallRevu
• Remove texting and chat logins, such as Kenect
• Forward or reassign their direct line and voicemail

Service

• Remove scheduling and service tool logins, such as Xtime and myKaarma
• Remove parts ordering logins

Keys and building access

• Remove them from the key system, such as KeyTrak
• Collect keys, fobs and badges
• Change alarm and door codes they knew

Shared passwords

• List every shared login they knew: marketplace accounts, parts sites, the store wifi, social media
• Change each password
• Put the new passwords in your password vault

HR and payroll

• Final paycheck and benefits handled in HR
• Remove any manager or approver access they had in HR or payroll

Finish

• Note the date and time each item was done
• Save this page with the employee's file
• Check again in the monthly access check

Let StitchOps run it

Doing this by hand at every rooftop is the hard part. StitchOps removes access in every system on this list that has a login, at every store, the moment HR marks someone as gone. It changes shared passwords, stores them in your vault, and keeps a record of every step. See how to remove a fired employee from every dealership system and the automotive page.