Client Off-Boarding Process
This document represents the client offboarding process that needs to be performed in order to deactivate a former customer and remove inactive client records from multiple systems. This process is to be executed by the BLT operations staff in the cooperation with the Accounting Team.
The primary objective of this document is to:
- Describe steps that should be taken in order to archive the client’s data (projects, tasks, communication channels) from various systems such as : Asana, Everhour, Slack etc.
Slack
Archive the Slack channel for internal communication on the closed project, which should be named using the convention of proj-{client}-{project number}.
Archive the private channel for external communication with the former customer, which should be named using the convention of extn-proj-{client}-{project number}.
Google Drive
If the files and folders shared with the client should no longer be shared, then in the Programs folder, find a folder with the closed project number, and change shared settings to Blt-Exec-Group, Blt-Dev-Group, and Blt-Ops-Group only.
Asana
STEP 1 Make sure all the hours spent on the task were previously invoiced before making any changes for the client’s project(s).
STEP 2 If there are no uninvoiced time or team tasks that should be handled after the project, archive the Asana team that was created for the off-boarding customer.
Everhour
STEP 1 Make sure all invoices for the client were paid. After they are all confirmed, go to the client’s reports and delete the former client from Everhour. For projects, archive any related to the off boarding process.
STEP 2 Go to the Reports tab and archive the reports created for the customer.
QuickBooks (QB)
Under the channel called #blt-tmg-shared in Slack, ask the accountant to archive the client in QB.
Google Sites
Go to the Project Numbers spreadsheet and change the status for the project to Closed.
Go to Active Projects Datasheets and in the Project Reports tab. Then move all remaining active project google sites, belonging to the former client, from the Active section to the Closed section.