Digital Business Card Checklist for Onboarding and Offboarding | Management Responsibilities and Termination Verification

When an employee joins, a digital business card is prepared, and when they leave, its use is terminated. In the meantime, the volume of information with different handling requirements—such as public profiles, smart cards, received business cards, and contact details—continues to grow. Simply assuming that "processing the account" is enough may result in overlooking external-facing information and the need to confirm information that should be transferred.

This article introduces a checklist for confirming the management responsibilities and evidence of completion for each item at the milestones of onboarding, transfers, and offboarding. It is not intended to determine legal ownership or retention periods. The following is an operational plan to be adjusted according to internal procedures and does not explain the deletion or transfer operations of any specific service.

Inventory five categories of items

First, check the usage status of the employee in question. If company-issued items and those personally contracted by the employee are mixed, maintain that distinction. Do not assume that a personal account can be managed by the company simply because it contains company information.

Do not write passwords or authentication codes on the list; instead, only include references to management methods approved within the company. Collecting physical items, ending login use, changing the display of public pages, and handling saved data are each separate items to check.

Record the location of each item at the start so that you do not have to investigate later. If a link points to a different service, include the person responsible for managing that service. One administrator may not be able to handle all procedures.

Determine management and offboarding procedures at onboarding

At onboarding, not only should the appearance of the business card be standardized, but it should also be confirmed who will take responsibility for management. Explaining the procedures at the beginning makes it easier to gather all necessary confirmation items than trying to check the contract or registration method for the first time at offboarding.

How to standardize common logos and company names is covered in the Approval and management rules for individual employee profile items. Here, in addition to recording who approved the draft, record who to contact when ending use.

Prepare for cases where the company administrator changes. Do not leave the person responsible for onboarding as the only one who knows the settings and contract terms; ensure that the proxy can check the approved record of approval. Do not use increasing the administrator's authority as a solution; instead, match the necessary tasks with the scope of access.

During transfers, separate information to be changed from continued use

Even for transfers within the same company, the projects handled and information viewed may change. Do not stop after simply correcting the department name on the public profile; confirm whether information from the previous department still needs to be handled and who will receive inquiries sent to the previous contact point.

• Items to continue: Whether the same account or card will be used, and whether the person responsible for management will change.
• Items to change: Affiliation, consultation topics, contact details, and the scope of information used.
• Items to terminate: Appointment slots, materials, and usage scopes used in the previous role that are no longer needed.
• Unconfirmed items: Concurrent assignment period, transfer recipient, and timing of publication.

Specific updates to publication locations are handed over to the Update checklist for transfers and title changes. The records in this article are used to confirm who will manage the items after the change and whether any access points to the previous role remain.

Confirm in three stages: before, on, and after the last day of work

Before the last day of work: Finalize necessary information and processing conditions

First, confirm the last day of work, the final day of use, and the date for external notification. Since these may not be the same day, determine the execution time and person in charge according to company policy. To prevent the employee from deleting the account first and only realizing later that certain information is needed, instruct them not to perform irreversible actions such as deletion before approval.

The Business card sharing rules transfer receipt can be used to confirm receipt of the transfer details. "Transfer" here means handing over work responsibilities. It does not mean that the product has a feature to change the data owner; the method of transferring information and retention conditions must be confirmed separately.

Final day of use: Perform only approved procedures

Match the employee and the target account, and perform the process within the scope of the confirmed procedures and execution authority. To avoid confusing employees or profiles with similar names, confirm the URL or management number together. If the handling of necessary data has not been finalized, refer it back to the person responsible and do not delete it based on your own judgment.

Record the return of physical items and the system-side processing separately. Even if the card is returned, it does not mean that distributed QR codes, links to signatures, or information saved on the recipient's device have also been collected. Conversely, changing the display of the page does not mean that confirmation of the return of issued items is unnecessary.

After processing: Confirm access points and information separately

During completion confirmation, verify that the status matches the approved policy. Confirm the public page, the destination of the old QR code, appointments, contact details, and references to information required internally using approved methods. Do not make borrowing the employee's password to log in part of the confirmation procedure.

If the page does not open, distinguish whether it is a termination according to the settings or a temporary failure. If you cannot determine this from a "Processed" notification alone, record the results from the management screen or the response from the contract provider. If the status differs from expectations, leave it as incomplete and include the person responsible for taking action and the next confirmation time.

Separate the operation and confirmation records on the completion form

Hypothetical operational example:Employee A's card has been returned, and the profile termination process has been completed, but the previous staff member's name remains on an appointment page for a different service. Record the confirmation results for the card and profile items, and leave the appointment page as pending by requesting the management person responsible for that service. This example is not intended to mark all items as processed with a single completion stamp, but is not an actual implementation result.

Official information referenced

• Share-Me Features and Usage Guide: Guidance on deactivating corporate profiles and devices, and the inability to restore data after account deletion.
• Share-Me Corporate Plan: Guidance on information management by administrators.
• SKYPCE Official - Features and How to Choose Business Card Management Tools: Reference for perspectives on handling data during transfers and termination of use. Features of other companies have not been adapted.

Date of confirmation: October 31, 2026. Operations in the management screen after authentication, and verification of data retention, transfer, and recovery, have not been performed.

With Share-Me, you can confirm the conditions for terminating corporate use

The official Share-Me guide states that profiles and devices can be deactivated from the corporate plan management screen. However, it also warns that profiles and saved data cannot be restored after account deletion. Do not consider deactivation and deletion to be the same process, and confirm the action that suits your purpose.

Confirm the retention of target data, the impact on shared information, the handling of existing URLs and distributed QR codes, and the possibility of recovery, along with the terms of use. Consult about management conditions for onboarding and offboarding with the Share-Me Corporate Plan