How to handle departing employees in SIGNI

Overview

When a team member who had access to SIGNI leaves your organization, it is important to take timely action to protect your documents and prevent unauthorized access. The steps you take depend on the type of access the departing person had.

If the departing employee had a regular SIGNI user account

If the person had access to SIGNI using a company email address (for example, name.surname@company.com), you should take the following steps:

1. Before deleting their company email account, immediately change their password in SIGNI to prevent further access to documents.

2. To reset the password, you must still have access to their email inbox, as the password reset link is sent by email.

3. Once the password has been changed, the user will no longer be able to sign in to SIGNI.

If the departing employee had administrative access

If the person leaving the organization had access to a SIGNI administrative account, additional precautions are required:

1. Immediately change the password of the administrative account in SIGNI.
   This applies regardless of whether the account uses:

   • a personal company email address (e.g. name.surname@company.com), or

   • a shared email address (e.g. signi@company.com).

2. Disable their access to the associated email account, or at minimum:

   • remove them from the email distribution group (e.g. signi@company.com),
     so they cannot request a password reset and regain access.

Access to documents after leaving the organization

It is normal and acceptable for a departing employee to retain access to certain documents, such as their employment contract.

• These documents should be signed in SIGNI as a counterparty using the person’s private email address.

• After leaving the organization, the person will still have access to:

  • the original document in their private email, and

  • their SIGNI account, if they created one using their private email address.

Ownership of company documents

Documents signed by a person in the role of an authorized representative of your organization must remain accessible to your company after their departure.

To ensure this:

• such documents should always be signed under an account created with the organization’s email address,

• either as the proposer or as the counterparty in SIGNI.