Employee role change checklist

Checklist

What has to change when somebody moves role — access, equipment, systems, who to tell — each with a name against it and a date.

The thing that gets missed is the thing that stayed the same

Nobody forgets to give somebody their new responsibilities. What gets forgotten is the access they no longer need, the report that still lists them, the on-call rota they came off in March. Because the person is still there, nothing breaks and nobody notices — until a leaver review two years later finds a technician with keys to a plant room they have not entered since.

Owned by a name, or it will not happen

Every step has an owner field, and a list where everything belongs to HR is a list nobody does. Facilities takes the keypad, IT takes the accounts, the new manager takes the introductions. Names beside steps is the difference between a checklist and a wish.

Where it sits

For somebody arriving, use the onboarding checklist; for somebody leaving, the offboarding checklist. What the new role requires them to be trained in belongs on the training matrix, and equipment that actually changes hands belongs on the issue register.

An administrative checklist. CompliMaint holds no pay or compensation information, records no employment terms, and states no notice, consultation or documentation requirement — it is not an HRIS and gives no employment-law advice. Everything runs on your device.

Questions people ask

Why does this exist separately from onboarding and offboarding?
Because an internal move is neither, and treating it as either is how things get missed. Offboarding removes everything; onboarding adds everything. A role change does both at once and partially: some access goes, some stays, some is added, and the person is still there the whole time — which is exactly why nobody notices the thing that was left as it was.
Does it record the new job title or the new pay?
No. There is no pay field, no compensation record and no employment terms anywhere in this tool. What the checklist holds is the administrative work: what access changes, what equipment moves, which systems need updating, who needs to be told. The change itself is a decision people make and record wherever you record such things.
What are the six areas for?
They are six ordinary buckets so that a long list stays readable — access, equipment, systems, training, who to tell, paperwork. They group nothing and are counted by nothing: the value stored is a plain word, and no part of this product reasons about it. If your move does not fit them, leave it blank and write the step.
Is it kept per person?
Yes, against their stable id, so two people with the same name never share a list and renaming somebody moves nothing. The same person can be moved twice in two years and both lists survive.