Interns and temp workers: why their access stays active far too long

Interns, freelancers, and temp workers quickly get access to all sorts of things — and often keep it long after they've left. Here's how to handle it cleanly, without an HR department.

One of the most underestimated risks in any office walks around on two legs: the intern, the freelancer, the temp, or that new colleague who "just" helps out with a project. On day one they get access to everything — the shared folder, the mailbox, the WhatsApp group, maybe even the accounts — and on their last day, everyone forgets to close it all back down again.

Not because anyone means harm. But because there's no checklist. And without a checklist, something always slips through.

Why temporary access so often goes wrong

With a permanent employee, everyone roughly knows the drill: contract, key, laptop, email, systems. With temporary workers, things tend to go a little differently:

• They often start at short notice, so things get arranged quickly.
• They sometimes don't have their own account and log in using someone else's.
• They're given access to a shared folder "for convenience".
• There's no clear end date — or it keeps getting pushed back.
• On their last day they get a gift card and a handshake — and nothing else happens.

Six months later there's still an active login with access to your client list. And that's exactly the kind of thing that only comes to light when it's too late.

The four places where access lingers

1. Email and calendar

Did the intern get their own email address, or did they read along in a shared inbox? Either way — is that access truly gone, or just "temporarily disabled"? And don't forget shared calendars: they're frequently overlooked.

2. Cloud storage and shared folders

SharePoint, Google Drive, Dropbox, a NAS in the server cupboard. Temp workers are often added to an entire folder rather than just the specific files they need. Once they leave, that access simply stays in place.

3. Apps and tools

The accounting software, the scheduling app, the CRM, the webshop admin, the social media planner. Every tool has its own user management — and that's exactly why it's so easy to forget.

4. WhatsApp, Teams, and Slack groups

Chat groups are the blind spot. Someone gets added for one project and stays in it for three years. Meanwhile, client names, rates, and internal discussions are being shared in that same group.

A simple offboarding checklist for temporary workers

You don't need an HR department to get this right. A single sheet of paper will do. When onboarding someone, run through everything they're being given access to and keep that list until their last working day. Then simply work through it from top to bottom.

1. Accounts: email, Microsoft 365 or Google Workspace, VPN.
2. Apps: accounting, CRM, scheduling, webshop, social media tools.
3. Shared folders: cloud storage, network drives, project folders.
4. Chats and groups: WhatsApp, Teams, Slack, Signal.
5. Physical items: laptop, phone, key, access pass, USB drive.
6. External access: were they listed as a contact at your bank, your telecom provider, or your hosting partner? Remove them.
7. 2FA links: if someone had a 2FA code for a shared account on their phone, that link needs to be removed.

Two rules of thumb that make all the difference

Set an end date in the calendar as soon as someone starts. Even if you don't know exactly when they'll finish. Pick a date and move it later if needed. Without an end date, offboarding will always be forgotten.

Grant as little access as possible — and only what's truly needed. A marketing intern doesn't need to be in the accounts. A front-desk temp doesn't need access to contracts. The less you hand out, the less you have to clean up.

Do a check once a quarter

Even with a solid checklist, something occasionally slips through. So block out half an hour four times a year to go through all active users in your key systems. For each name, ask yourself: does this person still work here, and do they still need this access?

You'll be surprised how often the answer is "no" to at least one of those two questions.

Get started

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