The person left, the seat stayed
Someone left the company, but the paid seat and the side door stayed open.
(Illustrative scenario, not a real incident)
Xiao Jie was an interior designerat a design firm of forty people.
On his last day, IT followed the processand disabled his company identity account.The key to the front door was returned.Everyone thought that was the end of it.
A quarter later, finance noticedthat one design tool had one more paid seatthan there were designers on staff.
They opened the admin console.Xiao Jie's account was still “active,”and the license was still assigned to him.And this tool,besides single sign-on,also let you log in with an email and password.
What you saw was one extra monthly fee.What you didn't see was a side door left open,and a pile of files nobody had handed over.The day someone finally deletes that account,the files may disappear along with it.
If someone asks:“After he left, could he still get in?”all you have in hand is a checklistyou're not sure was ever finished.
Closing the front door is not taking back the key.Taking back the key is not moving the things out.
- List the users of every paid tool.
- Check them against the current staff list; disable the extras first.
- Before disabling, hand the files over to a manager.
- Write down who closed what, and when.