Workspace admin runbook

Onboard well. Offboard without loose ends.

Invite, deactivate and review from the dashboard, keep your own training record, and give every departure a named owner.

Download the offboarding checklist
Onboarding

Get a new starter ready

  1. 1

    Invite them

    An Owner or Admin opens Team in the dashboard, enters the new starter's work email, picks their role (usually Member) and chooses Send invite. They get an invitation email from Vericode. Use Resend if it goes missing.
  2. 2

    Complete the individual setup

    Ask the new starter to accept the invitation with the same work email, then follow the 10-minute quickstart: install Sidekick, connect it to the workspace, and send a test to their own mobile. They don't need to verify their own mobile; that is a one-time check the Owner does for the whole workspace.
  3. 3

    Teach the failure response

    Have them read the suspicious-activity playbook and outage playbook. Practise the instruction to stop, preserve the evidence, and escalate.
  4. 4

    Issue the desk cards

    Print the existing suspicious-call card and outage card. Record completion in your firm’s current training register.

Planned: not available today

Guided per-staff self-test

VER-527 tracks a guided first-run self-test and failed-verification walkthrough. It is not shipped. Today’s mobile verification is a one-time check the workspace owner does; other staff use the quickstart test to their own mobile.

Planned: not available today

Training register

VER-654 tracks playbook acknowledgments and self-test timestamps. It is not built. Record training in your existing register until that feature ships.

Offboarding

Revoke access and preserve the handover

One click

Deactivation takes effect straight away, including the person's Sidekick connection. Do it at their final access time, not at the end of the week.

  1. 1

    Set the handover

    Record the person, final access time, responsible manager, and who will own their open matters.
  2. 2

    Deactivate them

    An Owner or Admin opens Team and chooses Deactivate next to the person. Their dashboard sessions, Sidekick and any API keys they created stop working on their next request. Their verification history stays in your records.
  3. 3

    Reassign in-flight matters

    Move open verification work and client follow-ups to a current staff member. Treat later calls claiming to be the departed person as higher risk: they know the firm’s procedures.
  4. 4

    Review recent activity

    The Owner or nominated Compliance Officer should check the compliance queue and export any relevant evidence. The deactivation is recorded with who did it and when in the Team activity log.
  5. 5

    Close the record

    Note the deactivation time and your activity review in your HR or compliance record. If the person returns, Reactivate sends them a fresh invitation.
Download the printable checklist
Compliance view

Review the evidence that exists

The shipped Compliance page has a review queue for failed and flagged verifications, plus CSV, audit PDF, and control-certificate exports. Only the workspace Owner or nominated Compliance Officer can access it.

Invitations, deactivations and reactivations appear in the Team activity log with who made the change. Use the compliance queue to review the person's recent verification activity alongside it.

How verification evidence works
Ongoing cadence

Make the lifecycle a routine

Monthly

Compare your current staff list with workspace membership and follow up dormant accounts. There is no automatic dormant-seat digest today.

Quarterly

Review the compliance queue and evidence pack. Scheduled monthly or quarterly compliance packs are real and can be configured for the nominated Compliance Officer.

Annually

Re-run the playbook briefing, replace old desk cards, and confirm the escalation contact printed in your local procedure.

Team rollout fast pathIndividual quickstartOutage playbookSuspicious-activity playbookProduct flows checked 4 October 2026