Guide
The joiner, mover, leaver process for IT assets
Every employee goes through three events that touch IT assets: they join, they move, and they leave. Getting each one right is most of what keeping track of company laptops means. This is how the joiner, mover, leaver (JML) process works, and where it usually breaks.
Updated 31 October 2026
Joiner: ready on day one
The joiner stage starts when the offer is accepted, not on the first day. IT needs the start date, office, role and manager early enough to pull a laptop from stock, set it up and ship it if the person works from home.
- HR records the joiner with a start date in the HR system
- IT picks a kit for the role: laptop, charger, monitor, headset
- The hand-over is signed by the new joiner against the asset policy
- Accounts are created and the device is enrolled in device management
Mover: the stage everyone forgets
A promotion, a transfer from Bengaluru to Mumbai or a new manager changes what the person should hold and where. Movers are where registers drift: the person takes the laptop to the new office, and the sheet still shows the old one.
- HR records the change of office, manager or role
- IT updates the office and checks whether the kit still fits the role
- Extra items for the old role are returned; new ones handed over and signed
Leaver: everything back, before the Full & Final
The leaver stage starts on the day the resignation is accepted. The longer IT waits, the more likely a phone stays “at home”.
- HR records the last working day
- IT lists every item the person holds and sends it to them and their manager
- Reminders go out during the notice period
- Items come back, with condition recorded; lost items are written off
- Accounts and device locks are removed; devices are wiped
- HR issues the No-Dues certificate and processes the Full & Final
Let the HR system start each stage
The most reliable JML processes do not depend on someone remembering to email IT. The HR system is already where joiners, transfers and resignations are recorded, so connect it: a new hire with a future start date becomes a joiner for IT, an office change becomes a mover task, and a resignation opens the exit. The same applies if Microsoft Entra ID is your staff list.
Where JML usually breaks
- IT hears about a leaver on the last day
- Movers keep equipment from the old role, and the register shows the old office
- Contractors and interns are outside the HR system and never offboarded
- Hand-overs are not signed, so nothing proves what the person received
- Devices come back but are reissued without a wipe
JML driven by your HR system
In AssetVow, Zoho People or Microsoft Entra ID drive the JML process: joiners arrive before day one, office changes open mover tasks, and a resignation opens an exit case with every item listed, ending in a No-Dues certificate.
See how it worksFAQ
Common questions
What does JML stand for?+
Joiner, mover, leaver: the three events in an employee’s lifecycle that change what access and equipment they should have.
Who owns the JML process, HR or IT?+
Both. HR owns the event (start date, transfer, last day); IT owns what follows for devices and accounts. The handover between them is where most problems start.
Is JML the same as employee lifecycle management?+
Employee lifecycle management is the HR view of the whole employee journey. JML is the slice of it that matters for IT assets and access.
Connect HR and let JML run itself
Connect Zoho People or Entra ID and see joiners, movers and leavers arrive. Free for 30 days.