Leaver

Also known as: leaver account, user offboarding

A leaver is someone who has left your organization but whose account may still hold licenses, workspaces, ownership and OneDrive content. Rencore Governance finds leavers by their account state, usually a disabled account.

Policies flag disabled accounts that still hold licenses, Teams and SharePoint sites whose owners are disabled, and OneDrives that belong to disabled users. Built-in actions then take back licenses, remove access or close the account.

An account that is still active in Microsoft 365 after someone leaves keeps its licenses and access. Cleaning it up frees licenses, such as Copilot seats, for someone else.

For example, an automation with the trigger on policy violation and the policy Disabled user accounts with assigned licenses can remove a Copilot license from every new leaver. One action removes one license, so you add one action per license.

For workspaces where the leaver was an owner, add a new owner first. Removing a user from a workspace removes direct membership only, so access through a group stays until the user leaves that group.

Movers

People who change roles inside your organization are covered by periodic workspace Reviews, not by a leaver automation.