When someone on your team leaves, you want to be sure they can no longer send, approve or redirect company money. This checklist walks you through what to check in your Bancoli Smart USD Wallet and the tools around it. Do it on their last day, not a week later.

With the Smart USD Wallet, your business gets a Smart USD balance and, once it is verified, named USD account details. Smart USD is your eligible USDC, USDi and USDT, all fully backed, shown as one dollar balance. It is not a deposit and is not FDIC-insured. Free FX in 25+ currencies is built in when you pay out. You control your funds. Bancoli does not own or control them.

In short

  • Make a list of everything the person could reach: team access, approvals, sign-in methods, saved payees, invoices and shared inboxes.
  • Remove their team access and their approval rights on their last day.
  • Check that the sign-in and approval methods your wallet uses belong to people who are staying.
  • Look over saved payment details and invoices for any recent changes.
  • Write down what you changed, and when.

First, a quick reminder on how access works

This guide sticks to the departure checklist. For the basics, read Who can move money? Setting up team access to your Smart USD Wallet.

The short version:

  • A Bancoli business login and wallet access are two different things. A login gives someone the dashboard. Only people with wallet access can approve moves of wallet funds.
  • Wallet access uses at least two social logins. You pick them from Google, Apple, X or Telegram when you set up the wallet.
  • Each approval needs MFA, like a code from an authenticator app, or a passkey on the device.

So when someone leaves, check both layers. Their Bancoli login, and whether they had any part in wallet access or approvals.

1. Make a list of what they could reach

Before you change anything, write down what the person could touch. Ask their manager to check the list with you.

  • Their Bancoli business login and what it could see
  • Whether they held wallet access or could approve payments
  • Which social logins (Google, Apple, X or Telegram) your wallet uses, and whether they knew or used any of them
  • Where their MFA app or passkey lives, for example their own phone or laptop
  • Invoice templates, saved payees and supplier bank details they could edit
  • Shared finance inboxes and connected finance tools
  • Who on the team owns each item from now on

2. Remove access on their last day

Do this as soon as they finish work. If the departure is not friendly, do it before you tell them.

  • Remove them from your team. Then sign in yourself and confirm they no longer appear on your team. If you are not sure whether they can still approve payments, contact Bancoli support.
  • Remember that a Bancoli login and wallet access are separate. Removing the login is one step. Checking wallet access is another.
  • If they held one of the wallet logins, or approved with their own MFA or passkey, do not guess. Contact Bancoli support and ask how to change who holds wallet access for your business. Do it before your next payment.
  • Our team access guide warns that the wallet logins you pick are hard to change later. That is one more reason to start early and ask for help.

3. Check the sign-in and approval methods that stay

Your wallet logins are part of how your business moves money. Treat them like any treasury login.

  • Company accounts, not personal ones. If a wallet login is a company Google, Apple, X or Telegram account the person knew, change its password and reset its MFA.
  • Backup email and phone. Make sure the backup email and phone number on each login belong to the company, not to the person who left.
  • MFA and passkeys. Every person who still approves payments should have MFA or a passkey set up on their own device. If an approval method lived on a device the person took with them, ask Bancoli support how to replace it.
  • Stronger protection. If one of your wallet logins is a Google account, think about Google’s free Advanced Protection program.
  • No shared codes. Never send login details or codes by chat or email, even to cover a gap.

4. Make sure someone can still approve

A departure can leave you with nobody who can approve a payment. Check this before a supplier is waiting.

  • Count who can still approve. Aim for at least one other person besides the owner.
  • Ask each person who approves to complete one small, low-value approved action. If it works, you are covered.
  • If only the founder can approve now, plan to fix that soon.

5. Check payment details, payees and invoices

Someone who leaves may have made changes in their last weeks. Most changes are honest. Check anyway.

  • Look over saved payees and supplier bank details. Confirm any recent change by phone, on a number you already had.
  • Open your invoice templates. Check that the payment details are still yours.
  • Look at payments that are still waiting for approval. Make sure each one is expected.

6. Close the loop with inboxes and other tools

  • Remove the person from shared finance inboxes.
  • Turn off any mail forwarding rules they set up.
  • Remove them from connected finance tools, like your accounting app.
  • Tell the customers and suppliers they dealt with who their new contact is. Ask them to call you before they act on any request to change payment details.

7. Write it down

Keep a short record of the departure. It helps the next time, and it helps your accountant and auditors.

  • What you removed and when
  • Who holds wallet access now, and who can approve
  • Who takes over if someone else leaves
  • Anything you are still waiting on from Bancoli support

Plan for the next departure now

The easiest departure is one you planned for. Use company accounts for wallet logins when more than one person approves. Keep a written handover plan. Review your team list every few months, not only when someone leaves.

FAQ

Does removing someone’s Bancoli login stop them from approving payments?

A Bancoli login and wallet access are two different things. Only people with wallet access can approve moves of wallet funds. Remove them from your team, then check whether they held any part of your wallet access. If you are not sure, contact Bancoli support.

What if the person who left held one of our wallet logins?

Contact Bancoli support and ask how to change who holds wallet access for your business. Do it before your next payment. Next time, use company accounts for wallet logins.

Do we need to change our social logins?

If the person knew the password or had the MFA for a company Google, Apple, X or Telegram account, yes. Change the password, reset MFA and check the backup email and phone.

Who controls the money in our Smart USD Wallet?

You do. You control your funds. Bancoli does not own or control them. Smart USD is your eligible USDC, USDi and USDT. It is not a deposit and is not FDIC-insured.

How soon should we do this?

On their last day. If the departure is not friendly, before you tell them.

Want to decide exactly who can move your business’s money? See the Smart USD Wallet.