Toyohashi, in eastern Aichi, has a port, industry, farming and a large community of Brazilians, Filipinos and Vietnamese. Many companies in the city started small and grew fast, hiring people from many countries. The result is common: ten, twenty or fifty people using computers and phones without any rules for accounts and access. This guide shows what IT support in Toyohashi should organise first.
The typical problem of a fast-growing company
- Everyone uses the same email or the same password.
- Documents live in each person's private LINE.
- People who leave still have access to Google Drive or the time-clock system.
- Nobody knows how many Microsoft 365 or antivirus licences the company pays for.
- Instructions are only in Japanese, and half the team doesn't understand them.
None of this shows until the day it goes wrong: a former employee deletes files, a lost phone exposes customer data, or an email scam diverts a payment.
Employee onboarding checklist
When someone starts, always:
- Create their own account for email and systems; never reuse someone else's.
- Turn on two-step verification on day one.
- Grant only the access needed for the role.
- Hand over a short guide in the person's language: how to access email, where to save files and whom to ask for help.
- Record the equipment issued (laptop, phone, ID card).
Employee offboarding checklist
When someone leaves, on the same day:
- Disable their accounts and change any shared passwords they knew.
- Transfer files and emails to the person in charge.
- Collect equipment and remove company data from personal phones, if they had access.
- Remove them from groups on LINE, WhatsApp and time-clock or scheduling systems.
- Cancel or reassign the licence so you don't pay for nothing.
These two lists alone prevent many of the incidents we see in companies of 10 to 50 people.
Security in multilingual teams
Email and SMS scams in Japan usually imitate banks, delivery companies and government offices, in Japanese. People who don't read Japanese easily tend to click more. A few simple measures:
- Short training in each group's language, with real examples.
- A clear rule: payments and bank account changes only with phone confirmation.
- Up-to-date email filtering and antivirus on every device.
- An easy channel (LINE or WhatsApp) where staff can ask "is this a scam?" before clicking.
Cases like the stealer-log data added to HIBP show how passwords saved in personal browsers end up leaking.
Remote or on-site?
For Toyohashi, most support can be remote: computer access, account setup, guidance by video call. Visits make sense for networks, Wi-Fi, printers, equipment installation and training.
How KGA IT can help
KGA IT is based in Kosai, Toyohashi's neighbouring city, and supports you in 9 languages, including Japanese, Portuguese, English, Filipino, Vietnamese and Spanish. We help to:
- Organise accounts, licences and access (Microsoft 365, Google Workspace, cloud systems).
- Set up onboarding and offboarding processes.
- Configure backups, antivirus and firewalls.
- Deliver security training in your team's language.
Published prices (tax included, starting prices): system management from ¥10,000/month, security assessment from ¥15,000, software deployment with data migration support on quote, and the Business IT plan at ¥49,800/month. See the pricing page.
Talk to KGA IT
Has your Toyohashi company grown while IT fell behind? The consultation is free and with no obligation. Contact KGA IT through the contact page, LINE or WhatsApp.