How to review record access when staff leave

A staff departure affects more than one login. The person may own template updates, receive support mail, manage a shared tablet or know where PDF exports are stored. Review the whole operational role while removing access that is no longer needed.

List the access and responsibilities

Identify the person's account, role, location access and any shared-device responsibilities. Include exports or shared folders used in their work. Record who will own active templates and unresolved signing issues after the handover.

Keep the review factual. You do not need to copy participant records into a departure checklist to explain which responsibilities are transferring.

Change access through the proper controls

Use the organization's account and permission process to remove or reduce access at the appropriate time. If credentials were shared, replace that practice with named access where possible and coordinate any necessary credential change.

Integration keys deserve separate attention. A key named after a former employee may still serve an active booking system. Identify its purpose before revoking it, then follow credential rotation if ownership or exposure requires a replacement.

Verify the handover

Confirm the remaining owner can manage the intended forms, retrieve records and handle guest questions. Check shared devices so a departing employee's staff session is not left available at reception.

Document the completed access changes and any outstanding work. Revisit exported copies under the organization's handling process; removing an app login does not automatically remove files previously downloaded elsewhere.

Check the places a login review can miss

Use a short ownership table for the departure. Fill it with your actual systems rather than assuming that one account change covers everything.

Access or responsibility	What to verify	Evidence to keep
Named app account	The person no longer has the access their role does not require	Account and role reviewed, change time and reviewer
Reception devices	Staff sessions are closed and the participant route still works	Devices checked and any follow-up owner
Export folder	Shared storage permissions match the remaining team	Folder owner and access review outcome
Integration credential	The booking or reporting workflow has an accountable owner	Integration name and rotation outcome, never the secret
Support and template work	Open requests and pending edits have been transferred	Next action and responsible role

For a routine departure, test the replacement owner's access before the outgoing person's last shift ends. For example, have the incoming manager find a sample record and locate the active template without using someone else's session. If they cannot do the task, resolve their own permissions instead of retaining a shared login as a workaround.

Do not paste tokens, passwords or participant PDFs into the checklist. A record of what was changed is enough; the checklist should not create another place where access credentials need protection.

Before you call it ready

• Account and location access were reviewed.
• Template and support responsibilities have a new owner.
• Shared devices do not retain an inappropriate staff session.
• Active integration keys were identified before changes.