What this means for your practice
Use account arrangements appropriate to the organisation and supplier terms. Record who administers the workflow, how access is recovered and what happens when staff responsibility changes.
An example to discuss with your team
Transfer responsibility in a test or authorised administrative process.
A practical conversation with your supplier
Ask to transfer responsibility through an authorised process. Can the next administrator find connected accounts, billing ownership and support information? Keep recovery instructions accessible to the approved people. The practice should not depend on a former employee's private notes to understand an essential workflow.
Plan the first improvement
Identify the organisation's owner of the platform account, its billing arrangements and the people authorised to administer the workflow. These may be separate roles, and each needs a current contact and an approved recovery route. Ask the supplier how connected applications are affected when the person who originally set them up leaves or changes responsibilities. Do not assume transferring the main workspace automatically transfers every connection. Rehearse responsibility changes through an authorised administrative process and verify the critical workflows afterwards.
Keep useful operating instructions accessible to approved colleagues rather than in a personal notebook. Review access periodically and when staff or suppliers change, following the organisation's security process and the platform's terms. The objective is continuity with accountable administration, not broad access for everyone. A useful handover should let the next responsible person explain what the workflow does, which accounts it relies on and where to get help without using the departed person's private account.
How to check the result
Count critical workflows dependent on one person's undocumented access.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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