What to change
Treat an invitation as the start of access transfer, not its completion. Ask each nominated recipient to use their own authorised account, confirm the required role and perform a safe representative check. Record unresolved invitations or permission gaps explicitly before the outgoing relationship ends. The owner should also know the recovery route and backup administrator where appropriate. This makes the handover resilient to expired invitations, mistaken accounts and viewing-only permissions.
A worked example
Illustrative example
Illustrative test: The practice administrator opens the correct project and verifies the agreed management capability. An invitation may be accepted into the wrong project or with viewing-only rights. The nominated administrator performs a harmless representative management check and identifies the gap before the outgoing relationship ends. The supplier corrects the role and the check is repeated through the intended organisation account. Your handover records working capability and recovery ownership, distinguishing a completed access transfer from the earlier act of sending an invitation email.
What this means for your practice
Sending an invitation begins an access transfer; it does not prove the right person can manage the right project. Ask nominated administrators to accept through their intended organisation accounts and perform a safe representative check. Verify the role as well as the destination, because viewing access may be insufficient for the agreed responsibility. Keep expired invitations and permission gaps visible before the outgoing relationship ends. Record the recovery route and suitable backup administrator where appropriate. The practice should finish with working authorised capability, not a list of sent emails that nobody has tried. This small demonstration can prevent a much harder recovery after the supplier has left.
How to check the result
The access handover is based on working permissions rather than sent invitations.
A mistake to avoid
An accepted invitation can still grant the wrong role or wrong project.
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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