The business should control its work accounts and have a safe way to regain access if someone leaves the team.

Keep a record of who can manage email, domains, payments, and cloud files. Check recovery details before you need them. For Apple devices, record the work Apple Account or device manager; do not copy passwords into the notes.

Start with the account that controls your business email.

Turning off an email account may still leave a former contractor able to open shared files or sign into other tools.

List the systems they used. Have each account owner check and remove that access, including shared links. Keep the records the business needs and transfer control of files before closing an account.

Start with the services and folders the contractor used.

Give a new teammate the accounts, devices, files, and instructions their role needs, then test a real first task with the manager.

Use role-based access rather than copying another person’s entire setup. Keep the owner of each account clear so later changes do not depend on memory.

Describe the role and the first task the person must complete.

Before someone leaves, make sure the business can still reach the mail, files, and tools that person used for work.

List their work accounts, including Microsoft 365 where used. An approved account manager should keep needed records, transfer control, and then remove access. Do not wipe a device until the business has its files.

Start with the accounts and files the person controls.

A Mac, iPhone, iPad, or Windows computer can hold a business mailbox, cloud files, saved sign-ins, and the only copy of an important setting. Keep a private device record with the device, its work account, its approved recovery route, and the person responsible for it.

Before wiping, replacing, or handing over a device, confirm that the business can open the records it needs from another approved account or device. Do not put account passwords or sign-in codes into the record.

• Check the signed-in devices before removing one.
• Keep business recovery details under business control.
• Test access before an old device leaves the business.