In this guide
Joining a co-op and receiving access to its systems are related decisions, but they are not identical. Someone may become a member without needing staff files, or finish a committee term while remaining a member. Build access around current responsibilities and make role changes as deliberate as arrivals and departures.
A short checklist works well if a named person owns it. Record who requested the change, who approved it, the effective date, which systems are affected and who confirmed completion. Use the same process for volunteers, workers, committee members and temporary advisers, with access appropriate to each situation.
Approve the role before adding accounts
Ask the responsible person to specify the work the newcomer needs to do. “Give them the same access as the last secretary” can reproduce old mistakes. Translate the current role into groups, mailboxes, folders and application permissions. Separate routine use from administrator privileges.
Set an end or review date for temporary access. Where the role involves sensitive records, explain confidentiality expectations and the permitted devices or working arrangements. Confirm a reliable contact method for account setup, and check the person's identity through your agreed process before issuing access.
- Named account and appropriate group memberships.
- Role mailbox delegation, if required.
- Relevant file areas and application roles.
- Strong sign-in method and supported recovery options.
- Device setup and support instructions.
- A short practical induction and an assigned contact for questions.
Do not collect extra identity documents simply because the onboarding checklist exists. Record the minimum necessary evidence of approval and completion in the appropriate restricted location.
Make induction a small working session
Ask the newcomer to complete three realistic tasks: find an approved policy, respond to a fictional enquiry and report an access problem. Show them where working drafts differ from member-facing records. Confirm they understand which information must not be copied into personal storage or unapproved tools.
Let them try the recovery or spare sign-in method while assistance is available, without revealing secrets to the trainer. Follow the account recovery guide. If a personal phone is unsuitable, agree a supported alternative rather than leaving security permanently unfinished.
After their first working cycle, ask what was missing and remove access they did not need. Onboarding is also a useful test of whether your documentation makes sense to someone who did not write it.
Transfer responsibilities before deleting records
For a planned departure, identify organisational documents, calendar events, forms, automation connections, domain contacts, API credentials and shared mailbox responsibilities tied to the account. Transfer the work to an authorised owner and verify it functions. Preserve records according to your retention decisions and any applicable hold before deleting accounts or licences.
Microsoft's offboarding guidance treats blocking access, preserving required content and deleting the account as separate tasks. Follow the current procedure for your actual platform. Do not assume cancelling a licence preserves everything or that changing a password ends every session.
An illustrative departing secretary might hand over approved minutes, the meeting calendar and the member enquiry workflow. Access to an unrelated confidential case should not be transferred automatically to their successor. The record owner decides what the new role needs.
Remove access and verify the result
- Confirm the effective time and authorised removal instruction.
- Block or suspend sign-in using the platform's supported procedure.
- Revoke sessions and review connected applications, tokens and external sign-ins.
- Remove role groups, mailbox delegation and supplier access.
- Replace shared secrets the departing person could know where those credentials remain in use.
- Recover organisational equipment and handle organisational data on personal devices through your agreed, proportionate process.
- Test important workflows and record completion or remaining exceptions.
Urgent departures may require immediate containment before the full handover. Coordinate with the authorised organisational lead and technical support, preserving necessary records while preventing further access. Do not improvise deletion of personal-device contents.
A person who changes role may retain a member account but lose staff privileges. Review file permissions accordingly. Capture the process and outstanding transfers in the digital handover tool.