IT / Systems Access Handover

When to use this

Critical for any EA going on leave, leaving, or handing over to a cover. Without this, the new EA spends two weeks discovering by accident which systems they need.

What’s included

• Email
• Calendar
• Travel system
• Expenses system
• Finance / approval systems
• HR system
• Communications
• Recovery and MFA

What to customise before you use it

• Replace Name with your real meeting, project, or stakeholder details.
• Replace Date with your real meeting, project, or stakeholder details.
• Replace Set up via … — instructions with your real meeting, project, or stakeholder details.
• Replace Brief description with your real meeting, project, or stakeholder details.
• Replace Note with your real meeting, project, or stakeholder details.
• Replace Detail with your real meeting, project, or stakeholder details.
• Replace Owner, level with your real meeting, project, or stakeholder details.
• Replace Method with your real meeting, project, or stakeholder details.
• Replace Stored at link with your real meeting, project, or stakeholder details.
• Replace Yes / no with your real meeting, project, or stakeholder details.

# IT / Systems Access Handover

**For executive:** [Name]   **Outgoing EA:** [Name]   **Incoming EA / cover:** [Name]   **Handover date:** [Date]

## Email
- Delegate access: [Set up via … — instructions]
- Mailbox rules and filters: [Brief description]
- Mobile device access: [Note]
- Recovery email: [Detail]

## Calendar
- Delegate access: [Owner, level]
- Visible-to-team settings
- Default meeting durations and buffers

## Travel system
- Provider: [Name]
- Login: [Method]
- Approver workflow: [Note]
- Loyalty account numbers: [Stored at link]

## Expenses system
- Provider: [Name]
- Approval limits per category: [Note]
- Mobile app set up: [Yes / no]

## Finance / approval systems
- DocuSign / e-signature: [Access level]
- Procurement system: [Access level]

## HR system
- Employee data access: [Note]
- Leave approvals: [Note]

## Communications
- Slack / Teams: [Channels owned, DM access]
- Standing distribution lists: [List]

## Recovery and MFA
- Recovery phone: [Last 4 digits, country]
- Authenticator app: [Where stored, recovery codes location]
- Backup codes: [Where stored]
- IT contact for resets: [Name, number, ticket queue]

## Password manager
- Vault location and shared access: [Detail]
- Important credentials in vault: [Inventory]