Know the scope of the role
An administrator may manage membership, security settings, app approvals, and workspace configuration, depending on the service and assigned role. Confirm the actual permissions before relying on an admin account for a task.
Manage the member lifecycle
Use a consistent process for invitations, role changes, and departures. Grant access based on the work, review privileged accounts regularly, and remove unnecessary access promptly. Coordinate with the organization’s identity team where single sign-on or provisioning is used.
Prepare for incidents
Document verified support contacts, recovery procedures, and who can approve access changes. Review logs and retention settings where available. Keep an up-to-date inventory of integrations and their owners, and test the process for revoking access.
A monthly access review
Export or inspect the available member and administrator lists using the service’s documented controls. Compare them with the organization’s current roster and identify departed staff, unused privileged roles, and external guests without a current owner. Review integrations separately because disabling a person may not remove every application credential. Record the reviewer, date, changes, and exceptions in the organization’s approved system.
Choose the next step
| Situation | What to check |
|---|---|
| An administrator leaves | Transfer responsibilities and revoke unnecessary access. |
| A guest has no current sponsor | Confirm the business need or remove access under policy. |
| An integration has no owner | Assign an accountable team or retire it. |
A practical checklist
- Identify administrators and their responsibilities.
- Document joining, role-change, and departure processes.
- Review privileged access and integrations.
- Maintain recovery and incident contacts.