Inventory the workflows the person touches
A role change can leave important automations without a clear owner. List the forms, alerts, follow up sequences, scheduled reports, and routing rules the person creates, approves, or monitors. Include informal responsibilities such as checking a failure notice or updating a seasonal message.
Separate account access from business ownership
Changing a login does not decide who should approve the message, respond to a lead, or maintain the workflow. Record a business owner and an operational backup for each automation. Use the access controls and transfer process supported by the system rather than sharing personal credentials.
Check destinations and notifications
Review the inboxes, phone numbers, staff assignments, and notification addresses used by each workflow. Replace personal destinations when the business needs a durable team destination. Confirm that the new owner can see the incoming item and understands the expected response.
Run a controlled handoff test
Use designated test information to trigger the workflow from the same public entry point a customer uses. Follow the form, routing step, notification, and staff task to the end. Check whether any step still depends on the departing employee or an account that will no longer be monitored.
Set a review date after the transition
Schedule a short check once the new owner has handled real work. Review missed notifications, unclear assignments, and messages that still name the previous employee. Record the corrections and keep the inventory with the workflow documentation so the next transition starts with reliable information.
