You can use this checklist before archiving an administrator to make sure registration rules keep running under the right account, approval workflows won't stall, and the archived admin won't continue receiving system notifications. Validating afterwards confirms everything has transferred correctly. When you're ready to archive the admin account, you can deactivate or reactivate a user.
Before archiving the admin
Work through each area below before you archive the outgoing admin. Some areas, particularly registration rules and approval workflows, can fail silently if not handled in advance, so it's worth being thorough.
Reporting scope
Check whether the new administrator needs the same level of access as the outgoing admin. If so, set their reporting scope via their user profile before the handover takes place.
Registration rules
Registration rules are tied to the account that created them. If the original admin is archived without transferring ownership, rules may stop running or apply the wrong reporting scope. This can happen silently, with no system alert.
Before archiving, make sure the new admin:
Is aware of all registration rules set up by the outgoing admin, including when they run and why they were created.
Opens each rule and saves it under their own account to transfer ownership.
Understands how the organisation structure affects the scope of each rule.
Email reminders
Review any email reminders set up by the outgoing admin. Check whether their name or email address appears in the reminder content and update these before the handover.
Scheduled report emails
Scheduled report emails will continue to run after the admin who created them has been archived, including to the archived admin's inbox.
⚠️ Important: Delete any scheduled report emails set up by the outgoing admin before archiving them. Have the new admin recreate these under their own account so they can edit them going forward, and so their name appears correctly on the emails.
Approval workflows
If the outgoing admin is a stage owner on any form template workflows, approvals will stall once they're archived. Review all form templates where they're assigned as a stage owner and reassign before archiving.
To reassign a stage owner, follow the steps below.
Switch to admin view, then click Tools, then select Form Templates.
Search for and select the relevant unpublished (draft) version of the template.
Click the Workflow tab, then click the name of the current stage owner.
Click the X icon to remove the outgoing admin, then select the new owner.
Click OK, then click Save.
Email notifications
Disable the outgoing admin's email notifications before archiving them. Without this step, the archived account will continue to receive system emails, including LMS event notifications and report emails, after the handover. For steps, see Disable all email notifications.
⚠️ Important: Disabling email notifications turns off all emails for that user, including activity registration emails. Confirm this is the right action before proceeding.
Reports
If the outgoing admin has created reports that others need to run, share these with the new admin before the handover. Reports are not automatically accessible to other administrators unless explicitly shared.
Content, form templates, and naming conventions
Check that the new admin has the correct permissions to access content and form templates created by the outgoing admin. Share any naming or code conventions in use, particularly where these affect reporting or link questions within a question bank to an activity.
Review content permissions and update where needed.
Share any naming or code conventions used for content and question banks.
Flag any content library subscriptions due to expire, so the new admin doesn't register users to expiring content. If you're unsure of expiry dates, contact your Account Manager.
Organisation structure and data imports
Make sure the new admin understands how users are organised in Access LMS Evo. Knowing the hierarchy helps them set up and manage registration rules effectively. If there are automated data imports running, make sure they know what each one does and when it runs.
CPD scheme
If your organisation operates a CPD scheme, make sure the new admin is familiar with the requirements and how it's configured in Access LMS Evo.
After the handover
Once the admin has been archived, carry out the following checks to confirm everything is running correctly under the new admin's account.
Registration rules are running as expected and applying the correct reporting scope.
Scheduled report emails are sending correctly from the new admin's account.
Test at least one approval workflow to confirm stages are progressing and the new stage owner is receiving sign-off notifications.
The archived admin is no longer receiving any system notifications or report emails.
If any of these checks flag an issue, refer back to the relevant section above and complete the outstanding steps before continuing.