The System Administrator access role is usually assigned to the person responsible for configuring your organisation in Deputy. The person with this access permission can sometimes be the person who created the account with Deputy when it was first set up.
Whether you have one System Administrator or several, it's worth running through this checklist when a System Administrator leaves to ensure a smooth handover to the next person responsible for your Deputy account.
Invoices
Check who in your organisation receives your Deputy invoices and whether the email address where invoices are sent needs to changed if that person is leaving the organisation.
If the person has already left the organisation there is a procedure you will need to complete with finance to have the email address changed.
Deputy extensions
Check whether your organisation has any Deputy extensions configured. Deputy extensions can be set up by System Administrators and Location Managers.
In the case of:
If the manager who is leaving the organisation has set up these extension notifications, then they will not work once the person is removed from Deputy. Therefore, the extensions will need to be configured again by another System Administrator or Location manager.
Read more about who receives manager notifications.
Integrations
If the System Administrator who is leaving has connected your Deputy account to a third-party system such as payroll or an HR system and has authenticated themselves through their own login to that system, please check that this login to the system will persist after they leave your organisation or else the connect may fail.
It may be necessary to make a new connection for any integrations that have been previously configured to reauthenticate new administrations to connect Deputy to third-party systems.
Read more about connecting integrations to Deputy.
Document template sender email address
If you use Deputy HR to send documents for signing to your team members the System Administrator who set up the signature templates will have nominated an email address for the forms to be sent from.
Please check this email address is not linked to a person leaving the organisation. If you need to change the email address to a different one please follow the instructions in Managing signature templates.