How best to handle employee transitions? ex. Admin leaving with meetings scheduled for the next year

[Clinton Vadnais]

Does anyone have any insights on how to handle this situation? I have a user who is retiring. An executive assistant who manages people's calendars and meetings. So the Webex calendar is still full of upcoming meetings. Is there a mechanism to transfer to another account? Would I want to change this users account information to the replacements? Any insights?

[Fritz_H]

Basically this is not purely a Webex-related challenge since this retirement will affect every scheduled meeting (Outlook?).
Possible solutions depend on your employers policies and rules regarding data-protection, privacy, rules regarding private use of company-owned ressources (like eMail..) etc.

One option may be to get a signed agreement of the person how will retire to share his/her eMail-account (full access) with the successor. (Sharing the Webex-Account that way violates the license-agreement, I guess.)
The successor will be able to edit all "old" meetings and/or copy them to his/her own (Outlook-) calendar.
If the Webex-scheduling was done via Outlook, it should be possible to edit the webex-meeting-parameters via outlook too.

Since retirement is a predictable event, it´s also possible to do the following in advance:
1. add the successor as Co-Host to every scheduled Webex-meeting
2. change the end-date of recurring meetings (since the successor will send new invitations)

Any other kind of (spontaneous) termination is more difficult to handle - therefore I suggest to have every employee sign such an agreement during the onboarding-process.

[Clinton Vadnais]

Thanks for your insights Fritz. Very helpful here. After reading your post I'm wondering if the simple solution wouldn't be to keep the account, temporarily share password or better yet change to something intermediate. Change the display name and associated email address. Is there any reason this wouldn't work to phase one admin into another off the top of your head?

[Fritz_H]

Basically I would keep the old eMail-account "alive" for wa while (but with a new password which is only known to HR or a similar dept.).

The successor may gain full read-access (just read, no write, no delete) to the (eMail)-Account and calendar (perhaps also work-Folder on the file-server etc..), but "send on behalf"-privilege for eMail at most.
Everything else may possibly be considered fraudulent and/or as identity theft.

I always try to keep things clean: new employee = new accounts, new personal fileshare, new requests for access-privileges on shares etc.
Avoid approaches like "Mr. X will get the same access privileges as Mrs. Y." since this will result in an undocumented mess.
Better: Mr.X has the same requirements as Mrs.Y.  Therefore he has to issue all necessary requests for the same equipment/privileges/... as she did before.
This approach will
1.) result in a documented request and approval process for each employee and each employee´s privileges which will
2.) enable e.g. "the management" to audit granted privileges. (annually?)

As soon as the successor has completed checking and sorting the data-"heritage" you may consider to delete the old account and perhaps add the old eMail-address as an alias-address to the successors Mail-Account - if necessary (e.g. if there are still lots of business-related messages arriving at the old eMail-address which do not also arrive at the address of the successor.)