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Employee Access Resource

Microsoft 365 Administrator Access Review Template

Administrator access should be limited, documented, and reviewed. This template helps small businesses identify who has elevated access and why.

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Why this matters

Administrator access is often granted during emergencies and never removed. Too many administrators can increase the impact of a mistake, compromised account, or former employee access issue.

Use this resource when

  • You are not sure who has administrator access.
  • Several employees can change important settings.
  • A former employee or vendor previously had elevated access.
  • You want a recurring access review process.

What to review

  • Microsoft 365 administrator roles.
  • Google Workspace administrator roles.
  • Accounting, payroll, scheduling, and customer systems.
  • Password manager administrator accounts.
  • Website, domain, and hosting access.
  • Vendor and contractor access.
Step by step

Practical checklist

  1. Create a list of every system with administrator access.
  2. Export or document current administrators.
  3. Record the business reason for each administrator.
  4. Remove access that is no longer needed.
  5. Assign at least one backup administrator where appropriate.
  6. Store the review date, reviewer, and next review date.
Avoid these issues

Common mistakes

  • Letting every manager become an administrator.
  • Forgetting about vendor accounts.
  • Using one shared administrator login.
  • Not reviewing website and domain access.
  • Failing to document who approved elevated access.

Need help turning this into a working process?

J3 Systems Group can help perform administrator access reviews and create repeatable review templates for small businesses.

Schedule a consultation

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