The AI handover drill

Your challenge

Casey is leaving the fictional company on Friday. Prepare the next actions for each record.

1. Which tools need a new responsible owner?
2. What shared work or automation needs a handover?
3. Which access and billing facts must be checked?
4. Who will check each fact, and when?

Download the exercise worksheet

The six records

Fictional records for the exercise. Confirm the missing facts before planning any account changes.

Tool category	Access held by	Record owner	Shared work or dependencies
Writing assistant	Access held byCasey; Jo	Record ownerCasey	Shared work or dependenciesShared instruction library
Meeting note-taker	Access held byCasey	Record ownerNot assigned	Shared work or dependenciesCustomer-call notes and exports
Coding assistant	Access held byCasey; Sam	Record ownerSam	Shared work or dependenciesRepository access
Design assistant	Access held byJo	Record ownerJo	Shared work or dependenciesShared brand assets
API project	Access held byService identity	Record ownerCasey	Shared work or dependenciesWebsite automation depends on a project key
Research assistant	Access held byUnknown	Record ownerNot assigned	Shared work or dependenciesTeam says it is used for client research

The worksheet adds fictional account and billing details. A blank cost means you need evidence, not that a tool is free or unused.

Compare your next actions

Open the facilitator answer notes

• Writing assistant: agree a new record owner and hand over the instruction library. Check Casey's actual access and the seat/billing arrangements.
• Meeting note-taker: establish company ownership of the account and arrange an authorised handover of the shared work. Name an owner and check billing separately.
• Coding assistant: Sam owns the record, but Casey still appears in the access list. Check actual memberships, repository access and billing consequences.
• Design assistant: Jo owns and uses it. Casey's departure alone is no reason to cancel it.
• API project: the record owner, service identity and project key are different things. Identify the automation's responsible person and dependencies before planning a credential or access change.
• Research assistant: ask the team which product, account and plan they use. Establish purpose, owner and data rules.

The useful result is an agreed next action with a responsible person and a check date. Access removal and billing changes may need separate checks.

Use the ChatGPT, Claude and Copilot leaver-seat guide when you turn the exercise into an actual access and billing review.

Hand over meeting notes before changing access

For the meeting note-taker in the exercise, check who should retain the customer-call notes and who can open them. The right account action depends on the provider.

Otter: keep the account under company control

Otter admins can deactivate a member to block sign-in while keeping their account and recordings in the workspace. Removing a member instead converts their account to an individual account: they retain their content, and the company stops managing the account. Deleting a member permanently removes their account and data. An admin must first be changed to a Member before these actions are available. See Otter's member-management instructions.

Fireflies: choose whether to retain the meetings

For internal teammates, an Admin or Super Admin can choose Deactivate and keep data to suspend access while keeping meetings and notes searchable. Deactivate and delete data schedules permanent deletion of their meeting data after 30 days. The Remove option is for teammates outside your domain. See Fireflies' teammate-management instructions.

Review each important meeting's sharing settings as part of the handover. Fireflies has separate controls for removing someone from a meeting's shared access; see its meeting-sharing instructions.

Check the handover with one approved example

1. Name the person responsible for the notes and confirm which records your company needs to retain.
2. Ask the intended colleague to open one approved meeting and confirm the transcript or recording they need is accessible.
3. Record the chosen account action, who will perform it and how they will check access afterward. Check billing separately.

Checked against official docs, 9 October 2026.

Try it with your own company

1. Pick one actual tool
2. Record purpose and owner
3. Check access and billing
4. Set the next review

Use your provider consoles and approved company procedures for account changes. Keep credentials and customer content out of shared exercises.

Continue with the free AI tool register template, AI offboarding checklist or unused-seat review.