Sharing Profiles in a Team: An Access and Offboarding Checklist

Set up access deliberately

Give each teammate an individual login to the profile-management tool. Separate logins make it easier to see who has access and remove it without disrupting everyone else.
Use role-based permissions where available. Give each person only the access needed for their assigned work to limit accidental changes and unnecessary exposure.
Avoid shared administrator accounts. A single account hides who made changes and makes access harder to manage when responsibilities shift.
Record who may use each browser profile or account. A clear access record helps the team spot outdated permissions and resolve confusion about ownership.
Follow the rules of every platform the team uses. Shared access should not be used to bypass account limits, identity checks, or other platform safeguards.

Never send passwords in chat, email, or shared documents. These channels can retain copies or expose credentials to people who do not need them.
Store credentials in an approved, access-controlled password manager. Centralised storage makes it easier to limit access and update credentials when needed.
Keep recovery details current and controlled. A neglected recovery email or phone number can prevent legitimate access or leave an account vulnerable.
Enable available multi-factor authentication. A second verification step can help protect an account if a password is exposed.
Treat sign-in prompts and recovery requests cautiously. Verify unexpected requests through a trusted route instead of following links or sharing codes.

Assign each profile a clear, descriptive label. Consistent labels help teammates choose the intended profile and avoid mixing work.
Document the profile’s purpose and permitted users. A short record gives the team context without relying on informal memory.
Keep profile backups in an approved, restricted location. Browser data may contain sensitive information, so backups should be protected and available only to authorised teammates.
Hand over profiles through a documented process. Confirm the new custodian, required access, and any relevant settings before the previous custodian’s access ends.
Avoid copying profile data to personal devices or accounts. Unmanaged copies are difficult to track, secure, or remove later.

Review the access record on a regular schedule. Periodic checks reveal permissions that no longer match current responsibilities.
Remove access when a teammate changes roles. Updating permissions promptly reduces exposure while keeping access aligned with the work.
Check for unfamiliar devices or sessions. Unexpected entries may indicate a forgotten sign-in or an access issue that needs investigation.
Confirm that shared accounts have an accountable owner. Clear responsibility helps ensure that credentials, recovery details, and access records stay maintained.
Document important access changes. A concise record helps the team understand what changed and when to revisit the decision.

Revoke the departing teammate’s access to the management tool. Removing their individual login prevents further access through that tool.
Rotate passwords for accounts or profiles they could access. Changing shared credentials reduces the chance that old access remains usable.
End active sessions and remove authorised devices. A password change alone may not close sessions already signed in.
Update recovery details that the departing teammate could control. Confirm that recovery routes remain with the responsible team or account owner.
Collect or secure any profile backups and local copies. Check approved storage locations and follow the team’s process for removing unauthorised copies.
Review the access record after offboarding. Confirm that the person, their devices, and their recovery routes have been removed wherever appropriate.