Start with the task your school needs to complete
A useful handover proves that the incoming team can manage the account, find earlier communications and deal with an outstanding issue. A list of passwords cannot demonstrate any of those things. Start before the outgoing staff member leaves, while there is still time to correct missing access.
For Australian schools: public, Catholic and independent schools can have different governing policies. Confirm the applicable requirements with your school or system.
A school example
Example: a school communications coordinator is leaving at the end of term. The main Facebook Page has two administrators, but the sports account is managed by a departing coach. A parent complaint is still open. The handover needs three separate outcomes: working access for the new owners, a record of the unresolved complaint, and a way to retrieve earlier posts and replies.
Illustrative scenario; no real student or school information.
Work through the checklist
1. List the accounts the school owns
Record the platform, public URL, account owner and purpose. Include activity and alumni accounts where the school has responsibility. Mark unofficial parent groups separately; do not assume the school controls them.
2. Test the incoming person’s access
Have the incoming owner sign in using their own authorised identity and check the tasks they need. Record who has full control, who can publish and who can review messages. Do not put passwords, recovery codes or authentication secrets in the register.
3. Confirm recovery and backup ownership
Check the school-approved recovery arrangement and a second authorised owner. Follow the platform’s current access process. Transfer responsibilities before removing the outgoing person, then confirm removal with the designated account owner.
4. Preserve the working context
Record current campaigns, scheduled posts, consent references, unresolved complaints and the location of relevant records. Use restricted case references rather than copying student or parent information into a general handover sheet.
5. Run a retrieval exercise
Ask the incoming owner to locate an older school announcement and its relevant replies. Note what they could find, what was missing and where the retained copy is stored. Access to the live Page and access to historical records are different checks.
6. Sign off and set a review date
Assign each gap to a named role, with a due date. The school’s responsible manager should confirm access and records arrangements are acceptable. Repeat the check when staffing or account ownership changes.
Use the editable template
Open the CSV in Excel or your approved spreadsheet app. Start with one account or one example, assign an owner and record any gaps. Save completed copies in a school-approved location with appropriate access.
Blank operational register. Do not enter passwords, recovery codes or student details. Nothing you enter is sent to Brolly.
What the template covers
- Account URL
- Purpose
- Account owner role
- Backup owner role
- Incoming access tested on
- Recovery checked on
- Records location
- Open issue reference
- Action owner
- Review date
Common questions
Should we share one login?
Use the platform’s supported role and access controls and your school’s security policy. Keep credentials out of the downloadable register.
Does transferring Page access transfer the archive?
Do not assume so. Check the archive service, account permissions and historical record access separately.
What if the outgoing staff member has already left?
Use the school’s IT and platform account-recovery process. Document the access gap and avoid workarounds involving someone else’s credentials.
Try the workflow with your school’s accounts
Bring an example of the records your team needs to find. We can walk through supported account coverage, search and export with you, and identify what needs checking before you choose an archive.
Book a school records walkthroughRelated school resources
Sources and review scope
Reviewed 16 October 2026. The workflow and blank template are Brolly editorial resources. Check the linked platform guidance and your school’s current policies before acting.