When your Salesforce administrator leaves, secure access first, then find everything that runs under their user account, then capture what only they knew. Freeze their user rather than deactivating it immediately, because integrations, scheduled jobs and automation may depend on it. Arrange interim coverage before requests start piling up.
Day one: access and security
- Freeze the departing admin’s user so they cannot log in, without breaking anything that references the user.
- Confirm at least one other person has System Administrator access and multi-factor authentication set up.
- Review who else has admin rights, and remove any that are no longer needed.
- Rotate any shared credentials, API keys or integration passwords the admin knew.
- Check connected apps and login history for anything unexpected.
Week one: what runs as that user
| Item | Why it matters | What to do |
|---|---|---|
| Integrations | Many connect using the admin’s login | Move them to a dedicated integration user |
| Scheduled jobs and Flows | They may run as, or be owned by, the admin | Reassign ownership and confirm they still run |
| Report subscriptions and dashboards | Dashboards can run as a specific user | Reassign the running user |
| Default and automated users | Some settings name a specific user for automated records and emails | Update settings before deactivating |
| Assignment and approval rules | Records may route to the admin | Route to a queue or another owner |
Only deactivate the user once nothing depends on it. Salesforce will block deactivation in some cases where the user is still referenced, which is a useful safety check but not a complete one.
Capture what they knew
- A list of open requests and half-finished work.
- Why key automation and custom code exist, not just what they do.
- Integration details: endpoints, schedules, error handling and who to call.
- Known problems and workarounds users rely on.
- Upcoming renewals, releases and projects.
Interim coverage
Requests do not stop when an admin leaves. A managed services partner can start with a health check to learn the org, cover day-to-day requests while you hire, and stay on afterward for development, integrations and release reviews if that helps.
