What happens when your organization’s only ArcGIS Online administrator is on leave, unavailable, or leaves the organization unexpectedly? For organizations across Eastern Africa that rely on ArcGIS Online to support daily GIS workflows, having a single administrator can create unnecessary operational risks. From managing users and licenses to configuring security settings and supporting access, administrators play a critical role in keeping an ArcGIS Online organization running smoothly.

The good news? A simple step can make your organization more resilient: have more than one administrator.

Why Two Administrators Are Better Than One

ArcGIS Online administrators have access to key organizational functions, including users, content, licenses, security, and settings. If only one person has administrative privileges and becomes unavailable, important tasks can be delayed. Users may struggle to get licenses assigned, access restored, or organizational settings updated.

Having a backup administrator ensures that someone else can step in when needed, helping minimize disruption and keep GIS operations moving. This is not about adding unnecessary bureaucracy. It is about business continuity, resilience, and shared responsibility.

Practical Tips for ArcGIS Online Administrator Resilience

1. Have a Primary and Backup Administrator

Check who currently has administrative privileges in your ArcGIS Online organization. If there is only one administrator, identify a trusted colleague who can serve as a backup. This small step can make a significant difference when unexpected absences or staff changes occur.

2. Make Your Administrator Known

Users should know who to contact when they need help with ArcGIS Online access, licenses, or other organizational issues. Make administrator and backup administrator responsibilities clear within your organization and ensure there is a simple handover process if responsibilities change.

3. Keep Your Organization Details Accessible

Make sure trusted colleagues know your ArcGIS Online organization details, including the Subscription ID and short URL. Having this information readily available can help support teams resolve administrative access issues when necessary.

4. Consider Single Sign-On

Using SAML or OpenID Connect can help centralize authentication and make access management easier. Where appropriate, integrating ArcGIS Online with your organization’s existing identity management processes can also support smoother account recovery and administration.

5. Plan for Staff Changes

People take leave, change roles, and move to new organizations. Your ArcGIS Online administration strategy should account for these changes. Document who the administrators are, what their responsibilities include, and how administrative duties will be transferred when someone leaves or changes roles.

What If Your Only Administrator Has Already Left?

If your organization has lost access to its sole administrator, Esri provides guidance on addressing administrator access issues. Reviewing the appropriate support documentation and having your organization details available can help you navigate the process.

Build a More Resilient GIS Organization

ArcGIS Online provides powerful capabilities for organizations across Eastern Africa, but effective administration is an important part of getting the most from the platform. Having two or more administrators helps distribute responsibility, maintain continuity, and ensure users can continue accessing the resources they need.

Take a few minutes today to check your ArcGIS Online organization:

Who is your administrator—and who is their backup?

A little preparation today can help prevent significant disruption tomorrow.