Access needs, recorded clearly
What Is a Workplace Adjustment Passport?
A workplace adjustment passport is a record of a person’s access needs, workplace adjustments and support preferences. It helps reduce repeated disclosure and gives organisations a clearer way to maintain support when roles, managers or working environments change.
Why it matters
Without a passport
Support can depend on memory, email threads or one manager.
With a passport
Access needs and adjustments can be recorded, reviewed and shared more consistently.
A workplace adjustment passport helps preserve important access information so support does not have to start again every time something changes.
It can be useful when someone has agreed workplace adjustments, needs to explain support preferences or wants a clearer record that can move with them across teams, managers or working arrangements.
At its best, a passport reduces repetition, protects dignity and makes support easier to maintain.
Why workplace adjustment passports exist
Workplace adjustments are often discussed in one conversation, written in one email or held in one manager’s memory.
That creates risk. If a manager changes, a person moves team or the original conversation is forgotten, support can become inconsistent or disappear entirely.
A workplace adjustment passport exists to bridge that gap. It provides a shared, agreed record that can move with the person, ensuring support remains stable even when the working environment changes.
Reduces
Repeated disclosure
Protects
Agreed support
Supports
Manager changes
Preserves
Context and needs
What is included in a workplace adjustment passport?
A passport should provide a complete picture of what a person needs to work at their best.
Access needs
A clear description of the barriers a person faces and the support they require.
Agreed adjustments
The specific tools, changes or arrangements that have been agreed with the organisation.
Communication preferences
How a person prefers to receive information, participate in meetings or interact with colleagues.
Work context
Information about how a person works best, including focus time, environment and equipment.
Sharing preferences
Who the information should be shared with and for what purpose.
Review points
Agreed dates to check if the support is still effective or needs to be updated.
Static template vs AXS Passport
A template records the conversation. AXS Passport manages what happens next.
| Static Workplace Adjustment Passport Template | AXS Passport |
|---|---|
| Records information in a document | Creates a structured digital access profile |
| Can be saved in email or HR files | Keeps relevant information easier to manage |
| May become outdated | Can support review and updates |
| Relies on manual follow-up | Helps track requests, ownership and progress |
| Depends on one person remembering | Preserves context when roles or managers change |
| Captures the conversation | Supports follow-through after the conversation |
A digital route beyond paper passports
Guided access profile
People can describe access needs, barriers and preferences in a clearer structure.
Secure sharing
Relevant information can be shared with the right people for the right purpose.
Adjustment requests
Workplace adjustments can be reviewed, managed and followed through.
Review and continuity
Support can be updated when roles, managers, working patterns or needs change.
When a workplace adjustment passport is useful
A workplace adjustment passport can help when support needs to be understood beyond one conversation.
The passport should always support the person. It should not become a way to over-document, over-share or make someone prove their needs repeatedly.
Make support easier to carry forward
A workplace adjustment passport should not just record support. It should help support continue. AXS Passport gives organisations a clearer way to manage access needs, adjustment requests and follow-through.