Template vs managed support
Workplace Adjustment Passport Template
A workplace adjustment passport template can help record access needs and agreed support. AXS Passport goes further by helping organisations manage adjustment requests, ownership, review and follow-through.
Template vs AXS Passport
Static Template
AXS Passport
Records information
Manages the process
Can become outdated
Supports review over time
Depends on manual follow-up
Helps track ownership
Often sits in email or HR files
Gives teams clearer visibility
Copy or download: workplace adjustment passport
Replace the bracketed prompts in your own document. No account is needed. Keep the record focused on relevant work barriers and the support to discuss.
WORKPLACE ADJUSTMENT PASSPORT Name / preferred name: [Name] Role / working context: [Details] Preferred way to discuss support: [Method] Last updated: [Date] About my work [Tasks, strengths and working preferences relevant to support.] Barriers I experience [Describe situations and work-related impacts. Include only personal information you choose to share and that is relevant.] Support that helps [Adjustment / how it helps / when it is needed.] Current status [Mark each item: requested, being discussed, agreed, in place, or awaiting review.] People and actions [Who is responsible / next action / agreed date.] Communication and sharing [Who needs which information / how I would like changes discussed.] Review and changes Next review: [Date agreed together] Changes in role, location or manager to discuss: [Details] What is working / what needs to change: [Notes] This passport supports a conversation and a continuing record. It does not itself approve an adjustment or replace an adjustment plan.
See a completed fictional example
Fictional example. Preferred name: Alex Working context: Hybrid project coordination Barrier: Verbal action points can be difficult to retain during busy meetings. Support that helps: Written agendas, clear action owners and a short written summary. Status: Written summaries agreed; agenda format still being discussed. Owner: Meeting chair for summaries; Alex and manager to review the agenda format. Sharing: Colleagues need the meeting arrangements, not personal medical details. Review: At the next agreed support check-in, and when the role or meeting pattern changes.
A workplace adjustment passport template is a structured document for recording access needs, workplace adjustments and support preferences. It can help start the conversation, but it does not manage ownership, progress, review or follow-through.
A template starts the record. It does not manage the work.
Workplace adjustment passport templates are useful because they give people a way to organise access needs, preferences and agreed support.
But most adjustment problems do not happen because a template is missing. They happen because nobody knows what has been agreed, who owns the next step, whether the adjustment has been implemented or when it should be reviewed.
A document can capture information. It cannot manage the adjustment process.
The hidden problem
What a workplace adjustment passport template usually includes
A good template should be clear, respectful and practical. It should help the person explain what they need without asking for unnecessary personal information.
Work context
Role, team, working pattern and relevant day-to-day responsibilities.
Access needs
The barriers, preferences and working conditions that need to be understood.
Adjustments
The support, tools, changes or working arrangements that may help.
Communication preferences
How information, meetings, instructions and feedback are best shared.
Sharing permissions
Who can see the information and when it can be shared.
Review point
When the passport should be revisited and who is responsible for follow-up.
Static template vs AXS Passport
A template records the conversation. AXS Passport manages what happens next.
| Static Template | AXS Passport |
|---|---|
| Records access needs in a document | Creates a structured digital access profile |
| Relies on manual sharing | Supports controlled, purposeful sharing |
| Can become outdated | Can be reviewed and updated over time |
| Does not show progress | Helps track requests, ownership and status |
| Often sits in email or HR files | Keeps relevant information easier to find |
| Captures the conversation | Supports follow-through after the conversation |
Where templates often break down
Templates are not the problem. Relying on templates alone is the problem.
The document gets lost
The passport sits in an email thread, shared drive or HR file and is not seen when decisions are made.
Ownership is unclear
A need is recorded, but nobody is clearly responsible for reviewing, approving or implementing the adjustment.
The person repeats themselves
The same access needs are re-explained to new managers, teams or departments.
Reviews do not happen
The passport becomes outdated as roles, working patterns or support needs change.
AXS Passport
From template to managed support
AXS Passport takes the idea behind a workplace adjustment passport template and gives it the structure organisations need to manage support properly. It helps people describe access needs clearly, then gives organisations a better way to manage adjustment requests, records, ownership and review.
Guided access profile
People can describe access needs and preferences through a clearer, more structured experience.
Adjustment requests
Workplace adjustments can be reviewed and managed with better visibility.
Ownership and status
Teams can see what needs action, who owns it and where progress stands.
Review and continuity
Support can be revisited when roles, managers, working patterns or needs change.
When to move beyond a template
A template may be enough for a one-off conversation.
A digital passport becomes more useful when an organisation needs to manage adjustments across teams, departments or locations.
Move from template to follow-through
A workplace adjustment passport template can help start the conversation. AXS Passport helps organisations manage the process that follows.