List access and copies separately
If a former flatmate held the moving checklist, remove their account access and revoke any old share link they could still use. Create a replacement link only if the remaining group needs it. Ask them to discard the old printout that includes your phone number. Changing workspace access cannot erase a copy they already received. Include active sessions, shared links and folders the person could still open. Each requires a different check from a document that has already been downloaded.
Make a clean handover
Identify which work still needs its history. A shared repair task can stay with the household after the former member leaves. Reassign its open action and check that the new adult can find the relevant records. Avoid placing the former member's private notes into a shared export simply because the account is changing.
Check the result
From an authorized remaining account, verify that current membership and sharing settings reflect the change. Ask the former member to return agreed keys and dispose of outdated sheets where appropriate. Describe what you actually changed. You can confirm that access was removed without promising that every previous copy disappeared.