After a board election: update offices and hand over administration

A practical transition checklist for the outgoing and incoming board, using separate personal accounts and recorded access changes.

Step by step

1. Only the named Community Admin can perform these membership, office and administration changes. Being President or another Board member does not grant these rights. The current Community Admin cannot be directly demoted or suspended; use the explicit administration handover.

2. Confirm the actual authorized election or appointment results and the transition date against your association records. Complete the applicable association process first. These instructions update NeighborEase records and access; they do not conduct or certify an election.

3. The currently named Community Admin signs in with their own account, selects the correct community and opens People & properties. Review each person’s Community role, board position, Access status and ownership verification.

4. Invite incoming board members who have not joined yet. Share each private invitation with its intended recipient and wait for them to create or use their own account and accept it. An unaccepted invitation cannot receive board promotion or the administration handover. Do not share an administrator password.

5. For an incoming member, choose Change role, select Board and the appropriate board position, and record the reason for the authorized change. For a person who already has Board access, use Edit board position to assign, change or remove the recorded office, including when the existing record had no office.

6. Review the other outgoing members before the final handover. Change their app role to Owner or Moderator as appropriate and record the reason. Clearing a board position alone does not remove Board access. Suspending access is a different action that also removes ownership verification; use it only when that access suspension is actually intended.

7. When ready to hand over your own administration, choose Transfer community administration. Select an active member who has joined, choose their board position and enter the reason. Read and explicitly check the confirmation: the successor becomes the named Community Admin with Board access and that position, and you become Owner without a current board position. Both changes are saved together.

8. The incoming administrator signs in using their own existing credentials and checks the updated member list and Activity & audit log. Other board members keep their current access until individually changed; the administration handover does not automatically revoke the entire previous board.

9. If an editor reports that a membership changed, choose Load latest membership details, review the current role and office, and confirm again before saving. Never overwrite a newer decision using an old draft. The app also prevents removing or suspending the last joined active board member.

10. Review pending proposals, architectural applications and committee appointments, upcoming meetings, agendas and association documents with the incoming board. Existing records, property assignments, verification and historical votes are retained by the role handover. Confirm separately any required association contacts, filings or notices; saving in the app does not submit them to an authority.