Committee handover and changes of office

Use this checklist when a Chair, Secretary, Treasurer or other committee member changes. Complete the records and access changes together so the incoming committee can continue the work.

You need the relevant permissions for each area. Agree who will make the changes before the outgoing officers lose access.

Prepare the handover

Confirm the appointments and keep the supporting meeting minutes or decision with the association records.
Check that incoming officers have accepted their invitations and are linked to the correct units in People > Members.
Review open works, major works, upcoming meetings and unanswered resident matters.
Review compliance due dates, insurance renewals and company reminders.
Have the outgoing Treasurer explain unmatched bank rows, outstanding charges, unpaid bills and the latest reports.

Keep a handover document with the outstanding task, responsible person, next action and due date. Link the relevant records instead of copying their contents into private email threads.

Update committee roles and access

Use the committee-role controls in People > Members to record the appointments. If roles are being changed through meeting finalisation, check the election outcomes there before completing the meeting.

Review People > Permissions, including individual overrides. An old individual permission may need attention even when a person's role changes. Ask incoming officers to check the areas they need before the outgoing administrator finishes the handover.

A committee role and a property relationship are separate. An outgoing Treasurer who still owns a flat may remain an owner without continuing as Treasurer. Do not remove their property link solely because their term of office ends.

Transfer responsibility

Update responsible people on open works and compliance records.
Review upcoming meetings, events and any outstanding sale-pack enquiries.
Update billing contacts and confirm who can manage Profile > Subscription.
Review Profile > Company, where available, including reminders and the association's own registers.
Check that essential documents are attached to shared records and can be opened by the incoming officers.

Preserve the handover record

Download any agreed exports from Profile > Export, subject to your permissions. Check the files and store them where the authorised incoming officers can access them. Exports are dated copies; the app's records remain the place to maintain ongoing work.

Use individual accounts throughout the handover. Transfer roles and responsibility rather than sharing the outgoing officer's password.

If an officer is also leaving the building