A role-based admin account uses a shared address such as president@yourleague.org instead of a person's own email, so the account stays with the role when volunteers change. To hand it to the next person, update the name on the account, give them a new password, and have them accept the Admin Terms in their own name at their next sign-in.

Applies to: Org admins · All plans · Admin accounts whose email address is on your organization's own website domain

Where: Administration > Manage Users > Users (another admin), or your name at the top of the admin site > User Profile (yourself)

Before you start: use an address on your website's domain

The handover tools work only when the shared address is on your organization's website domain. If your TeamSideline site is www.yourleague.org, an address like president@yourleague.org qualifies. A free address (such as yourleague@gmail.com), an address on a different domain, or any address when your site has no custom domain can't be renamed or reset by another admin, and its owner can't use the Deactivate tab.

If your website is on a subdomain, such as soccer.yourcity.org, only addresses that include that full domain qualify. Addresses ending in @yourcity.org don't.

How to set up a role-based admin account

The cleanest way is to add the shared address as its own admin account and keep your personal account for your family's registrations.

1. Go to Administration > Manage Users > Users and click Add User.
2. Enter the current role holder's First Name and Last Name, the shared Email Address, and a password.
3. Click Add. A new admin gets every role in your organization, including Billing.
4. Click the edit icon on the new user and use the Roles tab to remove any roles the position doesn't need.
5. Give the password to the role holder privately. They should change it on the Password tab of their User Profile after signing in.

If the shared address already has a TeamSideline account on your website's domain, Add User replaces that account's name and password with what you entered, and the message says so.

How to hand the account to the next person

1. Another admin goes to Administration > Manage Users > Users and clicks the edit icon next to the shared account.
2. Change First Name and Last Name to the new person's name and click Save. You'll see "The user has been updated."
3. Click Reset Password and confirm. The new password appears on screen: "Password has been reset to: (password)". Give it to the new person privately, never in a group email.
4. The new person signs in at Admin Sign In, sees "The name on this account has changed. Please review and accept the Terms again to confirm your account details.", and clicks Accept.
5. The new person changes the password on the Password tab of their User Profile.
6. Check the account's roles, especially Billing, which controls who sees the subscription invoices.

The new person can also do steps 2 and 3 themselves. Because they control the shared mailbox, they can use Forgot Password on the Admin Sign In page, then click their name at the top of the admin site, update First Name and Last Name on the General tab, and click Save. The terms prompt appears at their next sign-in.

Don't forget the mailbox itself. Change its password or forwarding with your email provider, so the previous person stops receiving the account's emails.

Why the name matters

Every time someone accepts the Admin Terms, TeamSideline records the name on the account. Updating the name when the role changes hands means the new person accepts in their own name, and your organization keeps a record of who held the account and when.

How to change your own admin email to a shared address

You can move your current admin account to a shared address instead of creating a new one.

1. Click your name at the top of the admin site to open your User Profile.
2. On the General tab, click Edit next to your email address.
3. Click Change Email Address, enter the shared address in New Email Address and Repeat Email Address, and click Send Confirmation Email.
4. Open the email sent to the shared address and click the link to confirm.

This moves everything on your account to the shared address, including your family's registrations and payment history. If you want to keep those personal, set up a separate role-based account instead. If the shared address already has its own TeamSideline account, don't change your email to it. Ask another admin to add the shared address with Add User.

When the person leaves and the role isn't being filled

• The person can remove themselves on the Deactivate tab of their User Profile. See How to deactivate your own admin account.
• Another admin can remove the account on Manage Users with the red X.
• Your organization must keep at least one admin with the Billing role.

If it doesn't work

• First Name and Last Name can't be edited, and there's no Reset Password button. The account's email isn't on your website's domain. The account holder can update their name in their own User Profile and use Forgot Password.
• Add User says "the name and password you entered were not applied and their existing ones have been retained." The address belongs to an existing TeamSideline account on another domain. Its owner keeps their own name and password.

Related articles

• How to use the Manage Users Page and control who is an Administrator in your Site
• How to Sign In to TeamSideline
• Can you provide me with the meaning of the admin roles?