Checklist: Transitioning Your TeamSideline Site When the Board Changes

When new board members or volunteers take over, update your TeamSideline site so your organization, not the people who are leaving, stays in control. Add the new leaders as admins, give one of them the Billing role, hand over shared logins, remove the admins who left, and update your payment account contact, contact details, domain and records.

Applies to: Admins of volunteer-run organizations · All plans · Admin site

Where: Administration > Manage Users > Users; Administration > Subscription; Communications > Configurations > Contact Us

Do it in this order

Add the new leaders as admins on Administration > Manage Users > Users with Add User, each with their own email address. New admins start with every role, Administrator and Billing included.
Make sure at least one new admin has the Billing role (Edit icon, Roles tab).
Hand over any shared role-based logins, such as president@yourleague.org, and the mailboxes behind them.
Remove the admins who are leaving, or ask them to deactivate their own access.
Work through the rest of the checklist below: payments, contact information, domain and records.

Adding first and removing last means your organization is never left without an admin or a Billing contact.

Admin access

Add each new board member with their own email address. See How to add, edit or remove admin users (Manage Users).
Remove admins who are no longer on the board with the red X on Manage Users, or uncheck roles to reduce their access. Removing someone ends their access to your admin site only; their TeamSideline sign-in and any family account stay. See How to remove an admin or reduce their access.
An admin who is leaving can remove themselves on the Deactivate tab of their User Profile when their email address is on your website's domain. See How to deactivate your own admin account.
Keep at least two active admins with the Administrator role at all times, so one person leaving doesn't lock your organization out.
If no admin is left, see Our administrator left - how do we get admin access to our TeamSideline site?

Admin roles

Limit who has the Administrator role. Give other volunteers only the roles they need, such as Registrar, Scheduler or Communicator. See What does each admin role allow?
Review your admins once a year. The Last Activity column on Manage Users shows when each admin was last active, or "Has not signed in".
On the Enhanced, Elite and Enterprise plans, Administration > Manage Users > Activity Log shows who added, removed or changed admins.

Shared logins and email addresses

If an admin account uses a role address on your website's domain, such as registrar@yourleague.org, another admin can rename it and reset its password on Edit User, so the new volunteer accepts the Terms in their own name. For other addresses, the new volunteer updates the name on their own User Profile. See How to set up and hand over a role-based (shared) admin email account.
Change each shared mailbox's own password or forwarding with your email provider, so the previous volunteer stops receiving its email.
If your organization still uses TeamSideline's legacy Mailboxes (Communications > Mail Administration > Mailboxes), change each mailbox's Redirect Address to the new volunteer's email. A mailbox is separate from admin access: someone can receive a mailbox's email without being an admin. Mailboxes is a legacy feature that isn't offered to new organizations and will be retired, so plan to move role addresses to an email provider.
Use shared organizational addresses, such as info@yourleague.org, for anything that should outlast one volunteer, rather than personal email.

Contact information

Go to Communications > Configurations > Contact Us. On Contact Info & Custom Text, update the Full Name, Email Address and Telephone. That Email Address receives your website's Contact Us messages and TeamSideline's notices about your site, such as the email sent if your site is deactivated.
On the Add Contacts tab, update the email recipients for each Contact Us subject.
Update the pages on your website that list your board or contacts, such as a Contact Us or Board of Directors page.

Billing for your TeamSideline subscription

Admins with the Billing role are your billing contacts and receive TeamSideline's invoice emails. Give the role to the new treasurer or president and remove it from people who are leaving. Your organization must always keep at least one admin with the Billing role. See How to view and pay your TeamSideline subscription invoice.
Confirm the payment method saved for your subscription belongs to the organization, not a departing volunteer's personal card. If a volunteer has been paying with their own card, arrange reimbursement and switch to an organization card.

Card payments (Payrix)

Go to Administration > Subscription > Payment Gateways, which admins with the Billing role can see. Each payment gateway shows its Contact and Contact Email, read from your Payrix account.
If that contact is leaving, or the person who owns your Payrix account is, change your Payrix financial administrator. It's a separate process with its own paperwork: see Changing Your Organization's Financial Administrator or Owner (Payrix).

Domain name (if you have one)

Confirm your domain name, such as yourleague.org, is registered to the organization, not a former volunteer.
Change the registrar account's login email to a shared organizational address.
If the domain is registered in one person's name, ask them to transfer it to the organization. If TeamSideline manages the domain for you, contact TeamSideline Support.

Records

Keep the logins your organization owns, such as the domain registrar account and any shared role-based accounts, in a secure password manager the board controls. Each admin still signs in to TeamSideline with their own account.
Keep board meeting minutes that record leadership changes. TeamSideline Support asks for minutes or a signed letter before it adds an admin when none is left, or changes your Payrix owner.
Save copies of receipts, invoices and reimbursement records.

If it doesn't work

Add User is grayed out, with "The (plan) plan supports a maximum of (number) administrators. Adding more users requires an upgraded plan." Remove an admin who has left, then add the new one.
"At least one remaining admin must have the Billing role." You're removing your only Billing admin. Give the Billing role to a new admin first.
"You are the only administrator for this organization. Add another administrator before deactivating your account." The leaving admin must wait until a new admin is added.
There's no Payment Gateways tab under Subscription. Your roles don't include Billing. Ask an admin who has it.

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