Organizer retiring and handover

Retiring means transferring operational ownership safely, not deleting history. The goal is continuity without lockout or knowledge loss.

What this step is for

This handover protects active events, next-season planning, and federation relationships when an organizer exits.

Before you start

Confirm:

  • replacement admin is identified
  • replacement admin already has active account
  • at least one backup admin exists

Step-by-step handover

Step 1: Build ownership inventory

List all items still owned by departing organizer:

  • active events
  • event templates
  • billing/payment contacts
  • federation contact responsibilities
  • operational docs/checklists

Step 2: Grant replacement permissions

In organization and event users:

  1. add replacement as admin/manager
  2. verify they can access Manager
  3. verify they can edit event settings

Do this before removing departing organizer permissions.

Step 3: Transfer operational responsibilities

Transfer clearly:

  • event setup ownership
  • registration approvals
  • live operations ownership
  • post-event exports and follow-up

Document owner and backup owner for each area.

Confirm replacement can handle:

  • license renewals
  • federation escalations
  • payment/billing operations

Update contact emails where applicable.

Step 5: Run a handover verification drill

Replacement admin should perform:

  1. open Manager and edit a non-critical setting
  2. access registration management
  3. access rounds/results pages
  4. confirm federation contact path

If any step fails, do not complete offboarding yet.

Step 6: Remove unnecessary permissions

After verification:

  1. downgrade or remove departing organizer access
  2. keep audit trail of who changed what and when
  3. store handover notes in shared docs

Handover checklist

  • Replacement admin has confirmed full access
  • Backup admin is active
  • Ownership map is documented
  • Billing and federation contacts updated
  • Critical workflows tested by replacement
  • Departing organizer access reduced appropriately

Common blockers and fixes

“Only one person had admin rights”

Fix:

  1. add at least two admins immediately
  2. verify both can access event operations
  3. postpone retirement completion until verified

“Knowledge is in private chats”

Fix:

  1. convert private notes to shared checklist
  2. store links and recurring procedures centrally
  3. assign owner for maintenance

“Licenses tied to departing organizer”

Fix:

  1. identify affected licenses/approvals
  2. reassign where possible
  3. notify federation if ownership update is needed

What success looks like

The departing organizer can leave with zero operational lockouts and a clean, documented ownership transfer.

Next step

Return to Organizer to review the full role map.