When your Organization Administrator (Org Admin) changes, you want two things:

1. Nothing missing – meetings and content stay available.
2. Access stays secure – only the right people keep access.

This guide walks you through both sides of the transition in OnBoard:

• Offboarding an Org Admin who is leaving
• Onboarding a new Org Admin (including training and permission checks)

Key goal: Make sure the new Org Admin can manage everything the departing admin handled, including Meetings, Resources, Actions, and Groups.

When Should We Begin the Admin Handoff?

Start as soon as you know a change is coming, before the departing admin loses access.

Why?

• The most important step, Admin Permission Delegation, is much easier and faster when the departing admin can still log in.

Quick Checklist: What’s the Fastest Admin Handoff Plan?

Use this as your high-level checklist.

A. Offboard Before the Departing Admin Leaves

1. Delegate Admin permissions (Meetings, Resources, Actions, Groups)
2. Archive meetings that should be locked for history/audit
3. Remove the departing admin from Groups (and assign a replacement Group Admin if needed)
4. Remove them from external / calendar invitations (calendar integration does not auto-remove users)
5. Remove them as an Alternative Notification Address anywhere it appears
6. Delete the member from the Organization (when ready)

B. Enable the New Org Admin

1. Add them to the Directory and assign the Organization Admin role
2. Run Admin Permission Delegation (ideally completed by the departing admin)
3. Confirm access in each area: Meetings, Resources, Actions, Groups
4. Teach key permission concepts (org vs item permissions, groups, overrides)
5. Assign Admin 101 in OnBoard Academy
6. Reduce future work by using “Admin Groups”

Offboarding Step 1 - Delegate Admin Permissions

Who Can Delegate Admin Permissions, and What Does That Do?

Only Organization Admins can delegate Admin Permissions, and the departing admin should delegate all the OnBoard objects they manage.

Delegation will delegate Admin permissions for:

• Meetings
• Resources
• Actions
• Groups

Steps to Delegate Admin Permissions (Departing Admin)

1. Select your name/image (bottom-left corner).
2. Select Profile.
3. Select the Settings tab.
4. Scroll to Organization Settings and select Delegate Admin Permissions.
5. Select Confirm and Continue.
6. Select the member who should receive permissions.
7. Select Continue.
8. Enter your password to finalize.

What to Expect

• The departing admin receives a confirmation email when delegation is complete.
• After delegation, ask the receiving admin to confirm they can access and administer the expected meetings, resources, actions, and groups.

Good to know: Delegation is additive

• The departing admin keeps their permissions.
• The receiving admin gains the same permissions.

What if the Departing Admin Can’t Log In?

If the departing admin cannot log in, OnBoard Support is required to recover or transfer permissions.

Offboarding Step 2: Archive Past Meetings

Archiving important historical or audited meetings locks them for history, which:

• Creates a permanent historical record
• Helps preserve permissions history for compliance and audits

Steps: Archive a Meeting (Meeting Admin Only)

1. Go to the Meetings list.
2. Open the 3-dot menu on the meeting panel.
3. Select Archive.
4. Select Yes to confirm.

Offboarding Step 3: Remove Admin From Groups

It is important to remove the departing Admin from Groups so they lose access to content tied to those Groups before you delete them from the Directory.

Steps: Remove a User from a Group

1. Go to Directory.
2. Select the Groups tab.
3. Select Manage Members.
4. Select the X next to the departing admin.
5. Select Save Changes.

Offboarding Step 4: Remove the Admin From Calendar Events

Removing someone from OnBoard does not remove them from calendar events.

Calendar entries created through Outlook/Exchange or other external calendars are not updated automatically when you delete the user in OnBoard.

What to Do

• Open each relevant calendar event on the invite owner’s calendar.
• Remove the departing admin from the attendee list.

Offboarding Step 5: Remove Alternative Notification Addresses

If the departing Admin’s email was added as an Alternative Notification Address in any user’s profile settings, they’ll continue to receive notification emails from OnBoard unless we remove them.

Steps: Remove Alternative Notification Addresses

(Organization Admins can update other users’ profiles)

1. In Directory, select the user’s name/image.
2. Select the Settings tab.
3. Select Alternative Notification Addresses.
4. Select the X next to the departing admin’s email.
5. Select Save Changes.

Offboarding Step 6: Delete the Admin from the Organization

Delete their member record when you’re confident handoff is complete and access is no longer needed.

Deleting a member from your Organization in OnBoard:

• Removes them from your Organization in OnBoard
• Removes OnBoard app data from their mobile device
• Does not delete their overall OnBoard account (it just removes your org access)
• Keeps Roles & Terms information for historical records

Steps: Delete a Member

1. Go to Directory.
2. Select the 3-dot menu next to the user.
3. Select Delete Member.

1. Confirm Yes, Delete. (Deletion is permanent)

Your Organization must always have at least one Admin. If an Admin tries to delete themselves and no other Admin exists, OnBoard will block the deletion.

Admin Enablement Step 1: Add the New Admin to the Organization

Steps:

1. Open the Organization in OnBoard and go to Directory.
2. Add the new admin as a member in the Directory.
3. Assign Organization Admin permissions so they can manage users, organization settings, and admin workflows.

Admin Enablement Step 2: Confirm Permission Delegation

Once the Delegation workflow described in Part 1 has been completed, don’t immediately assume the new admin can see everything. Have them verify at least one known item in each area.

Remember:

• OnBoard is fully permission-based.
• Organization-level roles (Admin/Creator/Member) are separate from individual meeting, resource, and action permissions.

Verification Steps (New Admin)

1. Refresh the browser or sign out and sign back in.
2. Confirm they can administer at least one known item in each area the departing admin managed: 
   • Meetings: Open a known meeting and confirm admin controls are available.
   • Resources: Open a known folder and confirm it appears and can be managed.
   • Actions: Open a known action and confirm admin controls appear.

If Something Is Missing, Troubleshoot in This Order

1. Org role: Are they an Admin, Creator, or Member?
2. Group membership: Are they in the right Groups that grant access?
3. Item-level permissions / overrides: Do specific meetings, resources, or actions restrict access?

Admin Enablement Step 3: Understand Permission Concepts

Here are the “rules of the road” that prevent most permission issues.

1. OnBoard is completely permission-based, even for admins.
   • Admins still need to be invited or given access via Groups or item permissions to see meetings, resources, and actions.
2. The Organization role (Admin, Creator, Member) is separate from item-level permissions.
   • A user can be an Org Admin and still not see a specific meeting or resource unless they have been given access.
3. Groups are the main way to scale and simplify access.
   • Add users (especially admins) to the correct Groups so they inherit access to all linked meetings, resources, and actions.
   • This reduces the need to manage permissions item-by-item
4. For item-level permissions in Meetings, Resources, and Actions, the creator or admin who creates or administers an item controls who can see or edit it.
5. Content should live in Meetings or Resources:
   • Put meeting-specific content in agenda sections inside that meeting.
   • Put ongoing reference content in Resources.
   • This helps you:
     • Build a complete meeting book
     • Preserve a clear historical record of each meeting
     • Keep organization-wide documents in a central Resource Library for reuse

Admin Enablement Step 4: Complete New Admin Training

Admin 101 in OnBoard Academy gives every new admin the same foundational training.

Steps: Access and Complete Admin 101 (Web Only)

1. In OnBoard, select Help (or Help & Feedback).
2. Select OnBoard Academy.

3. Find the Admin 101 learning path.
4. Complete all assigned activities.

If they are not auto-enrolled:

• Go to the Learning Paths tab in OnBoard Academy and enroll in the Admin 101 Learning Path.

How Can We Reduce Future Handoff Work?

Consider creating dedicated Admin Groups and using them everywhere, so future admin changes are as simple as adding/removing people from those groups.

Steps: Use Admin Groups for Easier Transitions

1. Create a general “Admin” group, or committee-specific admin groups (e.g., “Board Admins,” “Finance Admins”).

1. Add that group to the Meetings, Resources, and Actions that admins need to manage.
2. When a new admin joins, just add them to the appropriate Admin Group and they immediately inherit the right access.

Final Notes & Best Practices

To keep every admin handoff smooth and secure:

• Document the transition – who delegated what, when, and to whom.
• Verify access early – confirm the new admin can access/administer all key Meetings, Resources, Actions, and Groups.
• If the departing admin is already gone and cannot log in, plan for Support-assisted recovery/transfer of Admin permissions.
• For complex transitions, consider scheduling a Teams meeting with OnBoard Support for guided assistance.
• Use the OnBoard Help Center or contact your Customer Success Manager for additional help.