How account handover and committee transition work
MapleGather’s account handover workflow transfers an admin’s roles and record ownership to a successor in a single guided process — preventing the access gaps that happen when a volunteer committee member steps down without a formal transition.
The short version
Section titled “The short version”When a committee position changes hands, you start a handover wizard that lets you choose a successor, select which records to transfer, and confirm the move. MapleGather handles the transfer as a background job and emails both parties when it’s done. The outgoing admin’s account is archived once the transfer completes.
How it works
Section titled “How it works”Starting a handover
Section titled “Starting a handover”Go to Admin & Security → Admins → find the outgoing admin → row ⋮ → Account handover → New. The wizard walks you through three steps:
- Choose a successor — pick an existing admin or invite a new person. If you invite a new person, the transfer holds until they accept their invitation.
- Select record types to transfer — choose from events, saved searches, saved reports, and integrations. You can transfer any combination.
- Review and confirm — see a summary of what will transfer, then confirm.
Once you confirm, MapleGather starts the transfer as an asynchronous background job. You can navigate away from the wizard — you don’t need to stay on the page while it runs.
Transfer job states
Section titled “Transfer job states”| State | What it means |
|---|---|
| Pending successor invite | Waiting for the invited successor to accept |
| In progress | Transfer is running |
| Complete | All selected records transferred; predecessor archived |
| Failed | Transfer encountered an error; predecessor unchanged |
Both the predecessor and successor receive an email when the job reaches Complete. See Admin handover job statuses reference for full details.
After the transfer
Section titled “After the transfer”When the job completes, the predecessor’s account status changes to handover_complete — a terminal, archived state. The successor holds all transferred roles and record ownership. The predecessor can no longer sign in, and their account appears in the archived admin list for your audit records.
If the job fails
Section titled “If the job fails”If the transfer fails, the predecessor’s account status is unchanged — they remain an active admin and no partial transfer has occurred. You can click Retry on the job banner to restart from the last successful checkpoint. If retries don’t resolve the issue, contact MapleGather support from Help → Contact support.
Why it works this way
Section titled “Why it works this way”Volunteer organizations regularly face situations where “the previous treasurer left with the only finance account.” A formal handover with an audit trail prevents access loss while preserving a complete record of what transferred and when. Because the predecessor’s account remains active until the job completes, there’s no window where your organization loses access to critical records.
Edge cases & boundaries
Section titled “Edge cases & boundaries”- If you invite a new successor during the handover, the transfer holds in pending_successor_invite state until they accept. If the invitation expires, you can resend it and the job resumes.
- If the predecessor’s account is revoked before the successor accepts, remaining admins see a stale-handover notice on the Admins list with a Manual takeover option to recover record ownership without the wizard.
- Transfers involving 1,000 or more records use the same async job — no additional steps are required; the job simply takes longer to complete.
- Only one active handover job can run per admin at a time. If a job is in progress, the Account handover option shows the current job status instead of the New button.