Work through this together, before the outgoing committee loses its 180DC accounts. Tick each box as you go. Most of it is done in the app; the steps marked with a developer need someone technical, and say so.
The most important section is 2. The project account. If that one is lost, nobody can recover the database, the website or the backups — the app keeps running until something breaks, and then it cannot be fixed.
1. Decide who holds what
Agree these names first. Write them down somewhere the whole committee can see.
- Admins — at least two people who will run 180Connect day to day.
- Keeper of the project account — one person who will hold the password and recovery details of the project's own Google account (next section). Ideally not also the only admin.
- Branch mailbox holder — who in Sheffield leadership holds the branch outreach mailbox's password and two-step verification.
- A developer to call — someone technical who has agreed to help when the guides say ask a developer. If there is nobody yet, write that down too; it is the first thing to fix.
2. The project account
180Connect's database, website, code and backups belong to one Google account made for the project, not to any person: 180dcconnect@gmail.com.
- The incoming keeper signs in to it themselves, on their own device.
- Change its password. The outgoing keeper should no longer know it.
- Replace the recovery phone number and recovery email with the incoming keeper's. Leaving an old one in place lets a former member take the account back — or lock everyone out by accident.
- Move two-step verification to the incoming keeper's phone, and save the backup codes somewhere the committee controls.
- Check its inbox. Automatic alerts from 180Connect arrive here — a failed nightly backup, and weekly notices when a client charity or company changes status. Agree who reads it, and how often.
3. The branch mailbox
All outreach is sent from, and every reply arrives at, the branch mailbox clients.sheffield@180dc.org. 180Connect sends through it with a permission the mailbox granted once.
- Sheffield leadership confirms who holds its password and two-step verification after the handover.
- Nobody deletes the mailbox, or the Google Cloud project attached to it: that project is what gives 180Connect permission to send. Deleting either stops all outreach and all replies.
- If its password is changed, check the dashboard afterwards. If it shows Outreach engine needs attention, follow When something looks wrong.
4. People in the app
Do this in 180Connect, as an admin.
- Invite the incoming committee: Team management → Invite a team
member. Choose each person's role:
- Admin — runs the queues, imports, settings and people;
- CAM — works their clients;
- Viewer — branch leadership who should see everything and change nothing.
- Once they have signed in, check each has the role you meant. To change one: Team management, choose their name, and change Role.
- For each person leaving, follow A CAM is leaving — hand over their clients and open tasks, then suspend them. Suspend rather than delete unless you are sure: suspending can be undone.
- Leave at least two admins in place at all times. With none, nobody can invite anyone or change a role.
5. Branch settings for the new year
In Settings (in the account menu), under Platform:
- Who can join — only email addresses on the domains switched on here can be invited. Check it still matches who you expect to invite.
- Outreach cycles — set up the cycles for the coming year, so the numbers on the dashboard and analytics are counted against the right period.
- Outreach sending limit — leave it unless there is a reason. Raising it sharply is the quickest way to have Gmail block the branch mailbox.
6. With a developer
These need someone who can open the project's code and service dashboards. Give them this list; each item points them to their own instructions.
- Walk through every service in the developer's Accounts and access document together: sign in to each one, and confirm its recovery details are the committee's.
- Clear anything that document lists as at risk — today, the email service for invites and password resets, still on a former member's business account.
- Check last night's backup ran, and that the backup failure alert reaches the project account's inbox.
- Re-save the timed jobs' schedules from the new maintainer's own account, so their failure emails reach someone still here (the developer's Scheduled jobs document explains why).
- Check nothing still depends on an outgoing member's personal or 180DC address.
7. Afterwards
- The outgoing committee signs in once more after the handover, and confirms they cannot reach the project account or the branch mailbox any longer. If they can, something above was missed.
- Write the date of this handover, and the names from section 1, where the committee keeps its records.