Docs

Shared council accounts

Hand a role login, such as a shared president account, to the next person without losing who did what.

Council only

Updated

What it is

Some councils keep one login per role, such as a president@ address that passes to the next president at each AGM. Pleno lets you record when a different person starts using an account, so history keeps showing who did what.

What you can do

  • In Settings → People, open a member's actions menu and choose Change who uses this account
  • Enter the new person's name, and their unit (and building, if the strata has more than one)

When you confirm:

  • The account takes the new name. Its role, email and login stay the same. Any request to join council that the previous person made is cleared.
  • Reports, votes, approval requests and depreciation actions keep the name of the person who made them.
  • The council archive ends the previous person's term ("Handed on") and starts a new one under the new name, for the same role and AGM.
  • The account is signed out on every device. Whoever has the login signs in again.
  • The previous person's Ask AI chats and the phone number they saved are removed, the email add-on is disconnected, and phone notifications stop until the new person turns them on.
  • Any votes to confirm a president that the previous person cast or received are cleared.
  • Pleno records who made the change and when.

Who can do it

The president or vice president, on any member's account, their own included. Only the president can change who uses the president's account. If you change your own account, you are signed out too.

Limits and things to know

  • Change the login's password (or the shared mailbox's password, for Google sign-in) when the account changes hands. Signing out ends the sessions but doesn't stop someone who still knows the password.
  • Check that the email shown in People is still the shared address. A member can change their login's email in their own settings; if the previous person moved it to a personal address, the new password won't lock them out.
  • Changing the name in your own settings is not a hand-over. It doesn't start a new term or sign anyone out.
  • Votes still open keep the previous person's name until the new person changes them.
  • A login that is also used in another strata is a personal login, not a shared account. Remove that member and invite the new person instead.
  • Set the next AGM date first for a council account.