HOA Board Transition Checklist: Passwords, Domains, Email, and Access (No More Lost Logins)

HOA Board Transition Checklist: Passwords, Domains, Email, and Access (No More Lost Logins)

Board transitions are where HOA technology breaks. Passwords are in someone’s personal email. Domains are registered to a past board member. Vendors come and go. The result is downtime and risk—right when you need continuity.

This checklist is designed to prevent the two biggest HOA problems: lost access and vendor lock-in. If you want a continuity-first program, see HOA Solutions.

Step 1: Confirm ownership of the domain and hosting

• Domain registrar login (who owns it?)
• Hosting provider login
• Billing contacts updated to association-controlled email

For broader continuity and maintenance, see Website Maintenance.

Step 2: Standardize email and shared accounts

• Board roles as shared mailboxes (president@, treasurer@)
• Named accounts for each board member (no shared passwords)
• MFA enabled for all accounts

Step 3: Centralize documents and permissions

• One repository for governing docs, minutes, contracts
• Role-based access (board, committee, management)
• Quarterly access review (remove former members)

FAQ

Why do board transitions create so many problems?

Because access is often informal. Without association-owned accounts and documented ownership, transitions depend on memory and personal email accounts.

What should be association-owned?

Domains, hosting, email tenant, document storage, and any critical SaaS systems. Individuals can have access, but ownership should be the association’s.

How do we prevent lock-in?

Keep credentials and ownership in association-controlled accounts, and document vendor relationships and renewal dates.

Need Help With This?

Sun Life Tech can help you implement this in your business.

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