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Workspace Admin Ownership Transfer

In TeamSigs, each organization workspace is governed by a primary Workspace Administrator. This administrator manages the corporate signature templates, team directory, and Stripe billing subscription.

When organizational roles shift—such as an IT handover, executive departure, or department restructuring—TeamSigs provides a seamless, self-service Workspace Ownership Transfer mechanism.

Overview & Purpose

A workspace ownership transfer reassigns full administrative control from the outgoing administrator to an incoming team member.

The transfer process is atomic:

  • Single Active Owner: Prevents split billing authority or conflicting directory updates.
  • Instant Demotion & Session Revocation: The outgoing administrator loses admin rights immediately and is signed out.
  • Preserved Signatures: Neither the incoming nor outgoing administrator experiences any disruption to their personal email signature.

Prerequisites for Ownership Transfer

Before initiating a transfer, ensure the following requirements are met:

  1. Exact Domain Match: The new administrator's email address must share the exact corporate domain of your workspace (e.g., [email protected]). Ownership cannot be transferred to personal email providers (Gmail, Outlook) or external domains.
  2. No Pre-Existing Admin Account Needed: The recipient does not need to have registered an account beforehand. If they are already listed in your team directory (team_members), the system automatically promotes them to the administrator role. If they are not yet in the directory, TeamSigs automatically provisions them during the transfer.
  3. Active Administrator Session: Transfers can only be initiated by the currently authenticated Workspace Administrator via the Billing console.

Step-by-Step Self-Service Transfer Walkthrough

Follow these steps to transfer workspace administration:

1. Access the Billing Dashboard

  1. Log in to your administrator account at teamsigs.com.
  2. Click Billing in the primary navigation sidebar.

2. Locate the Danger Zone Section

  1. Scroll to the bottom of the Billing page past the subscription status and pricing plans.
  2. Under the Danger Zone / Account Ownership heading, locate the Transfer Ownership card.
  3. Click the Transfer Workspace... button.

3. Enter Target Email & Confirm

  1. In the Transfer Workspace Ownership modal, enter the corporate email address of the new administrator (e.g., [email protected]).
  2. Review the confirmation alert:

    "You will be logged out immediately upon completion. The new administrator will manage the team, billing, and templates."

  3. Click Confirm & Transfer Ownership.

4. Immediate Session Termination

Once confirmed:

  • Your current administrative session is destroyed immediately.
  • You are redirected to /login.
  • Any pending 6-digit OTP verification codes for both parties are invalidated for security.

What Changes Post-Transfer

The table below outlines how responsibilities and system access change immediately after the transfer commits:

Area Outgoing Administrator Incoming Administrator
System Role Demoted to standard team member (user) Promoted to Workspace Admin (admin)
Portal Access Sandboxed strictly to /my-signature Full navigation (/team, /templates, /billing)
Billing Management No access to Stripe or payment methods Full access to Stripe Customer Portal
Billing Contact Removed from invoice notifications Receives renewal notices (contact_email)
Email Signature Preserved intact in directory Preserved intact in directory
Next Login Flow Receives OTP and lands on /my-signature Receives OTP and lands on admin dashboard

Continuity of Email Signatures

The database transaction ensures the outgoing administrator remains an active employee in team_members. Their email signature layout, contact details, and adoption status remain completely untouched. When they next log in via 6-digit OTP, they can view and copy their signature as usual.

Troubleshooting & Emergency IT Recovery

The Administrator Has Left the Company Abruptly

If an administrator departs the organization without initiating a self-service transfer, internal staff may lose administrative access to TeamSigs.

Because TeamSigs operates on passwordless 6-digit email OTP authentication, standard recovery procedures apply:

  1. Email Alias / Inbox Delegation (Fastest Method):

    • Have your corporate IT administrator delegate or temporarily route the departed administrator's inbox to a designated manager.
    • Request a 6-digit OTP login code for the departed administrator's email at /login.
    • Log in to the workspace and execute the self-service transfer in Billing to the new permanent administrator.

  2. Emergency Super Admin Intervention:

    • If the previous inbox cannot be accessed, your corporate IT or Legal department can contact TeamSigs Support ([email protected]).
    • TeamSigs will require cryptographic proof of domain ownership (such as creating a temporary DNS TXT verification record on your corporate domain).
    • Upon domain verification, TeamSigs engineers can execute an administrative transfer through the internal Super Admin console to your designated corporate email.