How does handover work when the committee changes?

Committee handover is where most informal systems fail. A secretary resigns, a treasurer moves overseas, and whatever lived in their personal inbox or laptop leaves with them — sometimes permanently.

The traditional handover problem

Under the shoebox-of-PDFs model, an incoming committee typically inherits an incomplete picture: some documents on a USB stick, some in an old email account nobody can access, and institutional knowledge that was never written down at all. New committee members spend their first few months rediscovering things the outgoing committee already knew, and mistakes get repeated because nobody remembers why a decision was made a particular way.

How it works differently on Flex Strata

Every meeting, decision, document, maintenance job and compliance item is attached to the building's record, not to an individual's account. When a committee position changes hands:

• Remove the outgoing member's access
• Invite the incoming member and assign their role
• They see the full history immediately — past meetings, minutes, open maintenance jobs, compliance status and documents

There's no export, no handover meeting required to transfer knowledge that only exists in someone's head, and no risk of a gap if the outgoing person is unreachable.

What still needs a real handover conversation

The system preserves the written record, but it can't replace context that was never documented — an informal understanding with a neighbour about a shared fence, or why the committee decided against a particular contractor last year. It's worth the outgoing and incoming office-bearer having a short conversation covering anything that isn't already written down, even with a good system in place.

Elections and AGMs

Handover typically follows the AGM, where committee positions are elected or re-elected under your scheme's rules. Once the new committee is confirmed in the minutes, updating access in the portal takes a couple of minutes rather than a working bee.