What the Admin Handover Covers
The handover is for the person or team inside your organisation who will manage message accounts, shared calendars, document spaces and basic security settings after go-live. We keep it practical and specific, so your internal admin does not need to chase missing passwords or work out who has access to what.
Typical handover items include user setup rules, mailbox permissions, group management, calendar sharing levels, document access controls and the process for handling staff changes. If your office is split between sites, for example a head office in Pretoria and field staff in the Western Cape, we set this out clearly so the right people have the right access.
- User and mailbox ownership rules
- Shared calendar permission levels
- Document space access by team or project
- Password reset and account recovery steps
- Basic security checks for new and departing staff
- Notes for admin work during load-shedding or low-connectivity periods
A Clear Process From Setup to Sign-Off
We start with a short admin briefing to understand who will handle day to day tasks, how many users you have, and which functions must stay with your internal team. After that, we prepare the handover notes and walk through the system with your administrators step by step.
The process is simple. First we review the current setup. Then we confirm the admin roles, apply the required permissions and show your team how to complete the core tasks. Finally, we do a sign-off session so everyone knows what has been handed over and what still needs outside support. If your team is based in different towns, we can split the session into shorter blocks to suit school runs, meetings or limited data bundles, which helps alot.
- Discovery call and admin requirements check
- Review of accounts, groups and shared spaces
- Role setting for internal administrators
- Live walk-through of common admin tasks
- Handover notes and sign-off
What Your Team Learns During the Handover
The aim is not to overwhelm your staff with technical detail. We focus on what they will actually use. That includes creating and disabling users, updating display names, assigning shared mailboxes, adjusting calendar access, and managing document collaboration spaces for committees, volunteers or project teams.
We also cover practical admin checks, such as how to spot a mailbox that is close to its storage limit, what to do when a password reset request comes in, and how to verify that a departing staff member no longer has access to shared folders. For organisations with volunteers coming and going, that is often the most important part of the handover.
- Add, suspend or remove users
- Assign roles and permission levels
- Manage shared calendars and room access
- Review storage use and mailbox limits
- Handle common access and login issues
Security Review and Control Points
Before we close out the handover, we run through the security controls that matter most for non-profits. That includes access separation for staff and trustees, strong password practices, recovery contact details, and a check on who can approve changes. Where needed, we also look at mobile device access for staff who work in the field or from home.
Security is not only about keeping outsiders out. It is also about making sure the wrong internal person cannot change settings they should not touch. We set out the control points clearly so that one person does not end up carrying the whole system on their own, especially during busy periods like audit prep or year-end reporting.
- Admin role review
- Recovery details and backup contacts
- Mobile access checks for phones and tablets
- Permission review for sensitive folders
- Basic audit trail notes for internal records
Turnaround and Pricing Approach
Most handovers can be completed within 2 to 5 working days once we have the required details from your team. Larger organisations, or groups with multiple locations and layered permissions, may need a bit longer. We will always tell you where the time goes so there are no surprises.
Pricing is based on the size of the environment, the number of users and the level of admin detail needed. A small non-profit with a few mailboxes and shared calendars will cost less than a multi-branch organisation with document spaces, import work and several admin roles. We quote in Rand and keep the scope clear before work begins.
Where there are urgent deadlines, we can prioritise the handover so your internal admin is ready before a campaign launch, board meeting or staff changeover.
Maintenance Intervals After the Handover
Once the handover is done, some organisations only need occasional guidance, while others want a regular check-in. We can support both. A light maintenance interval is useful after the first month, then again after major staff changes, annual planning or a system refresh.
For most teams, a quarterly admin review is enough to keep permissions clean and avoid old accounts hanging around. Larger offices may prefer monthly checks during busy periods. If your organisation relies on seasonal volunteers or project-based staff, we can also build a simple admin review schedule around those intake dates.
- 30 day post-handover check
- Quarterly permission and access review
- Support after staff turnover or restructuring
- Extra review before audits or major events
This keeps admin work manageable and helps your team avoid confusion when someone is on leave, offsite or working through patchy connectivity.
Key facts
| Service type | Admin handover for internal administrators |
|---|---|
| Typical turnaround | 2 to 5 working days after details are received |
| Coverage | Message, calendars, document spaces, security and basic support |
| Ideal client | Non-profit organisations with internal admin staff |
| Support model | South Africa-wide, including remote and multi-branch teams |
| Pricing basis | Quoted by user count, complexity and scope in Rand |
