Sometimes schools use role-specific email addresses for their staff members, such as 'head@school.com' or 'admin@school.com'.
When someone new takes on the role and the email address transfers to the new governor, GovernorHub will recognise the email address as still belonging to the previous governor. This means that the new user won't have a new account, they name on the old account will simply be updated and include any old confirmations, declarations, and training.
To ensure that all noticeboard posts, documents, training records and other details remain attributed to the previous governor, it's important you do not simply rename the old account.
If the member was signed up to more than one board using the email account (e.g. if a Headteacher was a member of their school board and a local Headteachers group on GovernorHub), these steps won't work. In this instance, you will need to contact us using the blue help icon or email support@governorhub.com
Reassigning the email address
To add the new governor, first remove the previous governor from the board. You'll need to click the red Remove button under their name on the Members tab.
Remember to keep any appointments in place in order for this user to be transferred to the historical record. If they have no appointments, they will not be added to the record.
Once the previous user has been removed, click on the 'Add Member' button under the 'Members' section of the 'Governing Board' tab.
Type in the email address and select Next.
GovernorHub will recognise the account as belonging to the previous owner. Click on No, this email address belongs to someone else.
Enter the name of the new user. You can also add in any appointment details.
Finishing this step will archive the old account linked to this email address and set up a brand new account linked to the email.
Click on Invite to GovernorHub. The new user will be sent a registration email to finish setting up their account.
Unable to reassign the email address
If you receive an error message after trying to reassign the email address, this means that the email address is in use on another account or group.
It won't be possible to archive the address as it's still being used elsewhere.
You'll need to contact us directly via the blue help icon or at support@governorhub.com.
