When a member of your team moves to another department or leaves your institution, there may be multiple tasks to adjust, including managing opportunities in the InfoReady platform.


As a Super Administrator (or Global Administrator, if microsites enabled), you might not know where to start to ensure a streamlined transition for both the outgoing and incoming administrator.


The following information should supply a general roadmap, as well as specific steps to take, to pave the way for a smooth transition.

Please Note: Opportunity ownership change requests must be sent to InfoReady Support by a Super Admin (or Global Admin, if microsites are enabled), but the outgoing Admin can play a critical role, by reviewing their opportunities, “deleting” and “archiving” opportunities, as needed, and providing training to other Admins, in regard to using templates, best practices, etc. before their departure.


Step 1: Run a report to determine which opportunities the outgoing Admin is Owner or Co-administrator. 


Step 2: Review the report. If there are “Test” opportunities or other opportunities you do not need to keep for historical purposes, consider deleting.


Step 3: Of the remaining opportunities, consider archiving those you need for historical purposes.

Step 4: Of the opportunities the outgoing Admin owns, decide which Administrator (or Administrators, if not all opportunities will transfer to one Admin) will become the new owner(s).

  • If the incoming Admin will be a brand-new Admin, please add this individual as a new user in the platform and be sure to select the correct user role. How To: Adding a User.
  • If your site has microsites, please be sure to select the correct drop-down for the microsite you would like the new Admin assigned to.
  • To learn more about different Admin roles, please review Administrator Roles & Permissions.


Step 5 (If applicable): For those opportunities where the outgoing Admin is a Co-admin, internally notify the owners of those opportunities, and recommend that they edit their opportunities to remove the outgoing Admin as Co-admin, and add a new Co-admin (incoming Admin), if applicable.

  • If opportunities are “archived,” determine if you want the Co-admin updated. If so, create a list (include URL links) of those opportunities you would like unarchived.


Step 6: Please submit a ticket with the following information, so we can begin the opportunity ownership transfer process. Ownership changes can take 2-5 days, depending on the number of opportunities.

  • Name and email, Outgoing Admin
  • Name and email, Incoming Admin(s)
  • Breakdown of which Admins will be new owners of which opportunities, if there is more than one incoming Admin.
  • What opportunities you need unarchived, if applicable (see Step 5).


Please Note: InfoReady Support updates the Owner of the opportunity in the platform but does not update any mention of the previous owner within the opportunity itself. Therefore, after the ownership change, the new owner should review email notifications, description (Details page), reviewer instructions (Routing Steps), etc. to update any contact information, if necessary.


Step 7: Once InfoReady Support completes the ownership transfers, they will let you know. When that occurs, the Super Admin (or Global Admin, if microsites enabled) should consider updating the user role of the Outgoing Admin. 


Step 8 (If applicable): When the Incoming Admin is a brand-new Admin, be sure to do the following:

  • Have the new Admin review the “Welcome Email” from InfoReady.
  • Encourage them to view the New Administrator Training Modules.
  • Acquaint them with the Support Portal and other Resources.
  • Go over what permissions they have in their new role.
  • Answer any questions they have or request they reach out to InfoReady Support for assistance.

Have more questions about this topic? Go to the Community Forum to pose the question to other users or submit a support ticket to InfoReady.