When your chapter elects a new representative, the shared Google account (Drive, Gmail, Calendar, etc.) needs to move with them. This guide walks the outgoing representative through the two things that matter most: updating the recovery email so account alerts and password resets go to the right person, and resetting the password so the new representative has a working login.
Do these steps together, in order. Updating the recovery email first makes the password reset step easier if anything goes wrong.
Before You Start
You’ll need:
- The current login credentials for the shared account
- The new representative’s personal email address (to use temporarily as the recovery email, or permanently if your chapter prefers)
- A few minutes signed in as the shared account — not your personal Google account
Tip: If you’re not sure whether you’re signed into the shared account or your own, click your profile icon in the top-right corner of any Google page. It will show the email address you’re currently using.
Step 1: Update the Recovery Email
The recovery email is where Google sends password reset links and security alerts. Updating this ensures the new representative — not a volunteer who’s already moved on — controls account recovery going forward.
- While signed into the shared account, go to myaccount.google.com
- In the left menu, click Security
- Scroll to “How you sign in to Google” and click Recovery email
- You may be asked to sign in again to confirm it’s you
- Click Edit (pencil icon) next to the current recovery email
- Enter the new representative’s email address
- Click Next — Google will send a verification code to that address
- Have the new representative check their inbox and give you the code, then enter it to confirm
If you no longer have access to the old recovery email or phone number and get stuck at the “verify it’s you” step, skip ahead to Step 2 — sometimes resetting the password first will unlock the ability to update recovery info afterward.
Step 2: Reset the Password
Once the recovery email is updated, reset the password so the outgoing volunteer’s old password no longer works and the new representative gets a fresh, known password.
- Go to myaccount.google.com (while still signed into the shared account)
- Click Security in the left menu
- Under “How you sign in to Google,” click Password
- Enter the current password when prompted
- Enter a new password twice, then click Change Password
Best practice: Use a password manager or generate a strong, unique password — don’t reuse a personal password. Store the new password somewhere your chapter leadership can access it later (not just in one person’s head), such as a chapter leadership document or shared vault.
If You’re Locked Out (Can’t Sign In at All)
If the outgoing volunteer has technical trouble signing in — forgotten password, no access to the recovery email/phone, etc. — try Google’s account recovery flow instead of the steps above:
- Go to accounts.google.com/signin/recovery
- Enter the shared account’s email address
- Follow the prompts — Google will ask a series of questions (last known password, approximate account creation date, etc.) to verify ownership
- If recovery succeeds, immediately complete Steps 1 and 2 above
If account recovery repeatedly fails, don’t keep retrying — repeated failed attempts can temporarily lock Google’s recovery flow further. Reach out to [help@assp.dev / your IT contact] for help, since some shared chapter accounts may have admin-level recovery options outside the standard self-service flow.
After the Handoff
Once the new representative has full access, they should:
- Confirm they can sign in with the new password
- Set up their own two-factor authentication method (phone number or authenticator app) under Security > 2-Step Verification
- Review connected apps and devices under Security > Your devices and sign out any old sessions