This guide summarizes the steps required when an owner changes due to a team member's transfer or resignation, along with key checkpoints to ensure your automated tests keep running without interruption.
Table of Contents
- Action Checklist
- Keeping Test Automation Running
- How to Change the Owner
- Removing the Previous Owner from Members & Deleting Their Account
- Handing Over Contract Information
- Handing Over Test Creation & Maintenance Rules
- Organization Owner & Project Owner Permissions Reference
1. Action Checklist
Review this first. Details for each task are covered in the chapters that follow.
| # | Task | Responsible | Details |
|---|---|---|---|
| 1 | Review scheduled run settings & switch CI API tokens to a new account | Previous owner (or new owner if not possible) | → Chapter 2 |
| 2 | Change the organization owner | Previous owner | → Chapter 3 |
| 3 | Change the project owner(s) | Previous owner | → Chapter 3 |
| 4 | Remove the previous owner from the organization & project member lists | New owner | → Chapter 4 |
| 5 | Request deletion of the previous owner's account | Previous owner | → Chapter 4 |
| 6 | Share contract plan & option details | Previous owner & new owner | → Chapter 5 |
| 7 | Share test creation & maintenance rules | Previous owner & new owner | → Chapter 6 |
Important: Tasks 1–5 must be completed before the previous owner leaves or transfers. If the previous owner has already left, you will need to contact MagicPod Support, which may take additional time.
2. Keeping Test Automation Running
① Sharing Scheduled Run Settings (Responsible: Previous owner)
Scheduled runs will not stop when an account is deleted. However, if the settings are not shared during the handover, the following problems can occur:
- Failure notification recipients (Slack/email) remain set to the previous owner
- It becomes unclear which test cases are included in scheduled runs, causing maintenance to fall behind
- Unknown execution schedules may lead to duplicate runs or wasted cloud device capacity
Use the MagicPod Web API to retrieve a list of all scheduled run settings per project. Referring to this list will help ensure a smooth handover.
(Reference: How to use MagicPod Web API)
② Checking API Tokens Registered in CI (Responsible: Previous owner or new owner)
API tokens are tied to individual user accounts. If the previous owner's API token is registered in a CI service such as GitHub Actions or CircleCI, deleting that account will suddenly stop all automated CI runs.
Actions to take:
- Identify whose API token is currently registered in each CI service
- Before the previous owner leaves, switch to a token belonging to a dedicated account or the new owner
(Reference: How to use MagicPod Web API, Run tests regularly with CI services)
3. How to Change the Owner
Changing the Organization Owner
Go to the organization settings → "Basic Information" tab → click the "Change owner" button at the bottom of the page. This can only be done by the current organization owner.
If the previous owner has already left and cannot perform this action: You can request this change from the MagicPod Support team (please allow up to approximately 2 weeks for processing).
Reference: Change the organization owner
Changing the Project Owner
Go to the project settings → "Basic Information" tab → click the "Change owner" button at the bottom of the page. This can only be done by the current project owner or the organization owner.
If both the project owner and organization owner have already left: First, contact MagicPod Support to change the organization owner, then change the project owner afterward.
Reference: Change the project owner, Change the organization owner
Restrictions (Cases Where a User Cannot Be Set as Owner)
A user cannot be set as the new owner if both of the following conditions apply:
- They belong to more than one organization
- At least one of those organizations uses "organization-exclusive users" or "SAML authentication"
4. Removing the Previous Owner from Members & Deleting Their Account
① Remove from the Member List (Responsible: New owner)
Even after the owner change, the previous owner remains as a member and retains update permissions. Remove them from the member lists promptly once the handover is complete.
- Organization member list → Remove the previous owner
- Project member list → Remove the previous owner
② Request Account Deletion (Responsible: Previous owner)
If the previous owner will no longer use MagicPod at all, account deletion must be requested from MagicPod Support (it cannot be done directly from the admin panel).
Steps:
- Complete the owner change and handover first (prerequisite for deletion)
- Submit a deletion request via the support form from the relevant user's account
※ For organization-exclusive users, the organization admin can delete the account from the Members page.
Reference: Delete user accounts
5. Handing Over Contract Information
After the handover, the new owner will be responsible for managing the contract. Understanding the contract details in advance reduces the risk of delays in renewals or uncertainty about which options are in place.
Contract Information to Confirm and Hand Over
| Item | What to Check |
|---|---|
| Contract plan | Standard (monthly/annual) or Enterprise Lite/Enterprise; mobile app plan, browser plan, or both |
| Billing method | Plan page (automatic credit card charge) or order form (invoice/bank transfer) |
| Contract renewal date | Annual and Enterprise contracts may require active renewal management |
| Options | Additional projects, test cases, cloud devices/browsers, etc. |
| Project owners | Who is responsible for which project |
Standard Plan
If you subscribed via the plan page (credit card), the current contract details can be viewed under Settings → "Plan". The organization owner can also make changes from this page.
If you subscribed via an order form (invoice), please refer to your PDF order form.
(Reference: Subscribe to a paid plan and manage payments)
Enterprise Lite / Enterprise Plan
Please refer to your PDF order form for contract details. If you are unsure about any aspect of your contract, contact the MagicPod Support team.
In addition, Enterprise plans may include the following features. Be sure to check the configuration and current usage of these during the handover:
- IP address restrictions (organization data & user accounts)
- SAML authentication / SCIM
- Organization-exclusive users
- MagicPodConnect (secure tunneling)
- Premium Support / Premium Support Express
(Reference: Features of the Enterprise plan)
6. Handing Over Test Creation & Maintenance Rules
If team-defined operational rules are not passed on, it can lead to declining test case quality and undocumented settings that no one is aware of. Make sure to hand over the following items through documentation or direct conversation.
Test Case Creation & Update Rules
- Prioritization and policy for creating test cases (which screens to automate first)
- Timing for updating test cases when screens or features change
- Review process (who the reviewer is, how to use the Branch and History features)
- Rules for adding Comment and Blank line commands
- Naming conventions for UI elements
- Conditions for creating Shared Steps (e.g., login flows; sequences of 5+ steps used in 2+ test cases)
Test Case Management Rules
- Naming conventions for test cases
- What to include in the description field
- Rules for organizing UI components, labels, folders, and branches
Scheduled Run & Test Result Review Rules
- Test execution schedule and how it is communicated within the team
- Who checks test results and when (also confirm Slack/email notification recipients)
- How to handle flaky (unstable) tests
Collaboration Rules with Developers
- How developers communicate upcoming changes that affect tests
- Escalation process for investigating test failures
(Reference: Operational rules for using MagicPod with multiple users)
7. Organization Owner & Project Owner Permissions Reference
The following actions become unavailable if there is no owner. Confirm these before completing the handover.
Actions Only the Organization Owner Can Perform
| Category | Actions |
|---|---|
| Organization settings | Change icon, organization name, and display name |
| Security | Enable IP address restrictions, SAML authentication, and organization-exclusive user features |
| Member management | Enable member permission management; manage individual member permissions |
| Owner management | Change the organization owner; delete the organization |
| Contract & billing | Change plan options; update payment information |
| Resource management | Reallocate cloud devices and browsers |
| Billing | Add billing contact email addresses (for invoice-based contracts) |
※ The permissions to change the organization owner, modify plan options, and update payment information cannot be granted to any member other than the organization owner.
Related Help Pages
Change Your Registered Credit Card
How to increase test cases and projects
How to Allocate Additional Cloud Devices & Browsers
Add billing contact email addresses
Change the primary email address of the organization's owner
Actions Only the Project Owner Can Perform
| Category | Actions |
|---|---|
| Project settings | Change project name, description, and auto-deletion settings for trash |
| Member management | Add/remove project members and manage their permissions |
| Owner management | Change the project owner; delete the project |
| Test management | Add, edit, and delete test case labels |
| Data management | Import and export multi-lang data pattern CSV files |
※ The permission to change the project owner cannot be granted to any member other than the project owner.
(Reference: About permissions)