Succession Planning - Care Hub
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Succession Planning

Ensuring continuity and access recovery

Executive Summary

Care Hub's succession planning framework ensures organizational continuity beyond any individual. This comprehensive documentation covers critical account access, recovery procedures, platform credentials, and emergency protocols necessary for seamless leadership transitions.

🔥 CRITICAL: Emergency Access Documentation

This page serves as the master reference for all platform credentials, recovery mechanisms, and continuity procedures. In the event of founder incapacity or transition, designated successors will have complete access to all systems and accounts necessary to maintain operations.

Why Succession Planning Matters

The Care Hub platform is designed to serve millions of cancer patients globally. Personal circumstances—whether health challenges, emergencies, or natural leadership transitions—must never compromise our mission. This framework ensures:

  • Operational Continuity – All critical systems remain accessible to authorized personnel
  • Knowledge Transfer – Complete documentation of processes, credentials, and technical architecture
  • Emergency Response – Rapid recovery procedures for time-sensitive scenarios
  • Stakeholder Protection – Investor confidence through transparent governance and backup systems
Master Passwords & Access Credentials

⚠️ SENSITIVE INFORMATION

This section contains critical system passwords and access credentials. Secure storage in password manager (1Password, Bitwarden) or trusted person access is mandatory.

TODO List Access Levels

  • Superadmin (Full Access): bond007 – Complete visibility of all tasks across all modules
  • Restricted Access: cruiser – Limited visibility (specifications TBD)
  • Collaborator Access: Individual password created during registration – Only assigned tasks visible

Database Credentials

  • Supabase Database Password: Sll5JK0im8W1MVfg
  • Access URL: supabase.com project dashboard
  • Service Role Key: Stored in .env.local (see Environment Variables section)

Collaborator Note: Individual collaborators set unique passwords during registration. The system validates against Supabase collaborators table and automatically filters task visibility by assignee. No manual password distribution required.

Platform & Service Accounts

Comprehensive inventory of all external platforms and services requiring access credentials:

Development & Hosting

  • GitHub: Username, password, 2FA recovery codes, repository access tokens
  • Vercel: Deployment platform credentials, project access, environment variable management
  • Supabase: Login credentials, project access, API key management, database admin

Website & Domain Management

  • Squarespace: Website admin access, domain management, billing
  • Domain Registrar: DNS management, domain renewal, transfer codes

Communication & Email

  • Gmail: research.carehub@gmail.com (primary research/beta communication)
  • SMTP Credentials: App-specific passwords for automated email sending
  • Email Service Provider: Transactional email service credentials (if applicable)

Analytics & Monitoring

  • Google Analytics: Property access, tracking configuration
  • Error Tracking: Sentry/monitoring service credentials
  • Uptime Monitoring: Service health check dashboard access

Action Required: Fill in specific credential details for each platform. Store securely using enterprise password manager with emergency access delegation.

Environment Variables & API Keys

Critical environment configuration stored in .env.local file. These variables are essential for platform operation:

Authentication & Database

  • NEXT_PUBLIC_SUPABASE_URL – Supabase project URL
  • NEXT_PUBLIC_SUPABASE_ANON_KEY – Public API key (client-side safe)
  • SUPABASE_SERVICE_ROLE_KEY – Admin API key (server-side only, full permissions)
  • DATABASE_PASSWORD – Direct database connection password

Email Configuration

  • SMTP_USER – research.carehub@gmail.com
  • SMTP_PASS – Gmail app-specific password for automated sending
  • EMAIL_FROM – Default sender address for transactional emails

Google Sheets Integration

  • GOOGLE_ENHANCED_WEBHOOK_URL – Google Apps Script endpoint for data sync
  • GOOGLE_SHEETS_TRACKING_ID – Main tracking spreadsheet ID
  • GOOGLE_SHEETS_MAIN_ID – Primary data sheet ID
  • GOOGLE_SHEETS_SUMMARY_ID – Dashboard summary sheet ID
  • GOOGLE_SHEETS_BACKUP_ID – Automated backup sheet ID

Security & Automation

  • CRON_SECRET – Authentication token for automated task execution
  • JWT_SECRET – Session token signing key
  • ENCRYPTION_KEY – Data encryption key for sensitive fields

Backup Protocol: Store complete .env.local file in secure vault. Never commit to version control. Maintain encrypted backup copy accessible to designated successors.

Personal Devices & Local Access

Development Machine

  • MacBook Login: User account password, administrator access
  • FileVault Recovery Key: Disk encryption recovery mechanism
  • SSH Keys: GitHub authentication keys (~/.ssh/ directory)
  • Local Development: Node.js environment, project repositories location

Mobile Devices

  • iPhone Passcode: Device unlock code
  • Apple ID: iCloud credentials, two-factor authentication
  • 2FA Apps: Google Authenticator, Authy backup codes
  • iCloud Backup: Device backup location and restoration process

Emergency Access: Designated successor should have written instructions for device access. Consider Apple Legacy Contact feature for iCloud data transfer.

Healthcare & Medical Accounts

Founder's personal healthcare portals (included for comprehensive continuity planning):

  • Banner Health App: Patient portal login for medical records access
  • LabCorp: Laboratory results portal credentials
  • Walgreens Pharmacy: Prescription management account
  • CVS Pharmacy: Retail pharmacy account access
  • CVS Specialty: Specialty medication portal
  • Sonora Quest: Lab testing and results portal

HIPAA Consideration: Healthcare credentials should be shared with designated healthcare proxy or power of attorney holder only. Ensure proper legal documentation exists for medical decision-making authority.

Emergency Recovery Procedures

Immediate Access Scenarios

Step-by-step protocols for different emergency situations:

Scenario 1: Planned Transition

  • Step 1: Founder provides direct credential transfer to successor
  • Step 2: Joint access period for knowledge transfer (30-90 days recommended)
  • Step 3: Update all platform admin accounts with successor email
  • Step 4: Change all passwords post-transition completion
  • Step 5: Update payment methods and billing contacts

Scenario 2: Unexpected Incapacity

  • Step 1: Designated successor retrieves password manager master password from secure location
  • Step 2: Access GitHub repository for complete codebase and documentation
  • Step 3: Login to Supabase using database credentials from .env backup
  • Step 4: Access Vercel for deployment management
  • Step 5: Contact Squarespace support for domain/website access using account recovery procedures

Scenario 3: Lost 2FA Access

  • GitHub: Use recovery codes stored in password manager
  • Google/Gmail: Account recovery via backup email or phone number
  • Supabase: Contact support with identity verification documents
  • Other Services: Follow platform-specific account recovery procedures

Prevention Tip: Store 2FA recovery codes in password manager immediately upon enabling two-factor authentication. Test recovery procedures annually.

Technical Documentation & Knowledge Transfer

Essential Documentation Locations

  • README Files: Project root, /docs folder, key component directories
  • API Documentation: /docs/api or Swagger/OpenAPI specifications
  • Architecture Diagrams: System design, database schema, data flow
  • Deployment Guides: Step-by-step deployment and rollback procedures
  • Troubleshooting Playbooks: Common issues and resolution steps

Knowledge Transfer Checklist

  • Complete codebase walkthrough with successor
  • Database schema explanation and migration procedures
  • Third-party integrations and API dependencies
  • Monitoring and alerting system configuration
  • Backup and disaster recovery procedures
  • Security policies and compliance requirements

Comprehensive documentation ensures successors can maintain and evolve the platform without dependency on individual knowledge. Invest in documentation as organizational infrastructure.

Legal & Financial Continuity

Business Continuity Essentials

  • Entity Documents: Articles of incorporation, operating agreements, shareholder records
  • Contracts: Active agreements with vendors, partners, contractors
  • Intellectual Property: Trademark registrations, copyright documentation, patent applications
  • Financial Accounts: Business bank accounts, payment processor credentials, tax records
  • Legal Contacts: Corporate attorney, accountant, registered agent information

Succession Planning Documents

  • Founder agreement with buyback/transfer provisions
  • Key person insurance beneficiary designations
  • Power of attorney for business decisions
  • Board resolutions authorizing successor authority
  • Emergency contact list for stakeholders and investors

Legal Requirement: Consult with attorney to ensure proper succession planning documents are executed and stored securely. Update annually or after significant business changes.