Software Project Handover

What is this?

A professional handover is more than just sharing access. It's a structured process to ensure the new team can understand, maintain, and build upon the project with minimal friction. This guide provides a checklist for handing over a typical software project, using an example stack of a FastAPI App, n8n workflows, and Notion documents.

The Handover Protocol

A successful handover can be broken down into three phases: Preparation, the Handover Meeting, and the final Transfer of Ownership.

Phase 1: Preparation (The 90%)

The goal is to create a self-sufficient package. The new team should be able to operate without you.

1. Create a Central Handover Document

This is your single source of truth, typically a page in Notion or your project's wiki.

• Project Overview: High-level summary, goals, and stakeholders.
• Architecture Diagram: A simple visual of how services (FastAPI, n8n, database, etc.) connect.
• Credentials & Access List: List all required tools (e.g., GitHub, n8n, AWS). Do not include passwords; note that they will be shared securely.
• Known Issues & Future Work: A transparent backlog of bugs or planned features.

2. Prepare the Codebase (e.g., FastAPI on GitHub)

• Crucial README.md: This is the front door to your project.
  • What it is: A clear project description.
  • How to set up: Step-by-step local setup instructions. Use a .env.example file for environment variables.
  • How to run: uvicorn main:app --reload
  • How to test: Instructions for running the test suite.
• Dependencies: Ensure your requirements.txt or pyproject.toml has pinned versions to prevent future conflicts.
• Code Clarity: Add comments to complex or non-obvious logic. Good code documents itself, but clarification helps.

3. Prepare the Workflow (e.g., n8n)

• Document Each Workflow: In your Handover Document, detail:
  • Purpose: What does this workflow automate?
  • Trigger: How does it start (webhook, schedule)?
  • Credentials Used: List the credentials required (e.g., "Google Drive API," "SendGrid API"). The new team will need to add their own.
• Export as JSON: Export each workflow as a .json file and link it in your documentation. This is a critical backup and migration tool.

4. Prepare the Documentation (e.g., PRD/SRD in Notion)

• Clean & Organize: Ensure the documents are up-to-date, well-structured, and easy to navigate. Remove drafts or irrelevant pages.

Phase 2: The Handover Meeting

This is a real-time session to bridge any gaps.

• Schedule & Record: Book 1-2 hours and record the meeting for the new team's reference.
• Agenda:
  1. Walkthrough the Handover Document: Use it as your guide.
  2. Live Demo:
     • Run the FastAPI app locally.
     • Walk through the n8n workflow, explaining the logic of key nodes.
     • Navigate the Notion docs.
  3. Open Q&A: The most valuable part of the meeting.
• Discuss Support: Clearly define your availability for questions post-handover.

Phase 3: Transfer of Ownership

The final, formal step.

• [ ] GitHub: Transfer repository ownership to the new team's account or organization.
• [ ] n8n: Help the new team import the workflow .json into their own n8n instance and configure their credentials.
• [ ] Notion: Transfer ownership of the documents or duplicate them into the client's workspace.
• [ ] Credentials: Transfer all secrets and passwords using a secure method like a password manager (e.g., 1Password, Bitwarden).
• [ ] Final Sign-off: Get written confirmation from the new team that they have received everything and the handover is complete.