Handing over to the next secretary

Clubs change their officers every year or two, and the new person should not have to start from nothing. Officer handover is one guided screen that invites the next person, keeps the club working until they accept, then moves the club over and ends the old login cleanly. The owner or an officer starts it, from Settings (the card Office holders has a button) or from Logins and roles.

How to hand over

1. Who is leaving. Tick each officer who is stepping down.
2. Who is coming in. Type their name and email address.
3. What they take over. Choose everything the leaving officer holds (their role, their title, and ownership of the club if the owner is leaving), or only what you pick. A club always has exactly one owner, so if the owner leaves, ownership has to go to the person coming in.
4. What happens to the leaving login. Keep it as a read-only login, which can look at the roll, dues and newsletters and change nothing, or remove it so it can no longer sign in.
5. A note for them. Where the bank, the domain name and the exported ZIP are kept: things Clubroll cannot know.
6. Press Review the handover. The next page says in plain words exactly what will happen and changes nothing. Type your password again, tick the box and press Start the handover.

What happens next

The person coming in gets an email with a link that works once and expires after 14 days. If email is off, or the address has bounced, the page shows the link so you can send it yourself. Until they accept, nothing changes: the leaving officers, the owner included, keep full access, so the club is never without someone in charge.

When they accept, in one step: ownership and the billing contact pass to them, the leaving login is made read-only or removed, and every session the leaving officer has open ends at once. A leaving officer's title and place on the website's officers list go to the new person. If the link is lost, press Send a new link, which stops the old one. Cancel the handover stops it altogether and changes nothing. If the person coming in already has a login in your club, they confirm with their own password.

The handover pack

The new officer lands on the handover pack: where the roll, the dues book, the newsletters and the site are, what is scheduled (reminders, scheduled newsletters), what is waiting (applications, payments to reconcile, privacy requests), what the club has promised about privacy, who the billing contact is, and your note. The owner or an officer can press Download everything (ZIP) on it before the handover finishes: see export everything.

Who held which role

The Who held which role page lists everyone who has held an office, with dates, and how each term ended. Names stay there after a login is removed, and the audit log keeps what each person did under their name.

What is not moved

The card on the subscription belongs to whoever subscribed: the new owner changes it from the card link on the Billing screen, or writes to support@clubroll.app from the address that paid. See billing and your subscription. The club's bank, its domain name and any Stripe or PayPal account are not in Clubroll, so write them in your note. To change one person's role, or remove a login without a handover, see invite another officer.