My Clubs Manager

Training ›

Officer handoff at year end

For: President or Admin, with the Treasurer and Secretary · Time: about 10 minutes

Everything stays with the club, not with the person. When officers change, you change who can sign in and what they can do. Nothing needs to be copied.

Give the new officers their jobs

  1. The Admin opens Club ▾ → People and jobs.
  2. Invite each new officer with Send invite and tick their job. Someone already on the list? Press Change jobs next to their name.
  3. For officers who are stepping down, press Change jobs and leave only Member. Or press Remove if they should not sign in at all.
  4. On the Member list, press Edit and update each person’s Office held.

Tip: Your club must always keep at least one Admin. Make the new President an Admin before the old one steps down.

The list of people who can sign in, with their jobs and the Change jobs and Remove links.
People and jobs: who signs in, and what each one can do.

Treasurer: start the new year

  1. After the last bank statement of the year is in, open Finances → Tools.
  2. Under Year-end, press Start next year (for example Start 2027-2028). Ending balances, budget lines and members’ dues carry over.
  3. Anything a member still owes becomes “owed from last year”.
  4. Leave the box ticked to close the old year, so it can’t be changed by mistake.
The Year-end box on the Finances Tools tab, with the option to close the old year and the Start next year button.
Year-end on the Tools tab.

Keep a copy of everything

  1. Secretary: on each meeting kind you use, press ★ Save as our usual agenda, so the next Secretary starts with the same agenda.
  2. Past meetings and minutes stay in Meeting history on the Meetings page. You can search them.
  3. Admin: open Club settings and press Export all our club data. You get a zip file of spreadsheets with everything your club has entered. It works on every plan.
The Your club’s data box in Club settings, with the Export all our club data button.
Export all our club data, in Club settings.

Watch out for: Never share one password between officers. Each person signs in with their own email, and the Admin gives them the job.