Handing off your position
Most officers hold a position for a year or two, then pass it to someone who's never done it. In LongTable you change who holds the position, and nobody goes hunting for passwords or spreadsheets.
What stays with the club
- The account belongs to the club, whoever set it up. Nothing the club needs lives in anyone's personal sign-in.
- The roster, dues records, events, documents, newsletters, and club site all stay exactly where they are.
- The club history shows admins who changed what, including who was added to or taken off each position, and it stays for as long as the club's account is active.
- The club owns its data and can download its records as spreadsheets at any time, before or after a handoff. On the Plus plan and up, an admin can also download the whole club in one archive.
How a handoff works
Four steps, and the last one belongs to your successor.
Make sure your successor has their own sign-in
Every officer gets a personal sign-in, and officer sign-ins are unlimited on every plan. Don't hand over a shared password. Add the new person instead.
Write down what you know, and save it in the club's files
Write down what you wish someone had told you: the monthly close, which reminders are already scheduled, where the bylaws are. Save it as a document in the club's files, next to the bylaws, not in your own email.
Move the position
Add your successor to the position, such as Treasurer, and take yourself off it. The access that comes with the position moves with it, and the club history records the change.
Your successor signs in
Their own sign-in and the club's records are waiting for them. They don't have to re-enter or import anything.
Dues, billing, and the plan
- Dues and event payments go to your club's own account with our payment partner, Stripe, and the payment history stays on each member's record. They never route through an officer's personal payment app.
- The plan belongs to the club account, like everything else. Whoever holds the position next carries on with it, and nothing needs buying again.
- You can cancel a plan at any time from account settings. The club keeps access through the end of the period it paid for.
- If a renewal is missed during a changeover, we let you know and give the club a chance to sort it out before anything is suspended.
- If an account does close, the club still has 90 days to download its records before that data is deleted.
If the previous officer is already gone
It happens. The person who set up the account moved away, or their term ended before anyone planned the handover. The account is still the club's. If another officer already has a sign-in, they can move the position themselves.
If nobody who can sign in is left, write to us through our contact form. Have the club's own records ready, like the bylaws or the minutes that name this year's officers.
Before you go
- Your successor has their own sign-in
- What you know is written down and saved in the club's files
- The position has moved, and the club history shows it
- Your successor has signed in at least once
- Optional: you exported a copy of the records for the club's own files
Set it up once. Hand it on every year.
Start on the free plan and import your roster. Next year, handing over means changing who holds the position.
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