Club Handover Guide

This is a suggested guide for handover of club responsibilities and activities on Clubs portal when onboarding new executive team.

1. Account access

To ensure a smooth transition, it is essential that the new executive team has access to the Clubs portal. 

• Provide the new executive members with the portal's login credentials.
• Use a secure method to share usernames and passwords
• Encourage the new team to change the password after logging in for the first time to maintain security

2. Adding new executive members to the portal

Each member of the incoming executive team should be given access to the Clubs portal. Here's how to do it:

• Click Profile icon from the top menu bar
• Select Society Exec Team
• Navigate to Club Executives table
• Click Add club executive to start adding execs as new users.
• Make sure to assign the appropriate permissions or access levels as per their role

Note: Remove access for outgoing executive members to maintain security and prevent unauthorised access

3. Review and update memberships
It's important to review the club's membership details and update them as needed. This ensures that the new executive team has a clear understanding of the current membership landscape.
If any membership types are outdated or need adjustment (eg: annual memberships that have expired), update the expiry dates accordingly.

4. Refer new executive team to the Clubs portal Overview Guide

To ensure the new executive team is fully equipped to manage the club's activities, direct them to the Rubric Clubs Portal guide. This guide covers essential features, navigation, and functionality of the portal, allowing new executives to get up to speed quickly.

Final Steps

• Host a handover meeting: arrange a meeting where outgoing executives can walk the new team through the Clubs portal and answer any questions
• Document key club information: share key documents (eg: budgets, event calendars, annual reports) on Club Files (available on the portal) or via shared drives