Board handover
At the end of each academic semester most clubs hand over to a new board. Because UniClubs access is per person, never a shared login, a handover is mostly a short checklist — no passwords change hands, and no one can lock the club out by leaving with “the account.” Work through the steps below and your incoming board takes over cleanly.
Do it in this order: add the new people first, remove the old ones last. As long as one Admin stays in place until the new Admins are added, the club is never left without anyone who can manage it. See The club panel for why access works this way.
Add the new board as staff
Under Members → Staff, add each new board member by email and give them a role — Admin, Recruiter, or Viewer — plus an optional display title like “President” or “VP Events”. Most incoming board members want Admin. The title is cosmetic; the role is what grants access. See Members & staff for what each role can do.
Update the point of contact
At the top of the Staff area is your club’s point of contact — how UniClubs reaches the right person when something needs attention. Set it to someone on the new board. If it’s stale, we have to email your whole board instead, and a missing one shows up in the dashboard’s “Needs Attention.”
Update your descriptions and public board list
- Settings → General / Branding: refresh anything that names people or the current year — your club description, contact details, and (if you show one) the public board list with the new names, titles, and order. See Settings, roles & data.
- Check your membership tier descriptions (Membership tiers) and any standing event copy for a departing name or an out-of-date line.
Check your membership tier expiry dates
If you use fixed-date tiers — a “valid until end of semester” membership, for example — point their expiry date at the new semester or academic year. You don’t need to create a new tier: just open the existing one and update its end date.
Bumping the date is safe for people who already joined. UniClubs records each member’s end date at the moment they join, so moving a tier’s expiry forward only affects new members from that point on — everyone already on the tier keeps the end date they joined under. That’s why re-dating the same tier each year is the right move, not making a fresh one.
A tier stuck on last semester’s date is a real problem. Once a fixed date is in the past, new people can’t join it — so the panel flags it as a fixed date approaches or passes, both on the tier’s card and in the dashboard’s “Needs Attention.” If yours is flagged, bump the date.
If you use UniClubs Pay: check it’s still in the new board’s hands
If your club takes payments, make sure the handover doesn’t cut off access to the money. Nothing here needs re-doing from scratch — you’re only confirming the details from setup are still current:
- Portal access: confirm the incoming board can log into UniClubs Pay (your
….pay.uniclubs.comportal), and that the account email is one the whole board can reach — not a departing member’s personal address. See the email warning in Setting up UniClubs Pay. - Payout account: check the IBAN on file is still the club’s current account.
- Signing representatives: the people listed for the account’s verification are whoever your statutes authorise to sign for the club. If those people have left the board, update the details in UniClubs Pay.
Remove the departing board
Once the new Admins are in and everything above checks out, go back to Members → Staff and remove the members who are leaving. Their personal accounts stay theirs — you’re only revoking this club’s access.
Stuck on any step? Email us at [email protected].