Admin Handover Guide — GoClubPro

Training Module 36 | Taking Over from a Previous Club Admin

---

What This Guide Covers

You've just been elected Club Admin, Secretary, or Treasurer. The previous person has either left or is handing over. This guide walks you through what to do in GoClubPro to take control safely and ensure nothing is left in a broken state.

Primary audience: Incoming Club Admins, incoming Treasurers Also relevant to: Outgoing admins who want to leave a clean handover

---

PART 1: INCOMING ADMIN CHECKLIST

Step 1: Get Your Access Set Up

The outgoing admin or an existing admin must first grant you the right role.

If the outgoing admin is still available:

1. They log in → Admin Panel → Members & Roles
2. Find your name → Change Role → Club Admin
3. You now have full admin access

If the outgoing admin is NOT available (e.g., left the club, won't respond):

1. Check if any other current member has Admin or Co-Admin role
2. If yes, they can promote you
3. If no — contact GoClubPro platform support with evidence of your committee appointment (AGM minutes, signed committee authority letter)
4. Platform support can transfer primary admin access after identity verification

---

Step 2: Secure the Account — Immediately

Change the shared admin credentials (if they exist): Shared logins are a security risk. Every admin should have their own account.

1. Create your own GoClubPro account if you don't have one
2. Have the outgoing admin (or support) grant your account Admin role
3. Once you have admin access, remove the "shared admin" account or change its role to Player

Enable MFA on your account:

1. Profile → Security → Enable MFA
2. Use Authy or Google Authenticator
3. Store backup codes somewhere safe

Review active admin accounts:

1. Admin Panel → Members & Roles
2. Filter by role: Admin, Co-Admin
3. Anyone who is no longer on the committee? Change their role to Player now.

---

Step 3: Audit Current State

Before making any changes, understand what you're inheriting.

Season Status Check

1. Admin Panel → Seasons & Competitions
2. Questions to answer:

• Is there an active season? What's it called?
• How far through the season are you?
• Are fixtures imported?
• Are teams created and members assigned?

Green flags: Season active, fixtures loaded, teams have members, fees configured. Red flags: No active season, no fixtures, teams with 0 members.

---

Financial State Check

1. Treasurer → Dashboard — note the top-line figures
2. Treasurer → Aging tab — how many members have outstanding fees? How old?
3. Treasurer → Reconciliation tab — any unmatched Bank Transfer or wallet top-up declarations sitting more than 7 days?

If there's a backlog of unverified declarations and the season is underway: Priority 1 — work through the Reconciliation tab. Members' Bank Transfer payments and wallet top-ups don't count as paid until a Treasurer confirms them.

---

Member Roster Check

1. Admin Panel → Members & Roles
2. How many members are there? Does this match your expectations?
3. Any members in "Pending" status? (Join requests not yet approved)
4. Are all coaches assigned the Coach role?
5. Is a Treasurer assigned with the Treasurer role?

---

Settings Audit

1. Settings → Club Details — is the club info current? Logo, contact details, address?
2. Settings → Fee Configuration — are fees set for all competitions?
3. Settings → Features — which modules are enabled? (Fines, Expense Claims, Fantasy League, Noticeboard)
4. Admin Panel → Integrations — is your league platform connected? When was the last sync?

---

Step 4: Fix What's Broken

After the audit, you'll know what to prioritise.

Priority order:

1. Reconciliation backlog (if unverified declarations are piling up — members' payments and wallet top-ups stay unconfirmed until reviewed)
2. Active season (if none — fee generation doesn't work)
3. Fee configuration (if blank — no fees generating)
4. Admin access cleanup (revoke former committee members)
5. Pending join requests (members waiting)
6. Outstanding fee chase (Aging tab)
7. schedule sync update (if Competition ID is stale)

---

Step 5: Communicate Your Arrival

Once things are in order, send a broadcast:

Template broadcast message:

"Hi everyone — [Your Name] has taken over as [Role] for [Club Name]. If you have any questions about your membership, fees, or anything else in the app, please reach out to [your email/contact].

A reminder to check your payment status in the Payments section — if anything looks wrong or you have a query, contact me directly."

---

PART 2: OUTGOING ADMIN CHECKLIST

If you're the one leaving, leave things clean for your successor.

Finance Close-Off

• Treasurer → Reconciliation → clear all pending bank transfer declarations
• Treasurer → Aging → send final reminder to all outstanding members; note their status
• Treasurer → Accounting → export full ledger to CSV and save to shared club drive
• Treasurer → Bills → confirm all association invoices are paid or noted as pending

---

Access Handover

• Add incoming admin's account with Admin role BEFORE removing your own access
• Do NOT remove yourself until the new admin confirms they're in and have full access
• After handover confirmed: change your own role from Admin to Player (or remove from club if you're leaving entirely)
• Brief the new admin on: how to verify pending Bank Transfer and wallet top-up declarations in the Reconciliation tab, any manual billing arrangements with the association, any members on payment plans

---

Documentation to Pass On

Create a brief handover note (can be a Word document or email) covering:

1. Current season name and end date
2. League Platform Competition ID for each grade (update each season)
3. Association contact details (who to call about levies, complaints, etc.)
4. Any members on informal payment plans (fees deferred by committee decision)
5. Any pending issues (disputes, special cases, upcoming expenses)
6. Bank account details and BSB (for members who pay by bank transfer)
7. Any currently outstanding Bank Transfer or wallet top-up declarations awaiting Treasurer verification

---

PART 3: SPECIAL HANDOVER SCENARIOS

"The previous admin is completely unreachable"

1. Check if there are ANY other admins or co-admins active in the club
2. If yes — they can promote you. Done.
3. If no — contact GoClubPro platform support:

• Provide: club name, your name, evidence of committee appointment (AGM minutes, email from committee, signed letter)
• Platform support will verify and transfer access
• Response time: typically 1–2 business days

4. In the meantime: members can still use the app, just no admin changes can be made

---

"The previous admin deleted the club by mistake"

Contact platform support immediately. Deletions are irreversible at the admin level but the platform may have backups at the infrastructure level. Speed is critical — contact support the same day this is discovered.

---

"There are duplicate seasons / wrong season is active"

1. Admin Panel → Seasons → note which seasons exist and their statuses
2. Identify the correct active season (matches current fixtures)
3. Set it as active: Admin Panel → Seasons → click the correct one → Set as Active
4. Archive or leave the incorrect one as Draft (don't delete — archiving is safer)

Warning: Only one season can be active at a time. Changing the active season affects which fees generate and which fixtures appear as "current."

---

"The bank account shown to members is the previous treasurer's personal account"

If the club has been receiving Bank Transfer payments into a former treasurer's personal bank account rather than a club-owned account:

1. Open a bank account in the club's name (most banks require your incorporation certificate or ABN)
2. Update the club's bank details wherever they're communicated to members (Bank Transfer instructions, handover documentation)
3. Note: any payments already received in the old personal account need to be transferred to the club account and reconciled manually with the previous treasurer

---

VISUAL: Handover Timeline

WEEK -2 (before outgoing admin leaves)
 └── Outgoing: Reconcile all finances
 └── Outgoing: Export ledger to CSV
 └── Outgoing: Prepare handover document

WEEK -1
 └── Outgoing: Grant incoming admin access
 └── Incoming: Verify access, confirm login works
 └── Incoming: Review settings and season state
 └── Both: Walk through any pending issues together

WEEK 0 (handover day)
 └── Incoming: Enable MFA on their account
 └── Incoming: Audit and revoke stale admin access
 └── Outgoing: Step down from Admin role (but stay as Player)
 └── Incoming: Send "new admin" broadcast to all members

---

TOOLTIPS & HINTS

• Never revoke your own access before adding the new person — you can accidentally lock the club without any admin
• The Treasurer role is what matters — only accounts with the Treasurer role can verify Bank Transfer and wallet declarations, so confirm the new treasurer has it
• Keep the outgoing admin as Player — don't remove them from the club entirely; they may be needed for questions for weeks after handover
• Check for pending join requests on day 1 — members waiting for approval may have been waiting for weeks

---

FAQ

Q: Can two people be Club Admin simultaneously during handover? A: Yes — there's no limit on Admin accounts. Both can have Admin role during the transition period.

Q: The previous admin's account is still showing as Admin but they've left. Is this a risk? A: Yes — if they still know their password, they retain full access. Change their role immediately. If you don't have admin access yet, contact platform support.

Q: There's a big backlog of unverified Bank Transfer declarations. Where do I start? A: Treasurer → Reconciliation tab — work through them oldest first, checking each receipt against the club's bank statement before confirming.

Q: There are outstanding fees from last season. Should I chase them? A: Yes — old fees don't disappear. Treasurer → Aging will show all outstanding regardless of how old. Practically, fees over 12 months old have low collection rates — discuss with the committee whether to write them off.

---

COMMON MISTAKES

---

SHORT ONBOARDING SCRIPT

"Taking over as Club Admin? First: get your own account and have an existing admin grant you the Admin role. If there's no active admin, contact platform support with your committee appointment evidence. Once in, audit in this order: active season, reconciliation backlog, fees configured, member roster correct. Immediately revoke access for anyone who's left the committee. Enable MFA on your account. Then send a brief broadcast letting members know who to contact. The financials can wait a day — getting your access right and removing stale logins is day one."

---

MICRO-TRAINING QUICK TIPS

• Day 1: get Admin role, enable MFA, revoke stale admin access
• Audit sequence: season → reconciliation backlog → fees → member roster
• Never remove yourself as admin until successor confirms access
• Confirm the Treasurer role transfers to the new treasurer, not just Club Admin
• Members with pending join requests: check on day 1
• Financial audit: Reconciliation tab first (clear pending), then Aging (outstanding fees)

---

TROUBLESHOOTING

---

Training Module 36 | See also: 06 Admin Panel · 09 Settings · 07 Treasurer · 15 Security Settings