Handover guide

If your time on the PTA has come to an end and you are looking to handover the baton, then here are a few things for you to consider:

1. Admin rights and roles for the website

Once the new PTA/organisation members have been appointed, first ensure that they are all registered on the website. You can then assign roles accordingly. Please click here for further information. 

If you want to remain registered on the website yourself, but relinquish your Admin rights, then there is no need to delete your account. Once the new Administrator is assigned you can simply remove your own Admin rights.  To do this head to "Admin" > "Settings" > "Roles" and uncheck the "Administrator" checkbox (and any other roles that you no longer play onsite) and click the "Update" button.

If you would like to be removed completely from the website, please head to "My Account" and click the "Exercise your right to erasure" button. Please ensure the new Admin has been assigned before you do this.

2. Adding/amending classes

Ensure that all class lists are ready for the new academic year by following the relevant instructions in the FAQ here.

3. Clearing data

Check all of your archived events and product groups have an appropriate "Purge data date" to ensure that all event related data is not kept longer than necessary. There is usually no need for your organisation to keep event related data longer than the event itself. If no date was set when the event was created then this will default to 90 days after the event end date or product group created date.  Here's how to check the date is set appropriately - for current events head to "Admin" > "Events" and select "Edit Event" from the event management menu and for archived events head to  "Admin" > "Events", click the "Show Archived Events" button and from there you can select events by year.

4. Committee members

If there are to be changes to your Committee you can find all the information you need on how to add, edit or delete Committee members in the FAQ here.

5. Advising your community

Do you want to let your customers know about the changes? Or maybe say goodbye and thank you? Or give an update on all of the amazing fundraising that has happened this year? Then this FAQ walks you through how to send an email to all of your registered customers.

6. Website training and support

Making sure the new team are fully up to speed with how to create/copy an event, print a volunteers report or upload minutes of meetings will save them valuable time.  Please don't forget to advise them of how to reach the support portal, where they can find a plethora of FAQ's and tutorial videos, plus the option to reach out to us by raising a support ticket, and how they can join the PTA Events Facebook Community Support Forum for further advice or support from like-minded fundraisers!

7. Paperwork

Spending some time going through all of the essentials could prove to be a life-saver for your replacement/s! Accounts, banking, insurance, charity registration, contact details for local businesses that you may have built relationships with as advertisers or event sponsors, lottery licence, HMRC/Gift Aid details, passwords and login details for social media accounts, risk assessment templates, etc. will all need to be discussed.

8. Calendar

Going through the last couple of years events to ascertain what worked well (and maybe what didn't?!) would be really useful information, especially if the new team contains new parents who may not be familiar with how things have been done in the past. Do you have a favourite supplier for the summer barbecue? A local DJ who always does a great job at the prom? Is there a parent that can offer free of charge printing? 

9. So long, not goodbye....?

We really hoped you have enjoyed using your PTA Events website. If you are leaving this current PTA/organisation then we would like to take this opportunity to thank you for choosing us to help you achieve your amazing fundraising results! Don't forget to let all your friends know how they can get a FREE PTA Events website for non-profits, charities or clubs (transaction fees apply) or maybe you are involved with another organisation that would benefit from our platform. We would love to have you back!