Every committee handover guide says the same thing: the knowledge lives in people, not in the organisation, and it leaves with them. An asset register is the one artefact that cannot leave — as long as it was never a spreadsheet on somebody's own laptop.
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One live list, not five versions of it
Everybody who needs it sees the same list, updated the moment anybody changes anything — see One Shared Live Inventory. There is no master copy, no emailed spreadsheet with a date in the filename, and no question about which version is right.
That is what makes a handover a conversation rather than an excavation. The incoming person does not inherit a folder; they inherit a system that is already correct.
Roles that fit how a club or a school actually works
Not everyone should be able to do everything, and almost nobody wants the responsibility. Give a helper the access to scan items in and out and update what they find, and keep deleting records and changing settings with the people who should hold it — see Add Your Whole Team.
The same split applies to money: a volunteer can build a hire invoice for the hall, but issuing it, cancelling it and recording a payment stay with the treasurer.
The history stays even when the people do not
Every scan, move, edit and status change is stamped with a name and a time and remains on the item — see Activity History & Audit Trail. Three seasons later you can still see who took the marquee to the summer fete and whether it came back, without needing to find them and ask.
A new volunteer can just ask
The first week in a role like this is mostly questions with obvious answers that nobody has written down. The AI Inventory Assistant reads your live records, so "where do we keep the spare nets?", "how many defibrillator pads do we have and when do they expire?" or "what did we pay for the rowing machines?" gets a straight answer without anybody's evening being interrupted.
It works on the phone they already have
No laptop, no scanner, no install for a helper who is only doing this on Saturdays — see Works on Any Device and the Mobile QR Scanner. Scanning a label brings up the item, its photographs, its documents and its history, on the spot: Instant Scan Lookup.
Write the handover note once
The things a successor genuinely needs — what is in each store, who holds what, what is due for inspection, what the club owns and what it borrows — stop being a note and become the system. What is left for the handover document is the human part: contacts, deadlines and the reason things are done the way they are.
Ready to make the records outlast the committee?
Start on the Free Forever plan — no card, and a very good thing to do before the AGM.
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