Once you've sorted access, ownership, and your admin team, it's worth taking a broader look at the account. Over time — especially across multiple committee changeovers — things accumulate: outdated groups, membership levels that no longer reflect what your organisation offers, and public web pages that still list last year's committee.
This article covers the data and content side of a handover cleanup. For updating your admin team, Roles, billing, and organisation contact details, see Updating your admin team and organisation details after a committee changeover.
Take it slowly. Before deleting or archiving anything, check how it's being used. What looks redundant might be referenced elsewhere — in a membership level, an automated email, or a financial report. When in doubt, make a note and come back to it.
1. Review your Contacts and Groups
Go to Contacts in the left sidebar. This is the core of TidyHQ — everything from memberships to communications is built on top of it.
A few things to check:
Are your Groups still meaningful? Go to Contacts > Groups and review the list. Groups are used to organise contacts for communication, membership, and reporting. Remove or rename any that are outdated or no longer needed.
Are there possible duplicates? TidyHQ flags these automatically. Look for a Possible Duplicates link in the Contacts area and work through any it has identified.
Are former committee members still in a Committee group? Cleaning this up keeps your communications accurate — you don't want last year's president receiving emails intended for the current committee.
2. Review your Membership Levels
Go to Memberships in the left sidebar and open each active Membership Level. Each level has several sections worth checking after a handover.
Membership Details — check the name and description are still accurate. If your organisation creates new levels each year, the previous committee may have left outdated levels still visible to the public.
Admin Notifications — this tab controls which admins receive an email when someone signs up to this level. Update these to reflect your current committee. Better still, assign a Role rather than a specific person — that way notifications automatically follow whoever holds the role in future, and you won't need to update this again next changeover.
Tip: Using a Role for membership notifications means you won't need to revisit this every time your committee changes. See Roles in Billing, Shop and Membership Level Notifications.
Member Messages — welcome emails and renewal reminders can be customised per level. Check these don't reference a former committee member's name or a contact email address that's no longer active.
Registration Form — if your organisation has updated its code of conduct or privacy policy, check the Require Agreement field is pointing to the current version of your waiver.
For a full breakdown, see Membership Levels.
3. Review your Web Pages
Go to Web Pages in the left sidebar and work through your public-facing content.
Things that commonly go stale after a committee changeover:
Committee or contact pages — if your site lists committee members by name, these need updating.
Any page referencing specific people — role-holder names, contact email addresses, or phone numbers that have changed hands.
News or announcements — old posts that are no longer relevant and create a poor first impression for new visitors.
Event listings — past events that are still showing as upcoming, or placeholder pages that were never removed.
It's also worth checking your public site from the outside — visit yourclub.tidyhq.com as a visitor would and look for anything that seems out of date or confusing.