Officer Transition & Training

When an officer leaves,
their knowledge shouldn't.

A complete guide to transitioning your Lions club officers — structured around the Lions Clubs International process, powered by HoursServed so nothing gets lost between Lion years.

Walk Me Through ItSee the Transition Package

Top 3 HoursServed benefits

Three workflows that give officers more time to serve

01

One-click attendance notification — no login required

Send attendance requests by email and let members respond Yes or No from any device without downloading an app or remembering a password.

  • Notify the full roster in seconds
  • Record attendance and service hours from one response
  • Keep a timestamped officer-ready record
02

Meetings and events drafted with Google Calendar download and sync

Import upcoming Google Calendar events into HoursServed as drafts, review them before activation, and give attendees a one-click Add to Google Calendar option.

  • Import upcoming Google Calendar events as drafts
  • Review duration and commute time before activation
  • Let members add confirmed events to Google Calendar
03

Automated Lion Portal uploads (available with LCI approval)

Automated Lion Portal uploads are coming soon, subject to written approval from Lions Clubs International

  • Capture Lion Portal-aligned fields during normal event entry
  • Route monthly activity reports for officer review and approval
  • Download CSV and PDF reports now; activate protected uploads only after approval
July 1
New Lion year begins every year
4
Officers who must transition annually
90
Days to recover without a system
1
Click to generate the full handover package
The real cost of a poor transition

Every June, the same things go wrong.

The outgoing secretary has member records in a personal email account. The treasurer's budget lives on their laptop. The new president doesn't know the login to anything. Three months of institutional knowledge walks out the door with the officer who held it — and the incoming team spends their first quarter reconstructing what the last team built.

Lions Clubs International prescribes what needs to happen: LLC courses, records transfer, Lion Portal updates, district notifications. What it doesn't provide is the system that makes it happen reliably, year after year, regardless of who's in the chair.

That's the gap HoursServed fills. When your activity data, member records, service hours, event history, and reports all live in one platform that belongs to the club — not the officer — transition becomes a handover of access, not a reconstruction of history.

"The records problem is solvable. The relationship wisdom isn't. HoursServed handles the records so your outgoing officers can spend their handover time on what only they can give."

HoursServed — Built for service clubs

Phase1
April – June

Pre-Transition: Nomination Through Election

The period between election and installation is wasted in most clubs. It doesn't have to be. Incoming officers who can see the club's history before they take the chair arrive informed, not anxious.

Elections & Officer Registration

Elections must be held and new officers registered before LCI deadlines.

  • –Hold elections prior to April 15
  • –Register new officers in the Lion Portal by May 15
  • –Notify District Governor, 1st & 2nd VDG, and Zone Chairperson immediately
  • –Submit PU101 form to LCI if Lion Portal access isn't available

Lions Learning Center Enrollment

LCI's online training should begin as soon as officers are elected — not after installation.

  • –Club Officer Training — overview module (all officers)
  • –Club President Responsibilities (incoming president)
  • –Club Secretary Responsibilities (incoming secretary)
  • –Club Treasurer Responsibilities (incoming treasurer)
  • –Electives: Goal Setting, Meeting Management, Conflict Resolution

Outgoing–Incoming Officer Meetings

One-on-one meetings before installation give incoming officers the context LLC courses can't provide.

  • –Outgoing officer prepares written summary of active projects and unresolved items
  • –Key district and zone contacts reviewed personally
  • –Mid-stream projects handed off with clear ownership
  • –Incoming officer encouraged to observe one board meeting before July 1

HoursServed Role

Give incoming officers read access immediately after election

Before they take the chair, incoming officers can review the current year's event history, service hours, attendance patterns, and volunteer roster inside HoursServed. They arrive at the installation dinner already informed — not starting from zero.

  • Grant incoming officer read-only dashboard access post-election
  • Incoming president reviews event performance and volunteer retention from the current year
  • Incoming secretary previews the member roster and attendance records
  • No data migration. No exports. The record is already there.
Phase2
June — Critical Window

Records Handover: The Work That Actually Matters

This is where most clubs fail and where HoursServed makes the biggest difference. Every role has a specific handover — and a specific point where the platform replaces the spreadsheet.

Secretary Handover

  • –Review all records with the outgoing secretary before transfer
  • –Confirm member roster is current and all changes are filed in Lion Portal
  • –Transfer: minutes file, ongoing correspondence, awards applications, supplies inventory
  • –Update email access and Lion Portal credentials immediately
  • –Revise club stationery and email signatures to reflect new officers
  • –Notify LCI of officer changes via Lion Portal as soon as handover is complete

Treasurer Handover

  • –Transfer bank signing authority — board resolution required
  • –Prepare administrative budget (dues-funded) and activities budget (fundraising-funded) — kept separate
  • –Hand over: financial statements, outstanding invoices, dues schedule, banking contacts
  • –Document LCI dues payment methods, deadlines, and online payment login
  • –Confirm all prior year transactions are reconciled before July 1

President Handover

  • –Transfer committee chair assignments and multi-year project commitments
  • –Brief incoming president on district and zone relationships personally
  • –Document the club's standing goals and carry-forward projects
  • –Review any outstanding recognition or award nominations in progress
  • –Confirm installation ceremony logistics

Leo Club Transition

  • –Leo officer transitions mirror adult officer process — records, Lion Portal reporting, and service hours
  • –Leo advisor maintains platform continuity across annual Leo officer changes
  • –Incoming Leo president sets membership goals and Leo-to-Lions transition targets
  • –Leo hours and attendance records carry forward within HoursServed — no rebuild required

HoursServed Role

Platform handover is a two-minute admin action — not a weekend project

All meeting attendance, service hours, event history, volunteer records, and photo archives live in HoursServed — owned by the club, not the officer. The handover process for HoursServed itself is straightforward:

  • Remove outgoing officer credentials and revoke admin access
  • Add incoming officers with role-appropriate permissions (president, secretary, treasurer views differ)
  • Generate the year-end Transition Export Package — one click, everything included
  • Incoming treasurer receives prior-year hours data formatted for LCI reporting — no manual compilation
  • Incoming secretary sees the full member roster, current and historical, ready for Lion Portal reconciliation
DeadlineAction RequiredWhoSystem
April 15Elections heldPresident & Board
LCI
May 15New officers registered in Lion PortalOutgoing Secretary
LCI
June (before Jul 1)Records handover meetings completedAll officers
LCI
June (before Jul 1)Generate Transition Export PackageOutgoing Secretary
HoursServed
June (before Jul 1)Transfer HoursServed admin credentialsOutgoing President
HoursServed
July 1New Lion year begins — all access activeIncoming officers
LCIHoursServed
Free Download · No Login Required

Officer Transition
Checklist

A print-ready PDF covering every role, every step, formatted for your June handover meeting.

What's inside

1

Pre-Transition

Elections, LLC enrollment, officer meetings

2

Records Handover

Secretary, Treasurer, President, Leo Advisor

3

Installation Day

Ceremony, platform handover, goal-setting

4

First 90 Days

Deadlines, district training, 30-day review

+ HoursServed platform handover steps · LCI deadline reference · LLC course reminders

Get the checklist. Free, no signup needed.

Complete officer transition checklist, free to download and print.

Download PDF
Phase3
June / July

Installation & First Board Meeting

Installation is ceremonial. The first board meeting is where the year actually starts. What the incoming team brings into that room shapes everything that follows.

Installation Ceremony

  • –Outgoing president presides over the ceremony
  • –Formal installation of each officer with stated duties
  • –Outgoing president delivers annual report and recognition of the year's service
  • –Incoming president accepts office and delivers acceptance address
  • –Committee appointments announced by incoming president
  • –Outgoing officers acknowledged formally — their service matters

Goal-Setting Session

The first board meeting should include a structured goal-setting session — grounded in last year's actual performance.

  • –Service goals set against the prior year's actual hours total
  • –Membership targets informed by volunteer retention and Leo pipeline data
  • –Event calendar roughed out based on attendance trends
  • –Roles, decision-making authority, and communication cadence agreed upon

Year-in-Review Presentation

One of the most underused tools at installation: the prior year's data, presented as a benchmark for the year ahead.

  • –Total service hours logged
  • –Events run and average attendance per event
  • –New volunteers acquired vs. retained
  • –Top-performing events worth repeating
  • –Volunteer engagement gaps worth addressing

HoursServed Role

Walk into the first board meeting with last year's numbers already on the screen

HoursServed generates a Year-in-Review report automatically from your club's data — formatted for presentation at installation or the first board meeting. Goals for the coming year get set against real performance, not guesswork or memory.

  • Auto-generated Year-in-Review: hours, events, attendance, volunteer retention
  • Exportable as PDF for board meeting distribution
  • Goal-setting template pre-populated with prior year benchmarks
  • Incoming president presented with the event calendar ready to build on — not start from scratch
Phase4
July – September

The First 90 Days: Early Support & Momentum

New officers don't know what they don't know. And outgoing officers have moved on. The first quarter is when good intentions meet confusing deadlines — and where most clubs lose momentum.

Outgoing Officer Availability

  • –Outgoing officers remain available for questions for at least 30 days post-installation
  • –Agree in advance on how questions will be handled — email, phone, one scheduled call
  • –Zone Chairperson introduced formally as an ongoing support resource
  • –District training dates communicated at installation for immediate calendar placement

District Training Attendance

  • –District GLT coordinators conduct a training needs assessment with new officers early in the year
  • –Club officers attend district-organized training — typically July through September
  • –ELLI recommended for first-time officers and incoming 1st Vice Presidents
  • –RLLI for officers pursuing zone and district leadership

30-Day Officer Checklist

What incoming officers should have confirmed by August 1:

  • –Lion Portal access confirmed and credentials working
  • –Member roster reviewed and any changes submitted
  • –First event of the year published and open for signups
  • –Prior year service hours filed with LCI
  • –District and zone contacts saved and introduced
  • –LLC courses completed or in progress

HoursServed Role

Built-in reminders mean new officers don't rely on institutional memory to know what's due

HoursServed surfaces the right tasks at the right time — not as a generic checklist, but as prompts tied to actual platform actions and real LCI deadlines.

  • July 1 onboarding checklist activated for all incoming officers automatically
  • LCI reporting dates, Lion Portal update windows, and district submission deadlines prompted inside the platform
  • Role-specific views: secretary, treasurer, and president each see what's relevant — no one overwhelmed on day one
  • Leo advisor maintains continuous platform access across annual Leo officer changes
  • 30-day check-in report shows what's been completed and what's outstanding — in plain language
Featured capability

The HoursServed Transition Export Package

One action. Five reports the incoming team needs, generated from your club's year of activity and ready the moment the outgoing secretary clicks download.

Member Attendance Summary

Full-year attendance by member: events attended, service hours, and guests, ready to hand to the incoming secretary.

Service Hours by Event

Every event with dates, hours, volunteers, and served counts, structured for Lion Portal entry.

Service Hours by Member

Month-by-month hours per member for the club's own records. Internal use only, never submitted.

Volunteer Participation Report

Every participant in the club's year: events attended, total hours, and first and last participation dates.

Event Performance Summary

Every event run during the year with participants, total hours, and average hours per participant.

One transition package. Generated in seconds.

Replaces the box of unsorted papers that used to travel between officers every June.

See How It Works
By role

What each officer hands over — and receives

President

Outgoing → Incoming

  • Active committee chair assignments and project status
  • District and zone relationship briefing
  • Club goals and any multi-year commitments
  • HoursServed admin credentials and dashboard orientation
  • Year-in-Review report and recommended priorities
  • Outstanding award nominations in progress

Secretary

Outgoing → Incoming

  • Full meeting minutes file and board decisions record
  • Current member roster — reconciled and filed in Lion Portal
  • All ongoing correspondence and awards applications
  • Supplies inventory and outstanding orders
  • HoursServed: attendance records, event history, member data
  • Updated stationery and club email signature

Treasurer

Outgoing → Incoming

  • Bank signing authority (board resolution required)
  • Administrative and activities budgets — prior year actuals and new year draft
  • Outstanding invoices and dues schedule
  • LCI dues payment login and submission deadlines
  • HoursServed: service hours export formatted for LCI reporting
  • Banking contacts and authorized signatories list

Leo Club Advisor

Continuity across Leo officer changes

  • Leo officer contacts and transition briefing
  • Leo-to-Lions pipeline tracking — eligible members identified
  • HoursServed: Leo attendance and hours carry forward automatically
  • Leo Lion certification process briefed to incoming Leo president
  • Annual membership goals set with incoming Leo leadership
  • Upcoming events and Leo invitation list confirmed
Suggested training programme

HoursServed Transition Ready

A three-session training sequence that runs alongside LCI's LLC courses — not instead of them. Lightweight, practical, and designed for the handover window your club already has.

Session 01

Outgoing Officer Closeout

⏱ 45 minutes · June · Outgoing officers

What to do before you hand the keys over — the complete platform closeout process so the incoming team inherits a clean record, not a mess.

Finalize and lock the year's service hours
Generate the Transition Export Package
Confirm member roster is current in Lion Portal
Remove personal credentials — transfer admin access
Complete any outstanding volunteer follow-ups

Session 02

Incoming Officer Orientation

⏱ 60 minutes · June – July · Incoming officers

Reading the club's history in HoursServed — and setting up the year ahead. Incoming officers leave this session knowing where everything is and what to do first.

Review the Transition Export Package together
Dashboard walkthrough by role: president, secretary, treasurer
Set up and publish the year's first event
Confirm Lion Portal credentials and notification preferences
Review July 1 onboarding checklist and assign responsibilities

Session 03

First 90 Days Check-In

⏱ 30 minutes · September · Incoming officers

A structured review of what's been accomplished, what's outstanding, and what the platform is telling you about the club's early-year trajectory.

Review 30-day onboarding checklist completion
Check LCI reporting deadlines — any missed or upcoming
Review first event's attendance and volunteer data
Identify any volunteers needing follow-up from early events
Confirm district training has been attended or scheduled

Integrates with LCI's Lions Learning Center: These sessions are designed to complement — not replace — LCI's required Club Officer Training courses. The LLC covers roles, responsibilities, and association structure. HoursServed Transition Ready covers the records, workflows, and platform actions that make those responsibilities achievable from day one. Both are needed. Neither is enough without the other.

"The records problem is solvable. The relationship wisdom isn't. HoursServed handles the records so your outgoing officers can spend their handover time on what only they can give."

Built for Lions & other service clubs everywhere

Ready to make this transition
the last hard one?

Set up HoursServed before June and your outgoing officers hand over a complete, clean record. Every year from here.

Start Your Free TrialDownload the Transition Checklist