Being president

As president you can see most of the club's administration: members, vetting, events, the door, meetings, elections, the website, the audit log and insights. You can't read members' legal names, and you can't open safety cases. Both are on purpose: neither is part of your job, and fewer people with access means fewer ways for something to leak.

Like every officer, you need a second factor (a passkey or an authenticator app) to use your role. Set it up on Security.

Running a board meeting

Each meeting's page on Meetings has the agenda, with an owner and a time for every item, the attendee list, and the video call link.

• Quorum. Colors doesn't count meeting quorum for you. Confirm it out loud at the start ("We have quorum, five of seven"), so it's in the transcript and the drafted minutes pick it up. If it isn't said, the minutes say quorum wasn't recorded.
• Recording. If you want to record, the people on the attendee list are each asked first. Recording starts only when everyone has said yes. One "no" turns recording and transcription off for that meeting, and you take minutes by hand. Don't ask people to justify a no.
• Minutes. The secretary drafts and approves them. Once approved, every member can read them, with legal names removed.

Elections

On Elections you and the secretary can close voting, extend it by seven days while it's open, and certify the result once quorum is met. Closing is final. Certifying re-checks every ballot against the ledger before it records the result.

If you're a candidate, the page warns you. Ask the secretary to close and certify.

Delegating roles

Give someone a role from their page on Members: Roles and history, then Add role, with the date they started. A role lasts until someone ends it; there are no automatic term limits.

• You can't change your own roles. Another officer who manages members (the membership chair) has to.
• Colors won't end the last role that can manage members, so the club can't lock itself out.
• Ending a role keeps the term on record, with its dates, on Club history.

You can also invite a new person straight into a role from Invite. Use that carefully: invited people skip vetting.

Required training

You and the secretary choose which trainings each role needs, from Learning. The club can either remind people or pause a role's access until its training is done. Your own role is never paused, so someone can always change the setting.

Turnover checklist

When the board changes, work through this together with the outgoing officers.

1. Add each new officer's role, with the date it starts.
2. End each outgoing officer's role, with the date it ended. Do this after the new person is in, so there's no gap.
3. Make sure every new officer has set up a second factor on Security. Until they do, they can't use their role.
4. Treasurer handover: the new treasurer checks the processor accounts and credentials on Payment setup.
5. Check training progress and point new officers at their role's guide.
6. Read the audit log together and press Verify chain. It's a good way to see what the outgoing board actually did.
7. Add anything from before the club used Colors to Club history.