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Succession Planning for PTOs: How to Pass the Baton Smoothly

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By Renee Zau, Co-founder of DonationMatch

Each year, Parent Teacher Organizations (PTOs and similar groups, such as PTAs, PTSAs, HSAs, Boosters, Friends of, Clubs, Sororities, Fraternities, & Education Foundations) see new volunteers step up to lead. While this infusion of energy is exciting, it can also mean that valuable knowledge and access to critical tools and resources are at risk of being lost if there's no proper succession plan in place.

Too often, each year, we at DonationMatch encounter volunteers creating new accounts for an organization because the previous account wasn't handed off correctly. This results in unnecessary extra work and delays—particularly when it's difficult to verify new volunteers.

Succession planning, both online and offline, is essential for maintaining continuity, ensuring that communication, finances, and programming run smoothly during leadership transitions. It promotes efficiency by equipping new leaders with the tools and knowledge they need to be effective from day one. Additionally, it enhances security by safeguarding access to critical systems and protecting sensitive information.

To ensure your PTO continues running smoothly year after year, it’s essential to have a comprehensive plan for passing down information and access to digital and financial assets. Here are some simple tips and a handy checklist of what to pass on to the next team.

What to include in a PTO Succession Plan:

✅ 1. Organizational Knowledge

  • Bylaws and meeting minutes

  • Year-at-a-glance calendar of events

  • Volunteer and committee structure

  • Annual reports or summaries

  • Notes or tips from outgoing officers, including any unofficial duties or helpful habits

  • Receipts or lists of key assets and equipment in storage

  • Event vendor lists and lessons learned from past events

✅ 2. Financial Records

  • Annual budgets and financial reports

  • Bank account access info (or instructions for authorized access change)

  • Tax ID number and nonprofit status documentation, including the next due dates of annual filings

  • State registration information, including the next due dates of state filings and payments

  • Previous year’s fundraising totals and expenses

  • Payment processor login (e.g., PayPal, Square, Stripe)

  • Receipts, invoices, and reimbursement forms

  • Contact info for accountants or bookkeepers

✅ 3. Digital Accounts & Logins

Create a shared and secure master document or password manager (like LastPass, 1Password, or Google Password Manager) that includes:

  • Website admin login and hosting provider credentials

  • PTO email account(s) and recovery options

  • Social media logins (Facebook, Instagram, Twitter, etc.)

  • Fundraising platforms (e.g., MemberHub, Cheddar Up)

  • Payment processing platforms (PayPal, Stripe, etc.)

  • School key employee directory or contact management tools

  • Google Drive/OneDrive login and key document links

✅ 4. Communication Channels

  • Access to email marketing tools (e.g., Mailchimp, Constant Contact)

  • Contact lists for families, volunteers, and staff

  • Access to asset creation tools (e.g., Canva)

  • Templates for newsletters, flyers, and event invitations

  • Key email threads and communication history with school admins

✅ 5. Partner & Sponsor Information

  • List of past and current sponsors/donors

  • Contact info and notes on relationships (who to contact, when, and how)

  • Past donation request letters and thank-you templates

  • In-kind donation details and restrictions

  • DonationMatch, Benevity, and other corporate giving platform logins

✅ 6. Software & Tools

Make sure new leaders have access to:

  • PTO management software (e.g., MemberHub, PTOffice, Konstella)

  • Event registration/ticketing software (Eventbrite, SignupGenius)

  • Fundraising platforms and tools

  • Survey tools (Google Forms, SurveyMonkey)

  • Document storage/sharing tools (Google Drive, Dropbox)

✅ 7. Legal & Compliance

  • Insurance policy documents and renewal dates

  • State nonprofit registration documents (e.g. Articles of Incorporation, Secretary of State, State Attorney General’s Office, Franchise Tax Board, etc.)

  • IRS Letter of Determination, filings, and tax return copies (Form 990)

  • Background check policy and vendor details, if applicable

✅ 8. ORGANIZATION-SPECIFIC DETAILS TO PASS DOWN

Every PTO is unique, and some of the most valuable knowledge isn't written down—it's passed on. Be sure to include the following often-overlooked details to help the next team avoid starting from scratch:

  • Event schedules, timelines, and planning checklists specific to your school’s traditions

  • Preferred vendors and suppliers, including where to buy materials, school merchandise, or food—plus any known discounts or tax-exempt processes

  • Expert or pro bono volunteers in your community (e.g., graphic designers, photographers, accountants) who’ve supported the PTO in the past

  • Facility usage info, like how to reserve the gym, cafeteria, or parking lot for events

  • Contacts and relationships with school staff, custodians, and local businesses that support events or donate regularly

  • Tech quirks and workarounds for commonly used platforms or school-specific systems

  • Storage locations, keys, and access info for physical supplies, decorations, or inventory used year-to-year

  • Annual event feedback or notes to capture what worked and what didn’t

Capturing and sharing these insider tips can save the new team hours of guesswork and keep your PTO running smoothly.

for a Smooth Transition,

  • Schedule an overlap period or transition meeting between outgoing and incoming officers.

  • Conduct a walkthrough of each system or tool being transferred.

  • Set up role-based email addresses (e.g., president@ourPTO.org) that can be easily forwarded or reassigned to new officers each year.

  • Update PTO contact information and addresses on all accounts.

  • Host a shared-drive cleanup and organization session.

  • Encourage outgoing leaders to write "how-to" guides for their roles.

  • Store all documentation in one centralized, easily accessible place.

Succession planning may not be the most glamorous part of volunteering, but it’s one of the most important. Taking the time to organize your organization’s knowledge and tools ensures that next year’s volunteers—and the students and school you serve—are set up for success.

By using this checklist and making intentional plans, you can build a lasting legacy of strong leadership and effective support.

Don’t forget to share this list with your board and team!