Trustee management software
The board's own records, kept where the whole board can see them
Who your trustees are, when each term ends, whose DBS check is due, what everybody has declared, and what was agreed at the last meeting. Written down once, kept up to date, and still there when the secretary changes.
Free for 30 days, no card needed. Then £5 a month or £50 a year, everything included.
What usually goes missing
Trustees are personally answerable for the charity. Most of what they need to show they did their job is kept in somebody's head.
- Terms of office run out unnoticed. The constitution says three years. Nobody remembers who was elected when, and the AGM arrives with a trustee who should have stood down two years ago.
- DBS checks quietly go out of date. A certificate never technically expires, so nobody sets a date to look again until a funder or the insurer asks when it was last done.
- Declarations of interest were never written down. Everybody knows the treasurer's brother-in-law does the gardening. Nobody can show that the board was told, or that he left the meeting when the contract was discussed.
- The minutes are in one person's documents folder. And the actions agreed at the last meeting are in nobody's, which is why the same item appears on the agenda three months running.
What it keeps for the board
A trustee register
Everybody on the board, with their office - chair, treasurer, secretary - when they joined and when their term ends. When somebody stands down they stay on the record, because the minutes they signed still point at them.
Warning before a term runs out
Ninety days before a term ends, the chair and secretary are emailed and the Trustees menu shows a badge. That is about the notice a committee needs to find a replacement and hold an election.
DBS checks for anybody who needs one
Trustees and volunteers alike, with the level of check, the date issued and the date your safeguarding policy says to look again. Certificate numbers are stored encrypted and never shown in a list. An email goes out before a check is due.
Declarations of interest
Each trustee has their own list of interests, with when each was declared and when it stopped applying - the register a funder or the Commission may ask to see.
Meetings, minutes and the action log
The agenda before, attendance and apologies on the night, then the minutes from draft to circulated to approved. Once approved they are sealed and cannot quietly be edited. Every action has an owner, a date and dated progress notes.
Logins that match the job
Being on the register does not give anybody a login. Those who want one get their own, with a role - trustees can see everything, including all the money, and change none of it apart from typing up minutes before they are approved.
What it costs
£5 a month, or £50 a year
One price with everything in it: the money, the forecast, the trustees, the meetings, the compliance records, the grants and the GDPR records. No charge per trustee, and the charity is billed rather than whoever signed up, so the subscription stays put when the committee changes.
Questions people ask
Does every trustee need a login?
No. The trustee register and the list of people who can sign in are two separate lists. Plenty of trustees will never sign in, and their terms, checks and declarations are kept all the same.
Can we record DBS checks for volunteers who are not trustees?
Yes. A check can belong to a trustee or to anybody else you name, with their role - a youth leader, a driver, a befriender.
Does it tell the Charity Commission when trustees change?
No. You still tell the Commission yourself, usually on the annual return. You can put that on the compliance list so it is not forgotten.
Can we use it for the AGM?
Yes. A meeting can be a trustees' meeting, an AGM, an extraordinary general meeting or a subcommittee, each with its own agenda, attendance and minutes.
What happens when a trustee stands down?
Mark them as no longer serving and give the date. They drop out of the everyday list but stay in the record, with the minutes they signed and the actions they owned. If they had a login, removing it takes away their access straight away and leaves everything they recorded with the charity.
Is there a record of who changed what?
Yes. Every change is recorded with who made it and when, in plain English, and any trustee who can see the reports can read it.
Put your board in before the next meeting
Start free, add your trustees and their terms, and see what needs attention before the AGM rather than at it.