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Quick guides
Home
Your main dashboard. It links to every sub-dashboard, so you can jump straight to the one you need.
Go to HomeMembers
Add and approve members, renew memberships every two years, and keep private notes.
Go to MembersCommittee
See who's on the committee, record AGM results, and renew, end or archive terms of office.
Go to CommitteeMinutes
Upload or paste minutes for each meeting. Resolutions and action items are pulled out for you to review and confirm.
Go to MinutesResolutions
A searchable register of every confirmed resolution passed by a vote. Filter by date and outcome, and export to CSV.
Go to ResolutionsAction tracker
Tasks assigned at meetings. See what's open or overdue, filter by person and update the status.
Go to Action trackerFiles
Upload and organise documents in folders, and create permalinks you can share.
Go to FilesSettings
Update your name and email, change the appearance, and manage admins.
Go to SettingsFrequently asked questions
Getting started
4 questionsHow do I sign in?
Go to the sign-in page and enter your email address. We'll email you a one-time code. Enter that code to sign in. There's no password to remember. If the code doesn't arrive, check your spam folder or ask for a new one.
What's on the Home page?
Home is the main dashboard. It has links to all the sub-dashboards. Select one to open it. The Dashboards list in the side menu shows the same dashboards, so you can switch between them from any page.
Why can I see some pages but not change anything?
What you can do depends on your admin role. Super admins and team admins can add and edit records. Read-only admins can view everything but can't make changes, so buttons like Add member or Upload minutes won't appear for them. If you need more access, ask a super admin.
I was signed out, or a page says it couldn't load. What should I do?
Sessions expire after a while for security. The app usually renews your session automatically. If a page still won't load, refresh it. If that doesn't work, sign in again.
Members
5 questionsHow do I add a new member?
Go to Members and select Add member. Fill in their details and save. To add a lot of people at once, use Import CSV instead.
How do I approve someone who applied online?
Online applications appear under the Waiting for approval tab in Members. Open the person's record and choose Approve membership, or Decline if the application shouldn't go ahead.
How do renewals work?
Memberships run for two years. The Expiring in 60 days tab shows who's due soon. Open a member and select Renew for 2 years to extend their membership.
What happens when I cancel a membership?
Cancel membership moves the person to Past members. Their record and history are kept. It isn't deleted.
Who can see the notes on a member's record?
Notes are private to admins. Members never see them. Use notes for things like follow-ups or how someone would like to help.
Committee
4 questionsHow do I add someone to the committee?
Go to Committee and select Add committee member. Enter their name, the role they were elected to, and when their term starts and ends. If they're also on the membership list, link them so both records stay connected.
How do I record AGM results?
Use Record AGM results on the Committee page. You can renew people who were re-elected, end the terms of people who stood down, and add new committee members, all in one go.
Someone resigned partway through their term. What do I do?
Open their committee profile and choose End current term early. Pick their last day and a reason, for example Resigned. Their term closes on that date and stays in their history.
What's the difference between archiving and deleting?
Archiving hides the person from current lists but keeps their terms on past minutes and resolutions. You can restore an archived person at any time. Deleting permanently removes the person and all their terms. Only use it for records added by mistake.
Minutes, resolutions and actions
6 questionsHow do I add minutes for a meeting?
Go to Minutes and select Upload minutes. Choose the meeting date and type, then upload the minutes as a PDF or Word file, or paste the text. When you save, the resolutions and action items are pulled out automatically. Only admins who can edit records can upload minutes.
What's the difference between a resolution and an action?
A resolution is a formal decision passed by a vote, usually worded "That the committee…" with a mover, a seconder and an outcome. An action is a task given to a person, such as "Marko to get three quotes by 15 December". Items that were only noted are neither.
How do I review what was extracted?
After the minutes are processed, the meeting shows Needs review. Open it and select Review extracted items. The original minutes are on the left and each resolution and action is on the right. Edit, delete or add items, then select Confirm. Nothing goes into the register or the action tracker until a person confirms it.
Why is resolution text sometimes flagged?
Resolution wording is kept exactly as it appears in the minutes. If the extracted text can't be found word for word in the minutes, it's flagged so you can check it against the original before confirming.
How do I track actions?
Go to Action tracker. Filter by person or status, or show only overdue actions. Change the status straight from the list. Open actions also appear as Matters arising on the next meeting's page.
Can I export the resolutions register?
Yes. Set the search and filters you want on the Resolutions page, then select Export CSV. The file contains exactly what's on screen.
Files
2 questionsHow do I upload and organise files?
Go to Files. Select Upload files or drag files onto the page. Use New folder to keep related documents together, for example one folder for each year.
What are permalinks?
A permalink is a short, tidy link (such as /go/agm-minutes) that opens a file. You can point the permalink to a newer file later without changing the link, which is handy for newsletters and the website. Manage them under the Links view in Files.
Settings and your account
4 questionsHow do I change my name or email address?
Go to Settings and open the Account tab. Use Edit name or Change email. If you change your email, use the new address the next time you sign in.
How do I add another admin?
Only super admins can do this. In Settings, open the Admins tab and select Add admin. Choose their role: super admin (full access, including managing admins), team admin (can add and edit records) or read-only (can view but not change).
How do I add or change a dashboard?
Dashboard admins can open the profile menu at the bottom of the side menu and select Manage dashboards. From there you can create sub-dashboards and edit existing ones. New sub-dashboards appear on Home and in the side menu.
Can I change how the app looks?
Yes. The Appearance tab in Settings lets you change the display options, such as light or dark mode.
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