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Templates / Community groups

Sign-ups, hall bookings and grant papers, from one link.

Volunteers forget their forms, hirers forget their insurance and grant papers arrive late, so the secretary spends evenings chasing. Docsroom asks once, gives everyone their own link and shows who has not replied.

8 templates80 requestsWritten for community groups

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Eight templates for community groups

Open a template to see every request in the order it is asked, and watch it written in and answered.

Member and volunteer starter checklistfor new members and volunteers · before they first join in10 requests10 requests
Member and volunteer starter checklistBernard Cole · gardening team8 of 10 back
  • About you
  • FormYour details6 questionsAssigned to BCBernard Cole, volunteerFrom Paulinein 2 daysComplete
  • QuestionEmergency contactname and numberAssigned to BCBernard Cole, volunteerFrom Paulinein 2 daysComplete
  • DecisionHow you would like to helpevents, garden or hallAssigned to BCBernard Cole, volunteerFrom Paulinein 3 daysReady to check
  • QuestionSkills and toolsand anything you can lendAssigned to BCBernard Cole, volunteerFrom Paulinein 3 daysReady to check
  • TableDays you can helpdays and timesAssigned to BCBernard Cole, volunteerFrom Paulinein 3 daysComplete
  • Keeping in touch
  • DecisionAdd you to our group chatyes or noAssigned to BCBernard Cole, volunteerFrom Paulinein 4 daysAwaiting reply
  • ApprovalPrivacy noticeread and approveAssigned to BCBernard Cole, volunteerFrom Paulinein 4 daysReminder sent
  • ApprovalPhoto consentyes or noAssigned to BCBernard Cole, volunteerFrom Paulinein 4 daysComplete
  • Being safe
  • ApprovalGroup code of conductread and approveAssigned to BCBernard Cole, volunteerFrom Paulinein 5 daysReady to check
  • QuestionDBS check detailsif you work with childrenAssigned to BCBernard Cole, volunteerFrom Paulinein 6 daysReady to check
Caretaker and staff starter checklistfor new caretakers and staff · before their first shift11 requests11 requests
Caretaker and staff starter checklistSylvia Watts · hall caretaker9 of 11 back
  • Right to work
  • QuestionRight to work share codenine charactersAssigned to SWSylvia Watts, caretakerFrom Paulinein 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to SWSylvia Watts, caretakerFrom Paulinein 3 daysComplete
  • Pay and contract
  • FormBank and tax details6 questionsAssigned to SWSylvia Watts, caretakerFrom Paulinein 4 daysReady to check
  • QuestionNational Insurance numberone lineAssigned to SWSylvia Watts, caretakerFrom Paulinein 4 daysReady to check
  • ApprovalEmployment contractread and approveAssigned to SWSylvia Watts, caretakerFrom Paulinein 5 daysComplete
  • DecisionContracted hourspick your patternAssigned to SWSylvia Watts, caretakerFrom Paulinein 5 daysAwaiting reply
  • About you
  • TableTwo refereesname and contact detailsAssigned to SWSylvia Watts, caretakerFrom Paulinein 4 daysReminder sent
  • QuestionEmergency contactname and numberAssigned to SWSylvia Watts, caretakerFrom Paulinein 5 daysComplete
  • Looking after the hall
  • ApprovalKey holder responsibilitiesread and approveAssigned to SWSylvia Watts, caretakerFrom Paulinein 6 daysReady to check
  • ApprovalLone working rulesread and approveAssigned to SWSylvia Watts, caretakerFrom Paulinein 6 daysReady to check
  • UploadFood hygiene certificatefor kitchen dutiesAssigned to SWSylvia Watts, caretakerFrom Paulinein 7 daysComplete
Village hall hire packfor one-off hirers · when someone asks to book10 requests10 requests
Village hall hire packAndrea Ford · 60th birthday8 of 10 back
  • Your booking
  • FormHirer details6 questionsAssigned to AFAndrea Ford, hirerFrom Paulinein 2 daysComplete
  • TableDates and timeseach date, start, finishAssigned to AFAndrea Ford, hirerFrom Paulinein 2 daysComplete
  • DecisionType of eventparty, meeting or classAssigned to AFAndrea Ford, hirerFrom Paulinein 3 daysReady to check
  • QuestionNumbers expectedadults and childrenAssigned to AFAndrea Ford, hirerFrom Paulinein 3 daysReady to check
  • Licences and safety
  • QuestionAlcohol on saleyes or no, then detailsAssigned to AFAndrea Ford, hirerFrom Paulinein 4 daysComplete
  • UploadPublic liability insurancefor larger eventsAssigned to AFAndrea Ford, hirerFrom Paulinein 5 daysAwaiting reply
  • UploadTemporary event noticeonly if alcohol is soldAssigned to AFAndrea Ford, hirerFrom Paulinein 6 daysReminder sent
  • UploadBouncy castle certificateif you hire oneAssigned to AFAndrea Ford, hirerFrom Paulinein 6 daysComplete
  • The day
  • ApprovalHire conditionsread and approveAssigned to AFAndrea Ford, hirerFrom Paulinein 7 daysReady to check
  • DecisionKey handovercollect or be let inAssigned to AFAndrea Ford, hirerFrom Paulinein 7 daysReady to check
Regular hirer packfor weekly and monthly hirers · before a regular booking starts10 requests10 requests
Regular hirer packSian Davies · Tuesday toddler group8 of 10 back
  • Your group
  • FormGroup details6 questionsAssigned to SDSian Davies, group leaderFrom Paulinein 2 daysComplete
  • TableSessions you runday, start and finishAssigned to SDSian Davies, group leaderFrom Paulinein 3 daysComplete
  • QuestionNumbers each sessionadults and childrenAssigned to SDSian Davies, group leaderFrom Paulinein 3 daysReady to check
  • Leaders and safety
  • UploadPublic liability insurancecurrent certificateAssigned to SDSian Davies, group leaderFrom Paulinein 4 days2 files sent
  • UploadLeader qualificationif your class needs oneAssigned to SDSian Davies, group leaderFrom Paulinein 5 daysComplete
  • QuestionDBS check detailsfor groups with childrenAssigned to SDSian Davies, group leaderFrom Paulinein 5 daysAwaiting reply
  • UploadSafeguarding policyif you work with childrenAssigned to SDSian Davies, group leaderFrom Paulinein 6 daysReminder sent
  • Terms
  • ApprovalRegular hire termsread and approveAssigned to SDSian Davies, group leaderFrom Paulinein 6 daysComplete
  • DecisionStoring your kitcupboard, shelf or noneAssigned to SDSian Davies, group leaderFrom Paulinein 7 daysReady to check
  • ApprovalEmergency exits and alarmsread and approveAssigned to SDSian Davies, group leaderFrom Paulinein 7 daysReady to check
Small grant application packfor project organisers · a month before the deadline10 requests10 requests
Small grant application packMillfield Community Hall · new kitchen8 of 10 back
  • The project
  • FormProject summary8 questionsAssigned to TPTrevor Price, treasurerFrom Paulinein 3 daysComplete
  • QuestionWho will benefithow many peopleAssigned to TPTrevor Price, treasurerFrom Paulinein 3 daysComplete
  • QuestionWhy it is neededwith local factsAssigned to TPTrevor Price, treasurerFrom Paulinein 4 daysReady to check
  • TableProject budgeteach cost and amountAssigned to TPTrevor Price, treasurerFrom Paulinein 5 daysReady to check
  • UploadQuotes for the worktwo or three quotesAssigned to TPTrevor Price, treasurerFrom Paulinein 6 daysComplete
  • Group papers and go-ahead
  • UploadConstitutionthe current copyAssigned to TPTrevor Price, treasurerFrom Paulinein 7 daysAwaiting reply
  • UploadLatest accountsas approved at the AGMAssigned to TPTrevor Price, treasurerFrom Paulinein 7 daysReminder sent
  • UploadBank statementshowing the group nameAssigned to TPTrevor Price, treasurerFrom Paulinein 8 daysComplete
  • TableCommittee membersname, role and contactAssigned to TPTrevor Price, treasurerFrom Paulinein 8 daysReady to check
  • ApprovalFinal applicationread and approveAssigned to TPTrevor Price, treasurerFrom Paulinein 9 daysReady to check
Event risk assessment packfor event organisers · six weeks before the event10 requests10 requests
Event risk assessment packMillfield Summer Fair · June8 of 10 back
  • The event
  • FormEvent details8 questionsAssigned to MZMarta Zielinska, organiserFrom Paulinein 3 daysComplete
  • UploadSite plana sketch is fineAssigned to MZMarta Zielinska, organiserFrom Paulinein 4 daysComplete
  • QuestionCrowd at the busiest timea rough numberAssigned to MZMarta Zielinska, organiserFrom Paulinein 4 daysReady to check
  • Safety on the day
  • TableHazards and controlshazard and what we doAssigned to MZMarta Zielinska, organiserFrom Paulinein 6 daysReady to check
  • TableStewards and first aidersname and mobileAssigned to MZMarta Zielinska, organiserFrom Paulinein 6 daysComplete
  • QuestionEmergency planwho does whatAssigned to MZMarta Zielinska, organiserFrom Paulinein 7 daysAwaiting reply
  • UploadPublic liability insurancecurrent certificateAssigned to MZMarta Zielinska, organiserFrom Paulinein 7 daysReminder sent
  • TableFood stallstrader and hygiene ratingAssigned to MZMarta Zielinska, organiserFrom Paulinein 8 daysComplete
  • Permission
  • UploadCouncil permissionroad closure or licenceAssigned to MZMarta Zielinska, organiserFrom Paulinein 8 days1 file sent
  • ApprovalFinal event planread and approveAssigned to MZMarta Zielinska, organiserFrom Paulinein 9 daysReady to check
Yearly insurance and safety packfor the hall committee · each year, before renewal10 requests10 requests
Yearly insurance and safety packMillfield Community Hall · yearly pack8 of 10 back
  • Insurance
  • UploadBuildings and contentscurrent scheduleAssigned to RBRay Bennett, chairFrom Paulinein 7 daysComplete
  • UploadPublic liability insurancecurrent certificateAssigned to RBRay Bennett, chairFrom Paulinein 7 daysComplete
  • UploadEmployers’ liabilityif you employ anyoneAssigned to RBRay Bennett, chairFrom Paulinein 8 days1 file sent
  • Safety checks
  • UploadFire risk assessmentdated this yearAssigned to RBRay Bennett, chairFrom Paulinein 9 days2 files sent
  • UploadElectrical safety reportEICR certificateAssigned to RBRay Bennett, chairFrom Paulinein 10 daysComplete
  • UploadLegionella checkwater risk assessmentAssigned to RBRay Bennett, chairFrom Paulinein 10 daysAwaiting reply
  • QuestionFirst aid kit checkdate of last checkAssigned to RBRay Bennett, chairFrom Paulinein 12 daysReminder sent
  • Licence, records and policy
  • UploadPremises licenceif the hall has oneAssigned to RBRay Bennett, chairFrom Paulinein 12 daysComplete
  • QuestionAccidents this yearyes or no, then detailsAssigned to RBRay Bennett, chairFrom Paulinein 12 daysReady to check
  • ApprovalHealth and safety policyread and approveAssigned to RBRay Bennett, chairFrom Paulinein 14 daysReady to check
Annual meeting packfor every member · three weeks before the AGM9 requests9 requests
Annual meeting packMillfield Community Hall · AGM7 of 9 back
  • Before the meeting
  • ApprovalNotice and agendaread before the meetingAssigned to HCHilary Chapman, memberFrom Paulinein 3 daysComplete
  • ApprovalMinutes of last yearread before the meetingAssigned to HCHilary Chapman, memberFrom Paulinein 3 daysComplete
  • ApprovalAnnual report and accountsread before the meetingAssigned to HCHilary Chapman, memberFrom Paulinein 5 daysReady to check
  • DecisionComing to the meetingyes or apologiesAssigned to HCHilary Chapman, memberFrom Paulinein 7 daysReady to check
  • Standing and questions
  • DecisionStanding for committeeyes or noAssigned to HCHilary Chapman, memberFrom Paulinein 8 daysComplete
  • FormNomination formif you are standingAssigned to HCHilary Chapman, memberFrom Paulinein 8 daysAwaiting reply
  • QuestionQuestions for the meetinganything for the agendaAssigned to HCHilary Chapman, memberFrom Paulinein 9 daysReminder sent
  • Your membership
  • FormMembership details5 questionsAssigned to HCHilary Chapman, memberFrom Paulinein 10 daysComplete
  • DecisionHelp at the next eventyes, maybe or noAssigned to HCHilary Chapman, memberFrom Paulinein 12 daysReady to check

Written for community groups. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

One link for every volunteer and hirer

Volunteers, hirers and members open their own link, with no account or password, and answer from a phone.

Insurance and safety papers in one list

Public liability, fire and electrical certificates arrive together, each with the date it came in, so the treasurer is not hunting through emails.

Chased until each one is in

Docsroom chases whoever has not replied for a hire, a grant form or the AGM, and stops as soon as they have.

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