Solutions / Charities
Trustees are volunteers. Ask them once.
A trustee gives you an evening a month. Asking them four times for a declaration is how you lose them. One list, one link, finished on a phone, and it stops asking the moment they are done.
Open across the trust
Trustees and staff together · most overdue first
Annual declaration of interests
Ijeoma Nwosu, trustee
Grant condition: safeguarding policy
Alan Brearley, staff
Reserves policy, signed
Hilary Dodds, trustee
What the annual round needs
Build a trustee declarations template once, then start it each year for everyone on the board. Grant reporting is a second template you build with the funder’s own conditions in it.
- Fit and proper person declaration
- Declaration of interests, and any changes
- Photo identity and proof of address
- DBS where the role requires one
- Confirmation of the trustee’s address for the register
- Signed code of conduct
- Evidence against each grant condition
- Receipts and invoices behind a claim
- Beneficiary numbers and outcomes reported
The annual round, and the grants
The annual round, in one action
Twelve trustees, one template, one action. The board shows who has done it, and reminders go only to those who have not.
A funder wants evidence, not assurances
Each grant condition is a request with the document attached to it. When the funder asks, the pack downloads as one ZIP in the order of their conditions.
Volunteers get a short list
No account, no password, no training. A link, a few questions, and a finish button, on whatever device they have to hand.
One room per grant
A restricted fund has conditions, deadlines and evidence. Keeping them in a room means that at reporting time the answer to “what did we spend it on” is a download rather than an archaeology project.
- A request per condition, with its own due date
- Receipts attached to the condition they evidence
- The whole room downloads as one ZIP
Ashcroft Foundation grant
One request per condition
6 of 8 met2 outstanding
Safeguarding policy, current
Alan Brearley · by 30 September
Spend against the budget
Marion Selby · by 31 October
Beneficiary numbers, Q2
Marion Selby · in on 4 August
The same again next year
Roll the declarations forward and last year’s answers stay on the record while this year’s come in empty. The register of interests then has a history rather than a single current state.
Trustee declarations
Ijeoma Nwosu · every August
Signed 14 August 2026
3 declarations · all in
Next on 1 August 2027
Reminders start a week before
What this is not
Docsroom holds the declarations, the evidence and the dates, and exports them. It is not charity accounting software, it does not file anything with the Charity Commission, and it does not decide whether somebody is disqualified from acting as a trustee. It keeps the record, so that those judgments are made on something reliable.
Send this year’s declarations as one list.
Free for 14 days, no card.