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.
- FormDeclaration of interestsReminder sent
- UploadSafeguarding policyReminder sent
- ApprovalReserves policyReady to check
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, written with the funder’s own conditions in it.
- Trustee · Hilary Dodds
- FormFit and properHDHilary DoddsRuthin 3 daysComplete
- FormInterestsHDHilary DoddsRuthin 5 daysComplete
- UploadPhoto IDHDHilary DoddsRuthin 7 days2 files sent
- UploadDBS certificateHDHilary DoddsRuthin 9 daysReady to check
- ApprovalCode of conductHDHilary DoddsRuthin 11 daysAwaiting reply
- Grant · Ashcroft Fund
- UploadSafeguarding policyAFAshcroft FundRuthtomorrowComplete
- UploadReceiptsAFAshcroft FundRuthin 3 days3 files sent
- UploadSpend to budgetAFAshcroft FundRuthin 5 daysReady to check
- FormBeneficiary numbersAFAshcroft FundRuthin 7 daysAwaiting reply
- QuestionOutcomesAFAshcroft FundRuthin 9 daysAwaiting reply
An illustration. The names are made up.
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.
The pictures are illustrations. The names are made up.
One room per grant
A restricted fund has conditions, deadlines and evidence. Keep them in a room and 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 due date
- Receipts on the condition they evidence
- The whole room downloads as one ZIP
- UploadSafeguarding policyReminder sent
- FormSpend against budgetAwaiting reply
- FormBeneficiary numbersComplete
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.
- Aug2026Complete
- Aug2027Scheduled
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 those judgments are made on something reliable.
Send this year’s declarations as one list.
Free for 14 days, no card.