Societies, clubs and committees

Write the year down once. Every committee inherits it.

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The year, as you know it

"Every year it's me ringing the auditor, the lift vendor and the caterer, because nobody else remembers. It's all in my head and in a chat group nobody scrolls back through. When I step down, the next secretary starts from zero."

Housing societies, residents' associations, clubs, school parent groups and small charities share the same problem: nobody is paid to remember.

What changes

The year is written down, step by step. Each step has a person and a date. Set a RunBook to repeat and its run starts on its own when the time comes.
Vendors and volunteers do their part from one link. The auditor, the caterer and the lift vendor are each told their step by email, or by a WhatsApp invitation if you add a mobile number. They open it in any browser, type a 6-digit code, attach the certificate and tick done. They install nothing and pay nothing.
It belongs to the group, not to you. The RunBooks, the runs and the Shared journal stay with the committee's group when people change. Aisha, the new secretary, opens last year's AGM and sees what was done, by whom and when.

The ready-made: Annual general meeting

Ten steps from closing the accounts to "AGM held, filed": the auditor's report, the date and agenda, the notice to members, the hall and refreshments, the meeting and minutes, and the filing. It starts each year on 1 July; change the date to suit your rules.

Also ready: Festival week, started six weeks out, and Half-yearly fire and lift check.

What a vendor sees

That run, with their own step marked as theirs, and nothing else of the committee's. They answer "On it" or "Can't do it", attach, and tick done.

What it does not do

No maintenance billing, gate or visitor log, polls or voting, and no printed report: the Shared journal is a dated record you can copy from. Screens are in English. It is for the committee's own work and its vendors, never for chasing residents.