SignAndGoE-signing for charities and incorporated societies.
Committees, trustees and volunteers are spread across towns and day jobs, so getting a handful of people to sign the same document can take weeks. This guide shows how a charity, club or incorporated society can collect those signatures in days and keep the records together for the next committee.
Committee and trustee signatures
Resolutions passed between meetings, signed minutes and officer declarations all need several people. Add each committee member or trustee as a signer and choose all at once, so the order they sign makes no difference and the document completes when the last one does. The chair can be copied in to know when it is finished.
If your society's own rules ask for a particular officer to sign first, use signing order instead.
Volunteers
Volunteer agreements, codes of conduct, confidentiality undertakings and consent forms for police vetting requests are the paperwork most organisations send most often. Save them as one template with a Volunteer role. Text fields collect contact details and an emergency contact, and an upload field takes any certificate you need to see, such as a first aid certificate.
- Volunteer agreement and code of conduct.
- Confidentiality undertaking for people who see client information.
- Consent for vetting requests your organisation makes.
Grants and funding agreements
When a funder sends a grant agreement, it usually needs two officers to sign. Upload it, place the fields, and send it to both. Your treasurer can be added as an approver first to check the reporting obligations before anyone commits. For grant applications prepared in-house, the same approver step lets the board see the final version before it goes out.
Sponsors, venues and contractors
Sponsorship agreements, hall hire, event contractors and service agreements with paid staff all go through the same workspace. Volunteer coordinators, the treasurer and the secretary can each have their own login, with admins deciding what each person can do.
Records that survive a change of committee
Committees turn over, and records often leave with the outgoing secretary. Keeping signed documents in one workspace means the next committee can find them. Each envelope holds its audit trail and completion certificate, and every signed document carries a verification ID anyone can check online.
When an officer steps down, an admin removes them from the workspace and adds their replacement, and the history of what was signed under the previous committee stays where it was.
Common questions
- Can committee members sign from different towns?
- Yes. Each signs from their own link, on any device, wherever they are.
- Can a new secretary see past documents?
- Yes, if they are added to the workspace with the right role.
- Can the treasurer check a grant agreement before it is signed?
- Yes. Add them as an approver at the start of the envelope.