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Remember · Association documents

Minutes, accounts and notices, for members only.

The papers an association owes its members, published where only signed-in members can read them. A paper can also be for the committee alone, or for everyone. Files are kept outside the public web folder, and every download checks who is asking.

Sign in to the demo as a memberSee the committee page in the demo

How it works

The paperwork an association owes, in one place.

Publishing

Written in the admin, read in the member area

A document is a title, a body you write in the admin and, if you like, one attachment: a PDF, JPEG or PNG. Give it a category and tags, and say who can see it. It appears in the Association section of the member area, and members see a count on their home page. They search the library or filter it by category, tag and year.

  • Notices, minutes, accounts, the constitution
  • One attachment per document
  • For members, the committee or everyone
Sign in as a member to read them

Private files

Files nobody can guess their way to

Attachments are stored on a private disk, outside the folder your web host serves. When a member clicks a members' paper, AlumDeck checks they are signed in and active, then sends the file. A link to it copied to a stranger does nothing.

  • Outside the public web folder
  • Checked on every download
  • Included in the nightly backup

Announcements

Members hear about it without an extra email

Publish a document for members or for everyone, and members who opted in to announcements are emailed about it, along with any new posts and events. Every create, edit and delete is recorded in the audit log.

  • Emailed to members who opted in
  • Changes recorded with who, when and IP
  • Nothing to remember to send

The public side

Your committee and your status, in public

The About page lists your committee (name, role, class year and photo, in your order) and a legal-status block you fill in, such as a registration number. Members see the papers; everyone sees who is responsible.

  • A committee roster you keep up to date
  • A legal-status block, blank until you fill it
  • Publish or hide each committee member
Open the About page in the demo

What goes where

A home for every paper, and the right audience.

Where each association paper belongs
PaperWhere it belongs in AlumDeckWho can read it
AGM minutesAssociation documentsSigned-in members
Annual accountsAssociation documentsSigned-in members
Notice of the AGMAssociation documents, then a news postMembers, then everyone
Committee papersAssociation documents, set to committee onlyPeople who hold the association area
Committee listThe About pageEveryone
Committee electionElections: a secret ballot in the member area, once you switch it onThe members you allow to vote
ConstitutionAssociation documents, or a page of its ownYour choice
Privacy policyA page, started from the templateEveryone
Report on an appealA news postEveryone

Elections

Committee elections, by secret ballot.

Four steps, from the list of positions to a result your members can trust. Once anyone has voted, the ballot paper and the rules on who may vote are fixed.

  1. Set the positions and who may vote

    Switch on Elections, then give the election its opening and closing times, its positions and its candidates, each with a statement. A position is decided by one choice, by several choices up to the number of seats, or by ranked choice. Every active member with a sign-in may vote, unless you narrow it to a range of year groups, or to chosen membership tiers while membership dues is switched on.

  2. Members vote in the member area

    Members read the candidates as soon as you show them the election, and vote between the two times. Before casting, each ticks that they have checked their choices, because a vote cannot be changed afterwards. A second vote is refused.

  3. Who voted and what was chosen are kept apart

    AlumDeck writes two records with nothing to join them: a register line saying this member voted, and a ballot holding the choices with no member and no time on it. So nobody, staff included, can see how anyone voted. Turnout shows while voting runs; a running count does not.

  4. The count is sealed, and the seal can be checked

    Results appear only after voting closes, or is closed early, and the votes are counted. Every ballot carries its own seal, and the count seals them all together with the number of voters and ballots. "Check the seal" on the results screen recounts everything and shows whether anything has changed since. Each check is written to the election's audit trail.

The results

A result the committee can stand behind

The results screen is for whoever holds the association area. It shows the turnout, each position with its votes and who was elected, every round of a ranked-choice count, and any tie, left for the committee to settle under your own rules. You choose whether members see the results in the member area once they are counted, or the committee announces them.

  • The seal check covers every ballot, the two totals and a full recount
  • An audit trail of each change to the election, the count and every check
  • The register says who voted, never how

Not yet

What the documents area does not do yet.

A tag means a fix is planned. No tag means it is not.

  • Version history: editing replaces the document, and Replace file deletes the old file
  • More than one attachment per document
  • A document for some members only, such as one class year: a members' document is for every signed-in member
  • Folders inside folders: documents are sorted by category and tag
Everything AlumDeck does not doThe public roadmap

FAQ

Questions committees ask

Where are the attachments stored?

On a private disk outside the part of your hosting that is served to the web, so there is no address anybody can guess. Every download goes through AlumDeck, which checks who is asking before it hands the file over: a signed-in, active member for a members' paper, someone who holds the association area for a committee one.

Can we publish a document to the public site?

Yes. Each document is for everyone, for members or for the committee only, and a new one starts as members only. Once one public document is published, a public Documents page lists them.

Are members told when we publish minutes?

Yes. Members who opted in to announcements are emailed about a new public or members' document, once your cron line is in place. Nobody is emailed about a committee-only document.

Is there version history?

No. Editing a document replaces it, and "Replace file" swaps the attachment under the same address and deletes the old file. What you do get is the audit log: every create, edit, delete and replaced file is recorded with a person, a time and an IP address.

Can we restrict a document to the committee only?

Yes. Choose "Committee only" and the document is shown only to people who hold the association area in the admin. Other members never see it, in the library or in search.

There is nothing in between: a members' document is for every signed-in member, not for one class year or one group.

Read the Riverside AGM papers as a member.

Sign in to the demo as a member and open Association. The committee page is public: no sign-in needed.

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