Documents

One place for the committee’s papers: minutes and agendas, policies, the governing document, insurance schedules, risk assessments, accounts, building and maintenance papers. Upload them on Documents (under Committee), sorted by kind, each with its date and who uploaded it.

Review dates. Give a policy or risk assessment a review date and it appears on the Compliance screen as “Review: Safeguarding policy”, with the same reminders at 30, 14 and 7 days as a fire risk assessment. When it has been reviewed, mark it here (or renew it on Compliance) and the next review date moves on, a year ahead unless you choose otherwise.

Private. Files are kept outside the media library, in a folder the web server will not hand out, and open only for someone signed in with HallPro access. Everyone with HallPro access can read them; uploading and removing needs the hall area (compliance and rota).

For example: The secretary uploads the safeguarding policy, adopted at the AGM, with a review date a year away. Eleven months later the committee is reminded, the policy is looked at in March, and she marks it reviewed: next review, the following March.

Questions people ask

Can hirers see them?
No. For documents hirers need, such as the conditions of hire, use the Conditions of hire screen or your website.