How to use Kaycie

The charity journey — how the real work flows

Kaycie follows how a charity actually runs: people come in (Contacts, Beneficiaries), they join programmes (Programmes, Sales), money comes in (Giving, Pledge boards), money goes out under control (Spending, Approvals), and everything is provable (Reporting, Governance, Audit, the Cash book). Nothing hard-deletes — records deactivate and history stays reportable — and every action lands on the audit trail.

Get compliant, create a programme, raise or earn the money for it, spend it properly, and prove it all. Start here; each step links to the detailed guide.

1 · Set up so you can receive donations

▶ Walk me through it

1. On Admin & setup, fill in your organisation details (name, NPC/NPO numbers, PBO/18A reference, signatory) and tick SARS 18A approval confirmed — no certificate can be issued until you do.
2. Enter your PayFast details and do one small test pledge.
3. Put your Pledge form on the website — donations now record themselves, and PayFast money is verified on arrival.
4. Donations paid straight into the bank? Record them under Giving → Record an EFT payment, and reconcile them (bank reference + date) before their 18A.

2 · Create a programme — the centre of everything

▶ Walk me through it

1. On Programmes, create the programme: its name, what kind of work it is, and its funding goal — just the essentials.
2. If people take up individual, counted places (a course with set seats, paid places), switch that on with the Per-seat offering tool — capacity, reserved beneficiary seats and the place fee live there.
3. Everything else hangs off this: boards raise money for programmes, sales sell programme places, reports report on programmes. That's why those areas stay locked until your first programme exists.

3 · Raise money for a programme

▶ Walk me through it

1. On Pledge boards, list what the programme needs — items one donor covers, items anyone can chip into, or in-kind goods.
2. Publish and share the public board link. Cash pledges pay through PayFast and are 18A-eligible like any gift; in-kind pledgers must leave contact permission so you can arrange receiving the items.
3. Watch items flip to Covered ♥ and pull the commitments report any time.

4 · Sell programme places

▶ Walk me through it

1. Give the programme a place fee (once-off or monthly) under Per-seat offering, then enrol paying students under Programmes — they pay through PayFast.
2. The VAT invoice issues itself on every payment. A sale never gets an 18A; Kaycie enforces that.

5 · Pay a supplier properly

▶ Walk me through it

1. Record the vendor's bank details once under Spending → Vendors — a second person verifies them.
2. Submit the quote with its paperwork; above your board's threshold it needs a second quote (or a logged justification) and a second signature. Nobody can approve their own submission.
3. Once approved, capture the supplier's invoice against the quote (a quote can be invoiced in parts), pay from your bank as normal, then record the payment with proof — blocked if the vendor's bank details changed unverified. Confirm delivery when the goods arrive, and the file is complete: quote → approval → invoice → payment → delivery.

6 · Month-end for your accountant

▶ Walk me through it

1. Reconcile any EFT donations under Giving (bank reference + date).
2. Open the Cash book for the period and download the CSVs — your books of first entry, receipts attached, nothing retyped.
3. At year-end, add the IT3(d) CSV for SARS and the funder packs for your funders.

7 · Pass a board decision

▶ Walk me through it

1. Draft the resolution under Resolutions (title, RESOLVED THAT…, threshold), then open it — every signer gets a kaycie email.
2. Signers approve, reject or abstain with their typed name. The moment the outcome is certain it closes, and the signed minute PDF files itself under Documents.

Getting started

Sign in, find your way around, and know when Kaycie needs you.

How to sign in and find your workspace

1. Go to /login and sign in with your email and password (your invite email has a set-password link).
2. You land on Home — a launcher showing only the areas you have access to.
3. Check the notifications panel on Home — and watch for the slim banner at the top of every dashboard: it shows how many things need your attention, colour-coded by flow, and disappears when you're caught up. Each item links straight to the thing that needs you.
4. Finding things: big lists have a search box on top (every word you type must match; a number finds that exact record), a truncated list says Showing N of TOTAL with a show-more link, and clicking any column heading sorts the table. Wherever a form asks you to pick a record, it's a dropdown — with a type-to-search box when the list is long.

Watch it done, or be shown around

1. Wherever you see ▶ Watch it done, kaycie fills the real form in front of you — typing the answers, explaining each field, then showing the success message. Nothing is ever saved: the demo intercepts the save and clears the form when it finishes.
2. Show me around is the same walk-through without the typing — it highlights each field and explains it, and you fill in your own work as you go.
3. Press Next to move on, Back to re-read a step, or Escape to stop at any time.

Tip: if a page says you don't have access, that area isn't part of your role — ask your Kaycie admin to grant the module from the Team dashboard.

Good to know: Kaycie shows each person only what their access allows — that's not a limitation, it's the safeguarding and governance model working. If something you need is missing, the fix is always the same: ask your admin to grant that module on the Team panel.

Team

Invite people with exactly the access they need — and take it back just as easily.

How to manage your team (one panel)

▶ Show me around

1. Press + Add a team member, enter their name and email, and leave "Give access & email an invite" ticked — then pick each module's level: view (see it) or manage (act on it). Untick the box to record someone as team without a login.
2. They get a set-password email and see only what you granted.
3. Everything else happens on the person's own row: Edit access (prefilled), Send invite (for recorded people without a login), or Remove access, or Remove completely — no IDs, no separate forms. Changes apply immediately.
4. Remove access keeps their login so they can be given access again later. Remove completely takes them off this list and deletes their login, which frees their email address for somebody else — use it for someone who has left, or who was added by mistake and never got started. Either way their contact record and everything they did stays: kaycie never erases history.

Board members: invite them with Resolutions → manage so they can sign resolutions.

Billing & settings

PayFast, VAT and every message Kaycie sends — all set up from one place, no tech skills needed.

How to set up payments (once)

1. On Billing, open PayFast settings, paste your Merchant ID and Key, and set your processing-fee rate (for the optional "cover the fee" tick-box on donation forms).
2. Do a small test pledge to confirm it works end to end.

How to set up VAT (if you're registered)

1. Open VAT settings, tick VAT registered, confirm the rate and enter your VAT number.
2. Mark any VAT-exempt programme as exempt — that lives with its fee on the programme's Per-seat offering. Your accountant's call. Fees never change for the student; only the invoice breakdown does.

How to set up EFT donations (optional)

1. On Admin & setup, open Bank details (EFT donations) and enter your bank, account name, number and branch code — donors who choose EFT on the pledge form see them with a unique payment reference. Every change to these details is logged (they're a fraud target). Leave the account number empty to switch the EFT option off.

Operational controls — choosing which checks kaycie enforces

▶ Show me around

1. Under Admin & setup → Operational controls, three tickboxes decide which checks are hard stops: approving your own submission, paying a vendor whose bank details changed unverified, and paper-only medical/transport consent.
2. Ticked = kaycie stops the action. Unticked = it goes through, and the reports show who did what. A one-person organisation can untick the self-approval check and work normally — the spending download then shows self-approved against those rows.
3. Every change to these tickboxes is written to the audit trail: who, when, from what to what. Why a control is off is a question for your committee — kaycie keeps the facts ready.

Your kaycie package — upgrades, downgrades and cancelling

1. Admin & setup → Your kaycie package shows what your package includes and what the others add.
2. Upgrades open the new tools immediately; the new price only starts at your next billing. Downgrades keep everything until your next billing, then the lower price and smaller toolset apply together. Cancelling keeps your workspace open to the end of the period you have paid for, and your exports keep working.
3. Nothing you have recorded is ever deleted by a change of package — tools close, records stay, and they reopen the moment you move up again.

How to set your own reminders & deadlines

1. Open Reminders & deadlines: give it a title and message, pick who it reaches (everyone enrolled in a programme, all donors, all volunteers, the team, or everyone), and when (on a date, some days before it, or recurring weekly/monthly).
2. Before it ever fires, the list shows exactly how many people it reaches. Delivery is in-app plus a branded email — people who opted out of email are skipped automatically, and every send is logged.

How to put your brand on supporter emails

1. On Admin & setup, open Email branding — paste your logo URL and brand colour.
2. That's it: 18A certificates, invoices and invites now arrive in your look. Until you set it, they carry kaycie's.
3. Set the reply-to address under Org & 18A too — it's where a donor's reply to any system email actually arrives, so make it a mailbox someone reads (never a no-reply).

How to personalise Kaycie's messages

1. Open Messages and edit any email, page or form thank-you text in plain language. Reset to default any time.

Good to know: Everything on this page exists so the rest of kaycie can be automatic: PayFast makes donations verify themselves, VAT settings make invoices correct by construction, and the 18A switch is the legal gate SARS expects you to control.

Contacts

Every donor, volunteer, supporter and organisation — one record each, with history.

How to add a contact

1. Open Contacts and expand Add a contact, or let people add themselves through the public Get involved form on your website.
2. Fill in name and email — Kaycie de-duplicates by email automatically, so the same person never becomes two records.
3. Tick the consent box honestly — the wording is first-person on purpose, because it records what they agreed to, and kaycie stamps the date as your POPIA proof.
4. Their hats: tick Donor or Volunteer to say what someone is. Kaycie ticks Donor for you the moment a pledge or payment is recorded, so this is for people you already know are donors. Team access isn't here — that's the team panel, because it opens doors.

How to import or export your contacts

1. Export with the Export buttons — All contacts for admin, Opt-ins only for anything marketing-related.
2. Bringing a list in? Open Import contacts and press Download a blank template — it has the exact columns, with the required ones marked, and one example row to overwrite. (If you already have records, Export gives you the same layout with your data in it.) Then upload it back. Kaycie validates the file before it touches anything — if the columns don't match or a row is invalid, the whole file is rejected with the reason (press Check file first to validate without importing). People already on file are matched by email and updated; new emails are added.

Opening a record

1. Click a name in any list and it opens for editing — the same place the ⋯ menu's Edit goes. The menu still has everything else.
2. Names are only links where you're allowed to edit that record; if you can't, it's plain text rather than a link into a screen that would turn you away.
3. While a form is open the rest of the page dims so you can see what you're working on. Nothing is locked — hover or tab into anything to bring it back.

How Kaycie handles a returning supporter's changed details

1. If someone already on file re-submits the public Get involved form with a new phone or email, Kaycie honours the change (keeping your records accurate) and logs the previous value — there is no approval queue.
2. See every such change under Detail changes (audit) on this dashboard: when, who, which field, and from → to. If a change was wrong (an email that started bouncing, say), the old value is right there so you can restore it by editing the contact.

How to link a donor to a programme

1. For manual-EFT donors, or supporters showing interest before giving: open Link a donor (on Programmes or Giving), pick the person and the programme.
2. The programme appears on their donor portal straight away. No money is recorded — when their EFT arrives, record it under Giving and it reconciles against this pledge.

Tip: if you have contact-edit access, use Edit a contact — changes save immediately and land in the audit trail.

Good to know: One record per person is the golden rule — duplicates split someone's giving history and break their 18A paper trail. Kaycie de-duplicates by email automatically, so always capture an email when you can.

Beneficiaries & consent

The people you serve — protected records, consent per type, privacy by design.

How to add a beneficiary

1. Beneficiaries are added only by staff, on the Beneficiaries dashboard (never through a public form — that's deliberate safeguarding).
2. Set the date of birth — the minor flag computes from it and the consent flows depend on it. Link the guardian (their Contacts record) with the pencil; the guardian portal and consent requests hang off that link.
3. Full personal details are visible only to staff with the full-details permission; everyone else sees the protected view.
4. Want a guardian to follow along? Guardians get their portal automatically when linked to a ward (scoped to their own children only) — or grant it by hand under Give a guardian portal access.

▶ Watch it done — recording a consent

How consent works — the four kinds, and who gives it

1. Consent is recorded per area: media participation, medical, transport, and programme participation. Media and participation can be given electronically; medical and transport need a signed paper form (a hospital or insurer wants hard copies), uploaded as evidence on Record consent. Your organisation can open the electronic route for these too under Operational controls, on its own legal advice.
2. Consent can come from the guardian or the person themselves — your judgement, chosen on the form. Kaycie records whichever basis you chose, with the exact wording agreed to, and holds nothing up.
3. Request consent with one click: the ⋯ menu on a beneficiary's row emails their guardian a signed link — no password, no account. They read the wording, tick, type their name; it lands on your register instantly and your team is notified. Guardians with portal access can also consent there.
4. The consent register shows on-file vs outstanding per child, exports to CSV, and any consent downloads as a PDF certificate — the document you hand to a school, hospital or funder who asks. Signed forms also file in the Consent documents archive.
5. A whole pile of signed forms back from the school or the parents’ evening? Bulk upload consent forms takes them all at once: name each file after the person (Bongi Demo.pdf) and kaycie matches it for you; you confirm every pairing on a review table before anything saves, assign or skip the rest by hand, and each saved form files on the consent record and in the documents archive exactly as if recorded one at a time. One consent type per batch; unmatched files are skipped and listed, never guessed.

How to write progress reports

1. Build your report templates once (fields your team fills in — text, numbers, choices, dates, even a photo). Tag each template to the programmes it applies to.
2. Report on one beneficiary from the Progress report button on their row, or a whole programme on one screen with Bulk progress reports. Photos are stored privately — staff and media reports only, never portals or public pages.
3. Mark a template field with | media to allow it into media reports; everything else stays internal, always.

How to create a media report

1. Open Media report on the Beneficiaries dashboard: pick the template, optionally a programme and date range, add an intro, and generate.
2. Only children with a current media consent are included — checked at the moment you generate — aliases are used throughout, and the document closes with its own consent register (who consented, when, how). Children without consent are listed for you by alias so you know who to request it from.

Tip: a parent or guardian who is your contact person lives in Contacts; the protected beneficiary record itself lives here. Keep them linked, not merged.

Programmes, enrolments & student places

Create programmes, enrol people into them, and see each programme's money and seats — one page.

How to create or change a programme

1. Press Add a programme (or Edit on its row): name, type, B-BBEE category and a funding goal — just the essentials. Archive retires a programme — pickers stop offering it, its money history stays reportable.
2. The Programme report (View on its row) shows donations in, paid places in, spend out, net, seats and goal progress — the same conventions as the cash book.

▶ Watch it done — setting up per-seat places

How to make a programme a per-seat offering

1. Use the Per-seat offering tool when people take up a specific place — a course with set seats, a bursary with fixed slots. Leave it off for programmes that serve everyone who comes.
2. Pick the programme, tick delivered in individual places, and set: total seats, seats reserved free for beneficiaries, the paid-place fee, and what happens to a seat when an enrolment completes or is withdrawn (follow the global default under Admin & setup, or override here).
3. VAT is answered right there: the fee you type is VAT-inclusive — what the payer pays. If you're VAT-registered, the tax invoice computes the VAT portion automatically; tick VAT-exempt for exempt programmes (e.g. educational services). Unticking per-seat removes the seat logic without touching enrolments.

How to enrol a beneficiary (free place)

1. On Programmes, expand Enrol a beneficiary, pick the beneficiary and the programme.
2. The enrolment is active immediately — funders fund the programme, not individual children.
3. Progress-update reminders are scheduled automatically on the programme's cadence.

How to enrol a paying student

1. Expand Enrol a paying student, enter their name and email and pick the programme.
2. They're taken to PayFast for the place fee (once-off or monthly, as the programme is set up).
3. On payment, the seat is confirmed and the VAT invoice goes out automatically.

How programme statements work

1. Open Programme statements: raised vs spent per programme, straight from Giving and Spending on your chosen accounting basis — the same figures each donor sees on their portal, live.
2. General-fund gifts join a programme when you allocate them on Giving.

Full programme? Kaycie refuses enrolments beyond capacity, and protects reserved beneficiary seats from being sold. That "programme is full" message is doing its job.

Good to know: Capacity maths runs on enrolments: reserved beneficiary places can never be sold, paid places never crowd out funded ones, and (per your seat settings) an ended enrolment frees its seat. The 'programme is full' message is protection, not an error.

For your donors

What to tell a donor who asks "where's my certificate?"

What donors can do themselves

1. Donors with an account sign in and see My giving — every pledge and payment.
2. They can press Request 18A right on a payment's row and download the PDF once it's issued.
3. They can update their own details — Kaycie applies the change immediately and logs the previous value, so your team can always see (and restore) what it was.
4. They see each supported programme's summary — raised vs put-to-work, live — the same figures as your programme statements.

Tip: donors who gave through your Pledge form with an email address get their portal login automatically — nothing for you to set up.

Giving, 18A certificates & invoices

Donations in, receipts out — with SARS compliance handled for you.

How a donation comes in

1. A supporter fills in your Pledge form (on your website) and pays by card through PayFast — or chooses EFT / bank transfer, and lands on a page with your bank details and a unique payment reference (set your details under Admin & setup → Bank details first).
2. When PayFast confirms, the payment appears on the Giving dashboard automatically — amount, fees and reference included.

How to reconcile an EFT

▶ Show me around

1. When the money shows on your bank statement, find the payment under Giving and use Reconcile to bank statement on its row: enter the statement reference and the date the money reached the bank.
2. That reference is your attestation — you're confirming you saw it on the statement, and the confirmation is on the permanent record. Card payments verify themselves; only EFTs need this. EFT gifts stay 18A-locked until they're reconciled.

How to issue a Section 18A certificate

1. On Payments, search for the payment — its row shows Request 18A (anyone) and, for signatories, Issue 18A. Donors can press Request on their own portal too.
2. Press Issue 18A after the 14-day refund window: the certificate gets its unique number, is emailed to the donor as a PDF, and is filed in Documents. If a gate isn't satisfied (SARS approval unticked, window not passed, EFT not reconciled), kaycie refuses and tells you why.
3. At tax season, download the IT3(d) file from Reporting for SARS eFiling.

Remember: a donation gets an 18A, never VAT. A paid student place gets a VAT invoice, never an 18A. Kaycie refuses the wrong one automatically.

Sales & invoices

Paid student places and their VAT invoices — kept apart from gifts on purpose.

How sales and invoices work

1. Nothing to do — when a paid student place is paid, Kaycie issues the invoice automatically (one per charge for monthly places) and emails it to the payer.
2. Find every invoice on the Sales dashboard — View, print or download the PDF.
3. Whether it says TAX INVOICE (with VAT) or plain INVOICE follows your VAT settings under Billing.
4. Paid straight into the bank instead? Use Record an EFT sale payment on the Sales dashboard — pick the enrolment, enter the amount and date, and the invoice mints exactly like a card payment.
5. Payers (a parent, a sponsoring company) get their own purchase portal automatically — their invoices, pay online, tax invoices.

Remember: a sale never gets an 18A, and a donation never gets a VAT invoice — Kaycie refuses the wrong one automatically.

Pledge boards

A public wish-list your supporters can claim — cash, co-funded or in-kind.

How to change many items at once

1. Press Bulk edit at the top right of the items table. The whole table becomes editable — name, category, priority, quantity, cost and funding mode.
2. Change whatever you like, then press Review changes. Nothing has been saved at this point. Kaycie lists every change it is about to make: which item, which field, from what, to what.
3. Only then press Save. Rows you didn't touch are never written, and every change that is written goes into the audit trail against its own item.
4. Funding and status can't be edited here. Those record what has actually happened to an item — donor money, outside gifts, whether it's covered — and are changed by events, not by typing over them.
5. If somebody else changed an item while your grid was open, that one row is skipped and named, rather than your edit quietly overwriting theirs.

How to run a pledge board

1. On the Boards dashboard, create a board and add items: claim (one donor covers it), co-fund (many chip in) or in-kind (goods, no payment).
2. Listing near-identical items? Duplicate on an item's ⋯ menu copies its details — never its money; the copy starts open and unfunded.
3. Publish, then share the public board page — supporters claim items right there; cash claims pay through PayFast.
4. Watch items flip to Covered ♥ and pull the commitments report (with CSV) any time. Got an item some other way? Record an outside gift marks it covered without inventing a donation.

Tip: board cash is a donation — 18A-eligible like any other gift.

Spending — quotes & sign-off

Quotes approved properly — two signatures, no shortcuts, a clean paper trail.

How to get a quote approved

1. Submit the quote on the Spending dashboard — supplier, amount, invoice number, what it's for, and the quote PDF. Above the board's two-quote threshold, attach a second quote (or record a sole-supplier justification — every use is logged for the board).
2. A different person approves it with a typed signature — you can never sign off your own submission, and each signer's board-set approval limit applies. Larger amounts require a second signature by yet another person.
3. If Kaycie flags a possible duplicate (same supplier's invoice number or amount seen recently), approving it requires an explicit override reason.
4. Once approved, the expense flows into the Cash book automatically.

How to record the invoice, payment and delivery

1. Capture the supplier's invoice against the approved quote (a quote can be invoiced in parts — deposits, progress billing). The same invoice number from the same supplier is refused twice, ever.
2. Pay the vendor from your bank as usual — then record the payment on the invoice with the proof. If the vendor's bank details changed since they were last verified, Kaycie refuses until a second person re-verifies them on the Vendors panel. Paying before delivery is your call (a deposit is normal) — kaycie notes it for the board either way.
3. When the goods or services arrive, someone other than the submitter clicks Confirm delivery — the file is complete: quote → approval → invoice → payment → delivery.

When the invoice is more than the quote

1. An invoice above the approved amount (beyond the tolerance) can still be captured by someone with Admin & setup access — give a short reason (a variation order, a rate change, delivery costs).
2. It's recorded as an exception the board sees, the reason shows to whoever pays, and nothing holds up the process.

How vendor bank verification works

1. Bank details are captured by one person and confirmed by a second — never typed into an ordinary form. This check is enforced unless your organisation turns it off under Operational controls; unverified payments are then marked on the record. Every proof uploaded during verification files in the Vendor bank-proof archive.
2. A changed account number blocks payment until someone re-verifies. That pause is the fraud control working.

How the supplier portal works

1. Every supplier gets their own signed link — no account, no password. They send quotes, invoice approved work and see progress. Each supplier's link lives on their row.

How the public quote link works

1. Share /submit-a-quote/ anywhere. A new supplier's first quote creates their portal automatically; returning suppliers can request their private link from the same page.

How to import a spreadsheet of expenses

1. Open Bulk import on the Spending dashboard and paste (or upload) your CSV — one expense per line: supplier, amount, invoice number, what it's for, programme. Rows kaycie can't read are skipped and listed back with the reason — never guessed.
2. Each row lands as a draft: attach the quote or invoice file, check the figures, then Submit — it enters the normal sign-off gates (duplicate detection included), nothing is bypassed.

How to e-sign a contract

1. On the Documents dashboard, open Sign a contract — pick the document waiting for you and sign with your typed full name and the "I agree" tick. ECTA-compliant, audit-logged.

Tip: quotes waiting longer than the board's set number of days pop up in notifications automatically — nothing gets forgotten in a fold.

Cash book

A period snapshot of money in (donations) and money out (approved quotes) — accountant-ready.

How to prepare your accountant's pack

1. Open the Cash book and pick your period (e.g. last month).
2. Income shows every recorded payment; expenses show every quote approved under Spending.
3. Download the CSVs and send them — these are your books of first entry; your accountant reconciles them to the bank in their own system, nothing retyped.

How to code your spending for the accountant

▶ Show me around

1. Every expense line has a Category box. Type what it is — salaries, rent, programme materials, whatever your accountant uses.
2. It's free text: no list to set up, and no waiting for someone to add a category before you can file something. Once you've used a word, the box offers it back, so the same category is spelled the same way every time.
3. Coding happens here, at month-end, not when a quote is captured. The person capturing a quote — often the supplier — has no idea what your chart of accounts looks like. You do.
4. Type down the whole column, then press Save categories once. The line beside the button tells you how many expenses still have no category — check that before you export.
5. The category is a column in the CSV, which is the bit your accountant actually asked for.

Which accounting basis should we use?

1. Cash basis counts money when it moves; committed basis counts spending from sign-off. Pick the one your accountant uses — the cash book, programme statements and forecasts follow it everywhere.

Approvals

Everything waiting on a decision, in one queue — quotes to sign, resolutions to pass, flags to clear.

How to work the queue

1. Open Approvals — kaycie lists quotes awaiting sign-off, resolutions open for signing, and any flags she's raised (possible duplicates, vendor bank changes, in-kind pledges to arrange).
2. Act on each from its own dashboard — the queue links you through. You can never approve your own submission; every decision lands in the audit trail.
3. Need to chase people? Each section has a Remind all signers button — one click nudges everyone who can clear it (in-app and email), capped at once a day so nobody gets buried.

How to see everything outstanding at once

1. Click Outstanding actions report — a live, whole-system check of every item still open: money to reconcile, 18A to issue, pledges with no payment, quotes, resolutions, and beneficiaries with no consent on file. You only ever see what you're allowed to act on.
2. From the report you can remind people per line or all at once, and export the list to CSV. Kaycie also emails the oversight team a monthly nudge if anything's still outstanding.

Governance — board resolutions

Propose, sign and record board decisions — with the minute filed automatically. Resolutions, meeting minutes and the compliance calendar now live together on the one Governance page.

How to pass a resolution

1. The chair or secretary drafts it on the Resolutions dashboard — start from a template (bank accounts, directors, loans, big spends, MOI changes) or write your own, and pick the threshold: ordinary, special (75%), unanimous, or the custom percentage your MOI states. Already decided at a meeting? Switch to Meeting record: capture the date, attendance and vote counts, sign as chair, and one other signatory countersigns to close it.
2. Open it for signing. Every board member with signing rights sees it and votes approve / reject / abstain with their typed full name as signature. One vote each, no edits after.
3. The moment the outcome is mathematically certain, Kaycie closes it, assigns the minute number (RES/2026/…), and files the signed minute PDF in Documents. Signers who missed the vote can still press Add my signature afterwards — the outcome never changes; the minute regenerates with the fuller signature table.

Tip: nominate your board members under Signatories on the Governance page — nomination grants signing access in the same click, so nobody is ever locked out of a vote. Every open resolution shows who still must sign, and the Resolutions register (CSV) is the auditor's one-page answer to "show me every board decision".

Documents

Certificates, contracts, consent records and minutes — stored privately, downloaded securely.

How to download a document

1. Find it on the Documents dashboard and click Download — Kaycie checks you're allowed to see it, then gives you a short-lived secure link.
2. Links expire in about two minutes and work once. If it expires, just click Download again.

How to upload a document

1. Open Upload a document — policies, signed leases, your constitution — anything worth keeping under lock. It lands in the same gated storage as generated documents: no public links, single-use downloads, all logged. Tick "needs a signature" and it appears in the signing picker.

How to build a document from a template

1. Open Document templates: start from the library (volunteer agreement, funder MOU, guardian consent letter, donation letter), edit the wording in your own voice, and Generate — it mints as a PDF straight into Documents, ready to be signed if the template requires it.

Why so strict? These files carry personal information. There is never a permanent public URL to any Kaycie document.

Reporting & funder packs

Reports and exports for the board, funders and B-BBEE — built from live data.

How to pull a B-BBEE funder pack

1. On Reporting, choose the funder organisation and tax year and download the evidence pack — payments and outcomes with the tamper-evident trail behind them.
2. For SARS: the IT3(d) export lives here too.

How the beneficiaries-by-programme summary works

1. Pick a report template and a period — kaycie summarises the answers per programme: averages, counts per option, and change against the previous period.
2. Aggregate figures only: no names ever appear, and groups smaller than five are suppressed entirely so nobody can be identified by elimination. Add your comments at generation — they live on the document, not in the data.

Audit trail

The tamper-evident record of every action — who did what, and when. Entries can never be edited or deleted, not even by an admin.

How to check the record

1. Open Audit trail and search or filter — by action, record type or date. Typing a number finds that record or user.
2. Press Verify the chain any time: kaycie recomputes every entry's fingerprint against the one before it. "Every hash intact" means nothing has been altered since the day it was written.

How to hand it to your auditor

1. Press Audit log (CSV) — the export includes the hashes, so an auditor can verify the chain independently. The export itself is logged too. For anything contentious, the live audit trail is the authoritative record.

Why it matters: this is the trail behind every 18A certificate, approval and payment — proof you can put in front of a funder, a board or SARS without preparing a thing.

Good to know: Regulators and funders rarely ask 'did you do it?' — they ask 'can you prove it?'. The audit trail is that proof, generated as a side effect of normal work. You never prepare for an audit; you just open this page.

Minutes & the compliance calendar

Meeting minutes that lock forever once finalised, and your statutory deadlines computed from your own dates — nobody maintains the calendar by hand.

How to record meeting minutes

1. On Minutes & deadlines, press Record a meeting: type, date, who was present, apologies, and the record itself. Save as a draft while you tidy it.
2. Press Finalise when it's complete: the minutes get a permanent number (MIN/2026/…), a PDF files itself under Documents, and nothing can ever edit them again — that's your 7-year retention, by construction.
3. Passed resolutions have their own minutes (RES/…) — link them by id so the meeting record references them formally.

How the compliance calendar works

1. Fill in the statutory profile once: CIPC registration date, financial year-end (or "Not sure yet" — fine for new organisations), and whether you're a registered NPO. That's the one-time setup — after it, every deadline computes itself, every year, forever.
2. The built-in South African deadlines: CIPC annual return (+ beneficial ownership) in your anniversary month, the DSD report nine months after year-end, and SARS IT3(d) by 31 May.
3. Add your own recurring deadlines too — a funder report, an insurance renewal — set once, repeated every year automatically.
4. Anything within 30 days also arrives as a notification. When you've filed, press Mark done — recorded in the audit trail, so "did we file?" always has an answer.

Good to know: missing two consecutive CIPC annual returns risks deregistration — the calendar exists so that can never sneak up on you.