Online documents for the association

What is the online documents module?

The MiAMPA online documents module lets the board upload, organise and share important files with the member families. All the association's paperwork is kept in one safe place, reachable from any device.

There is no more forwarding files by email, digging documents out of old conversations or depending on one person having access to the information. With MiAMPA the documents are available to whoever needs them, when they need them.

Common problems without a central document system

Many associations keep their paperwork scattered about, and the same problems come up again and again:

• Documents saved on personal computers that are lost when the board changes.
• Statutes and minutes forwarded dozens of times by email or WhatsApp.
• Families who do not know where to look up the budget or the association's rules.
• Out-of-date versions circulating among the members.
• How hard it is to find a document when you need it urgently.
• No control over who has access to sensitive information.

What the documents module does

Which documents you can keep in one place

The online documents module is meant for every kind of file an association handles:

• Statutes and founding deed: the association's basic documents.
• Minutes of meetings: both board meetings and general assemblies.
• Budgets and accounts: the financial information, for transparency.
• Circulars and announcements: important information for the families.
• Grant paperwork: reports, receipts and decisions.
• Suppliers' contracts and quotes: for the board to consult.
• Internal rules: the rules for activities, school meals and after-school clubs.
• Forms and templates: applications, permission slips, sign-up sheets.

What the board gets out of it

Keeping the documents in one place makes the board's work easier:

• There is no forwarding files every time somebody needs them.
• The paperwork is not lost when the board changes.
• Every board member has access to the same information.
• Less time is spent looking for documents.
• Greater transparency towards the member families.
• It helps with tax and record-keeping obligations.

How it fits with the rest of MiAMPA

The online documents module works together with MiAMPA's other features:

• Publish a news post when you upload an important document.
• Send the families a notification when new documents are available.
• Share documents for events and activities.
• Attach the rules to the after-school activities.
• Round out the accounting with budgets and invoices.