Files minutes, policies and correspondence where they can be found next year.
DV · Club OS module
Club memory should survive the AGM.
Documents & Vault is the Club OS home for committee files. The Library holds the documents volunteers should be able to find. The Vault holds the records that should not travel through a group chat. Handover packs sit on top of both.
Documents & Vault
Live view
Committee handover pack Vault Restricted
Child safety policy Library Public
AGM minutes 2025 Library Committee
The job
What Documents & Vault is for.
Stop important files living in personal drives. Give secretaries, presidents and incoming volunteers a place to store, permission and find the documents that make the club runnable.
Product screenshots go here This module will carry real Club OS captures of the working screens. The layout is ready for them.
Who uses it Secretary President Treasurer New committee member
Built around real club roles.
Knows handover is a pack, not a conversation in the car park.
Keeps sensitive finance records in the Vault, not in email.
Starts from the club record instead of asking who has the old files.
Inside the module 01 02 03 04 05 06
The functionality committees actually run.
Library for operating documents
Policies, templates, AGM minutes and season packs live in a structure the committee can browse. Names should be plain English, not FINAL_scan_3.pdf.
Vault for restricted records
Some files should not be generally available. The Vault is for controlled access: WWCC copies, sensitive correspondence, finance packs and anything you would not forward in a chat.
Handover as a product
A role can have a pack: what the job is, where the files are, and what must happen in the first month. That is how knowledge stays in the club.
Permissions that match roles
A team manager may need a policy. They do not need the vault. Access follows Club OS roles instead of a shared folder password.
A trail of what changed
When a policy is replaced, the club should still know what was in force last season. Documents are part of the operating record.
Linked to real club work
A facilities issue, a registration product or a committee decision can point at the file that explains it. The document is not an orphan in a drive.
How it runs
A path volunteers can repeat.
01 · Sort what you already have Library for everyday committee files. Vault for restricted records.
02 · Name them for the next volunteer If a new secretary cannot find it from the title, rename it.
03 · Set access Give each file the smallest audience that still lets the club function.
04 · Build handover packs Attach the files and notes each role needs when people change.
What it replaces
The hidden systems clubs already have.
- Shared drives nobody owns
- Policies in a president’s email
- USB sticks after the AGM
- “I’ll send you the folder” as a process
Connected modules
This work does not sit alone.
See Documents & Vault in a walkthrough.
We will show the working screens, the volunteer path, and how this module connects to the rest of Club OS for your club.
Ready when your committee is
Give the club a system that outlasts the season.
Start with the workflows causing the most pressure, then grow into a full Club Operating System.