Member and volunteer files For associations, unions, charities and volunteer teams
Every member and volunteer.
One secure file each.
FilePlan 365 gives every member and volunteer their own secure file inside SharePoint. Applications, checks, training and correspondence are filed to the right person, with the right protection, automatically.
Works inside SharePoint
Member details from your membership CRM
30-day free trial
1
Member details
Membership number, name, membership type and branch, taken from your membership CRM.
2
Document types
The same labelled folders for every member, down the left.
3
The member’s documents
Everything filed to that member, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every member, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right member file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your membership CRM
Member details arrive automatically
You never retype a membership number, name or branch. FilePlan 365 picks up each member’s details from your membership CRM, so every new member has a file ready the day they join.
When a member changes
A new branch, an upgraded membership or a new volunteer role is picked up automatically, so every file stays accurate.
When membership ends
The leaving date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of members up to date from your membership CRM. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The member file plan
Every member organised the same way
Each member file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Joining
Application, consent, welcome pack
Kept for: 6 years after leaving
2
Subscriptions
Direct debit mandates, payment records, Gift Aid
Kept for: 6 years after leaving
3
Checks and safeguarding
DBS checks, references, safeguarding training
Kept for: 6 years after leaving
4
Roles and training
Volunteer roles, training records, certificates
Kept for: 6 years after leaving
5
Representation and support
Case notes, advice given, outcomes
Kept for: 6 years after closure
6
Leaving
Resignation, final payments, records closure
Kept for: 6 years after leaving
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Member and volunteer files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Member and volunteer files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Member and volunteer files template
Pick “Member and volunteer files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your member files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match the way your organisation works.
Find a member
Any member file in seconds
Start typing and FilePlan 365 shows matching members straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by membership number, name or branch.
2
Narrow it down
Filter by membership type, branch, status or role if you need to.
3
Open the file
Click a member to see everything filed to it.
People only ever see the members and documents they are allowed to see.
Advanced search
Answer questions across every member file
Tick a few options and FilePlan 365 finds every matching document across all your members. Perfect for governance checks, safeguarding audits and subject access requests.
Safeguarding auditEvery DBS check due for renewal this year
Branch reviewAll volunteers and their training for one branch
Subject access requestEverything held about one member, in one list
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Member files are kept for six years after membership ends. Leaving starts the clock automatically.
Only the right people can see it
Member documents are marked Confidential. DBS checks and support case notes are marked Highly confidential.
Personal data stays inside
Documents containing bank or DBS details can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time on admin. More time with members.
One file per member
Joining, checks, roles and support, in one place.
Ready on joining
New members arrive from your CRM with their file set up.
Audits without the scramble
Find every DBS check and certificate in seconds.
Leavers handled for you
Retention starts automatically when membership ends.
Every member file.
Always in order.
Try the Member and volunteer files template free for 30 days, in your own Microsoft 365 tenant.
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