Good governance, run on bad plumbing
Most trusts run their boards on a patchwork: clerks emailing papers, governors printing packs, approvals buried in inbox threads, and the estates report assembled by hand the week before each meeting. Underneath it sits a bigger problem: the most sensitive documents a trust holds live in someone else’s cloud, on someone else’s terms.
The whole cycle, in one place
- Meeting packsAttach papers to agenda items and compile everything into one paginated PDF at the press of a button. Members read the real documents, with comments and annotations.
- Approvals with e-signaturesPapers that need a decision carry an approve-and-sign control. Every approval is timestamped against the exact version approved and flows into your decisions register.
- Policies that publish themselvesEvery policy has an owner, a review cycle and an approval route. When a new version is approved, the current version publishes to your website and the old one is retired.
- Records that build themselvesTerms of office, attendance, declarations of interest and training records accumulate as a side effect of normal use, then export as audit-ready evidence in one click.
- Your words, everywhereTrust Board, LGBs, Finance and Resources, Estates and Audit, Pay: committee names, structures and approval routes are configured to your scheme of delegation.
- External members, no licencesGovernors and trustees outside the organisation sign in as secure Microsoft guests. No Microsoft 365 licence, no per-user fees.
Your governors see the estate, live
Board portals cannot see your buildings and compliance dashboards were not built for board meetings. GovernanceProof is both. Statutory compliance, planned maintenance and health and safety figures sit on the board dashboard, so the estates report for each meeting is generated from live data rather than last term’s spreadsheet.
The admin does itself
- CompileSix papers become one paginated, audit-ready PDF with cover, agenda and page numbers. Members are notified, external members by email and staff in Teams.
- SignAn approval is signed and the decision writes itself into the register against the exact version approved.
- PublishA policy passes its final approval and the current version publishes to your website while the old one retires.
- RecordAttendance, declarations and training records accumulate, ready to export when an auditor asks.