Tasks and e-voting for volunteer orgs
Get the docs.
Run the vote.
Zero logins.
Reports need to be collected, decisions need to be made, and updates need to be communicated. SendGather is the one place where you can do it all - without a single volunteer login!
Free when you sign up — one credit asks one person, so that is 100 people. No card, no subscription, and nobody on your board makes an account.
November board pack
7 reports due
5 in · 2 remaining
- TreasurerAda FenwickSent it in
- SafeguardingRui AlvesSent it in
- FundraisingJo MbekiStarted
- PremisesHal OstromOverdue
Everyone gets their own link. Nobody makes an account.
One address book. Three tools.
Most committees run this on a spreadsheet of email addresses, a mailbox, and somebody's memory. These are the same people every time, so they are one list here.
Collect what people owe
Committee reports before the meeting, declarations of interest once a year, a photo and a bio from each new trustee. Ask named people by name, set the date it is due, and watch the list rather than your inbox.
Decide between meetings
Put a motion or an election to the people entitled to vote on it. Your quorum, your threshold, your rule about abstentions — applied by the software and frozen into the record, so nobody relitigates the arithmetic.
Tell everyone the outcome
Send the board a branded message whose links and attachments stop working on a date you choose. Every voter is emailed the result of a sealed vote automatically, without you writing the email.
The part that costs you an evening.
Not the asking — the asking takes four minutes. It is the second email, and the third, and working out from a thread of replies which two people still have not sent anything.
SendGather sends the reminders on a schedule you set, shows you exactly who is outstanding, and can send the papers people need OUT with the ask — the agenda, last month's minutes, the blank form — so nobody replies asking for the attachment.
Once a week it emails you where things stand, and only when something has actually changed since the last one.
- Committee and officer reports before each meeting, each one filed under the person who wrote it
- The same reporting form every quarter, so a year of it exports as one spreadsheet rather than four
- Declarations of interest and conflict statements, collected annually and marked sensitive
- Dates everybody can make for the next meeting, added up across the whole committee
- A sign-up sheet for an event — limited places, taken first come, and they see what is left
- Photos, files and documents, kept with the names the people who sent them gave them
- Ada FenwickDelivered
- Rui AlvesDelivered
- Jo MbekiSent
- Hal OstromEmail bounced
Bylaw-compliant email voting.
Not a poll. Up to 10 motions or an election on one ballot, decided under the rules your own constitution sets, and sealed into a record nobody can quietly edit later.
For 7 · Against 2 · Abstain 1
10 of 11 returned a ballot · 6 needed for a quorum
Two-thirds of the votes cast was required; abstentions were excluded from the total. Sealed when voting closed. The counts, the rule and the date are fixed from that moment.
Your rules, not ours
Quorum is more than half of those entitled to vote, two-thirds of them or none at all where your rules do not set one. A motion carries on a simple majority or two-thirds — and a single motion can override the paper it sits on, because bylaws do: approving minutes takes a majority and amending the constitution takes two-thirds, at the same meeting.
Abstentions, decided on purpose
By default an abstention counts toward the quorum and is left out of the carry — present, not taking a side, which is the convention most boards already follow. If your rules say an abstention counts against, say so once and it does.
Recorded or secret
Motions are recorded by default and name who voted which way. Officer elections default to secret, and the link between a voter and their vote is destroyed when the result is sealed — not hidden, destroyed.
Opens and closes on time
Set when the paper goes out and when voting closes. It closes itself, counts itself, seals the result, and emails every voter what was decided — whether or not anybody is at a computer.
A record that outlives us
Every sealed vote produces a printable document and two spreadsheets: the counts, the rule that was applied in words, who was eligible and who returned a paper. Readable without this product, because a governance record has to be.
The paragraph for the minutes
Written for you from the sealed record — the motion, the numbers, whether it was quorate, whether it carried, and under which rule. Copy it into the minutes. That is the job, finished.
November board meeting — voting closed 14 November 2026. MOTION 2 — Adopt the 2027 budget. CARRIED. Of 11 eligible voters, 10 returned a ballot; the meeting was quorate. For 7, Against 2, Abstain 1. Two-thirds of the votes cast was required; abstentions were excluded from the total.
What it does not do: proxy or delegated voting, and votes taken live in a meeting. This is for decisions made between meetings, by people reading their own email.
Board roles and terms.
The answer usually lives in a document somebody's predecessor maintained. SendGather keeps the posts your organization has — how many seats each carries and how long a term runs — and the register of who has held them, and between which dates.
- Ada Fenwick · elected7
- Rui Alves · elected6
- Jo Mbeki4
- Hal Ostrom2
5 votes elects a candidate, out of the 8 counted. Both winners are written into the register, with the term this paper set.
An election writes it for you
Seal an election that named a post and the winners are entered on the register, with the term the paper actually specified — which is not always the standard one, because a casual vacancy is filled for the remainder.
And so does everything else
Appointments, co-options, people who held the post long before you had software, and resignations — recorded by hand, because none of those can be worked out from a vote and a register with gaps in it is worse than no register.
Seats, and how long a term runs
Each post says how many seats it carries and how long a term lasts, so a new term ends on the right day without anybody counting months. Terms are calendar dates, not timestamps — 31 October is 31 October wherever the holder happens to be.
It records what happened, not what should have
Vacant seats are counted for you, and a board that has co-opted a sixth trustee into five seats can say so — the register reports it rather than refusing it. Software that argued with the minutes would just move the truth back into a spreadsheet.
A post is a way to address people
Whoever holds a post today is a group you can send to, so “the trustees” means the current trustees without anybody maintaining a second list. It is worked out from the register every time, never a copy that goes stale the day somebody resigns.
And it shows on their own page
Open anybody in your address book and you can see which posts they have held and between which dates — the same register read from the person's end rather than the post's.
Your own groups sit beside the posts and stay wider — a board group properly includes the minute-taker who holds no seat, and the clerk who attends everything and votes on nothing.
No volunteer makes an account.
Your board is retired accountants, a parent of three, and someone who checks email on a phone at the bus stop. Every one of them gets their own private link — no password, no app, nothing to install — and they can change what they sent until the thing closes.
Everything they land on wears your organization's name, logo and colour, because the alternative is eleven people forwarding you the email to ask whether it is real. If one does ask, there is a page that answers it honestly.
One credit asks one person.
A twelve-person board is twelve credits a vote. Buy a handful when you need them — no subscription, no card kept on file, and they never expire. Your first 100 are free.
You will need an email address on your organization's own domain to create an organization — a personal Gmail or Outlook address won't do. If your committee sits under a larger body, they can create it and invite you in.
If your organization is tax-exempt, tell us before you buy credits and we'll sort it out.
On a board that uses this? Open the link you were sent — you don't need an account here. Not sure it's genuine?