Help centre / People & access / Keep the trustee register up to date
Keep the trustee register up to date
The Register of appointments records who holds each position and when. Add an appointment when someone joins, and end it when they step down. Past appointments are kept, so your charity always has a complete record of who served and for how long.
Add an appointment
- Open the Register of appointments.
- Select Add appointment.
- Pick Existing person, or choose New person and type their full name.
- Choose their Position, for example Trustee (Director), Chair or Treasurer.
- Enter the start date under Effective from.
- Add a note if it helps, then select Add appointment.
An appointment is a record, not a login. If the person also needs to sign in, invite them as a user as well.
When someone steps down
- Find their appointment and open it with the edit (pencil) button.
- Select End / step down and enter their last day. You can also fill in Effective to directly.
The record moves to Past appointments. Nothing is deleted. That history is exactly what your annual return and your minutes rely on, so it's worth keeping straight.
Terms and length of service
The register works out each trustee's length of service from these dates. If you've uploaded your governing document, it uses the term rules your document sets. Otherwise it uses model rules.
Need a position we haven't listed?
Administrators can add their own positions, for example Youth Ambassador. The built-in positions like Trustee and Chair can't be removed, so nothing important goes missing.
Eligibility declarations
The same page tracks eligibility declarations. That's each trustee's confirmation that the law doesn't disqualify them from serving. Select Record declaration next to a person to record one. It should reflect what the person actually signed or told you.
We may have filled some of this in for you
If you created your workspace from your charity number, we copied your trustees from the Charity Commission's public register as a head start. Check the list and tidy anything out of date. It's your record, and you can change any of it.
The governance behind this: our free guide on charitycontrol.org explains the why in plain English.