Help centre / Registers & safeguarding / Keep documents and contracts in one place
Keep documents and contracts in one place
Open Governance to find the Documents register and the Contracts register. Add each item with its dates, then attach the files. Contracts with a renewal date are flagged 90 days before it, and you can raise a renewal for the trustees to decide.
Add a document
- Go to Governance, then Documents.
- Select New document.
- Pick a Category and give it a clear Title, for example "annual accounts for the year ended 31 March 2026".
- Add the Document date and, if it needs looking at again, a Review / renewal date.
- Select Create document.
- Open the document and add the file itself under Files & links. PDFs preview right on the page.
Add a contract
- Go to Governance, then Contracts register.
- Select New contract.
- Pick the Type, for example an employment contract, a lease or a service agreement.
- Give it a Title and name the other party.
- Set the Start, End and Renewal / review dates, and the notice period in days.
- Add the yearly value and a summary of the key terms.
- Select Create contract, then open it and attach the signed copy under Signed contract & documents.
How the dates help
The register lists contracts by renewal date and flags any active contract due within 90 days, so a notice period never slips past unnoticed. When a renewal needs the board's approval, open the contract and select Raise for decision. That puts it in the trustees' decisions queue with the contract linked for context.
Common questions
What's the difference between the two registers? Documents are things you keep, for example accounts, reports and certificates. Contracts are agreements with dates and money attached. Insurance policies have their own register, and their renewals feed the compliance calendar.
Can I tidy up old items? Yes. Archive anything superseded. Archived items keep their files and history, and you can restore them at any time.