Collaborate is your document sharing and project communication tool that puts all your documents in one place and automatically communicates updates to the right people.
Upload documents, assign tasks, track progress, and ask Copilot questions about your content, without hunting through email attachments or shared drives.
Value added for your charity
Every policy, report, and resource your team needs is in one searchable place. Tasks are assigned and tracked. Nothing falls through the cracks.
Core Features
Document sites | Create dedicated sites for teams or projects, such as Trustee Board, Fundraising Campaigns, or HR Policies, each with controlled access. |
Copilot search | Upload a document, tick "make searchable in Copilot", and ask questions about the content in plain English. No more scrolling through 40-page reports. |
Task management | Create tasks linked to specific documents, assign them to team members, set deadlines, and track completion without leaving Collaborate. |
Automatic notifications | When a document is updated or a task is completed, the right people are notified automatically. No manual chasing required. |
Access controls | Set permissions per site. Trustees see board papers, volunteers see briefing packs, and finance sees budget documents. Everyone sees only what they should. |
Version history | Every document version is saved automatically. See who changed what and when, and restore a previous version if needed. |
How it works in practice
Example: Managing your trustee board papers
Your Finance Manager creates a Trustee Board site in Collaborate with access restricted to trustees and senior leadership only.
They upload the quarterly finance report, annual accounts, and board agenda, all in one place.
They tick "make searchable in Copilot" on the finance report so trustees can ask questions like "What was our restricted fund balance in Q2?" and get instant answers.
A task is created for trustees to review and approve accounts by the 15th, assigned to each trustee with a deadline.
Trustees receive an automatic notification and can access, review, and comment on documents from any device.
The CEO checks the task board to see who has reviewed the papers, without sending a single chasing email.
How your charity's functions can use Collaborate
Leadership & Governance
"Trustees and senior leaders need the right information at the right time, without us manually sending it."
Create a secure Trustee Board site with board papers, minutes, and strategic documents all in one place.
Ask Copilot to summarise last quarter's board minutes and get an instant answer from the uploaded documents.
Track which trustees have reviewed key documents before the board meeting.
Finance & Operations
"Our financial reports are scattered across email threads and shared drives. It takes ages to find the right version."
Store all financial reports, budgets, and audit documents in a single, version-controlled Finance site.
Assign review tasks to budget holders with deadlines and track completion automatically.
Use Copilot to answer questions about financial documents without opening and reading every file.
People & HR
"Staff can never find the right policy document. We end up emailing the same thing repeatedly."
Create an HR Policies site with all contracts, handbooks, and procedures in one searchable place.
Staff can ask Copilot about the annual leave policy and get the answer instantly from the uploaded handbook.
Update policies once and everyone automatically has the latest version, with no more outdated documents in circulation.
Fundraising & Income Generation
"Campaign planning involves lots of people and documents. It's hard to keep track of who is doing what."
Create a campaign site per fundraising initiative with briefs, creative assets, and reports all in one place.
Assign tasks to team members with deadlines and track progress in one view.
Share campaign performance reports with senior leadership via a controlled-access site, with no email attachments.
Volunteering & Community
"Volunteer briefing packs and role descriptions are always out of date by the time volunteers receive them."
Create a Volunteer Resources site with role descriptions, training materials, and briefing packs always up to date.
Volunteers access their own documents without needing to contact the coordinator for every query.
Assign onboarding tasks to new volunteers such as DBS check, induction reading, and first shift confirmation, then track completion.