Documents
Your club's files. Off personal drives.
Store policies, constitutions, and club files in one place with role-based permissions. No more documents trapped on the treasurer's personal Google Drive.
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Last reviewed January 2026
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Nothing retires when your secretary does
Policies, constitutions and grant applications in one place the club owns, organised by year or by committee. Plus the safeguarding folder your governing body shares straight down to you — updated at their end, current at yours.
- One place the club owns
- The constitution stops living in someone's Dropbox and the insurance certificate stops living in an old email. Policies, constitutions, grant applications, logos and photos sit together, with 25GB included.
- Organised the way your committee thinks
- Folders by year, by committee or by event — whatever matches how you already work. Star the files you keep coming back to, and preview a document or image without downloading it first.
- Nothing is really deleted
- Files move to the trash rather than out of existence, and come back in a click. That is deliberate succession cover: an outgoing committee cannot take the club's records with them on the way out.
- Shared with us
- A governing body, league or association shares a whole folder straight down into your account — safeguarding policies, or links out to their own site or learning system. When they update it at their end, you have the current version at yours.
Why clubs can't find their own documents.
Files live on someone's personal drive
The constitution is on the president's Google Drive. The insurance certificate is in the treasurer's email. When they leave, the files leave too.
Nobody knows which version is current
Three people have different copies of the child safety policy. One is from 2022. Nobody is sure which was approved at the last AGM.
Sensitive documents have no access control
Financial records, member personal details, and HR documents are in a shared Google Drive folder anyone with the link can access.
Document storage built for committees.
Controlled access, organised folders, and a single source of truth for every club file.
Role-based permissions
App permissions control which modules each contact can access — Finance, Contacts, Meetings, and so on. Files shared on your TidyHQ web pages use Public, Group, or Admin-only visibility, keeping committee documents away from the public and sensitive files away from general members.
Files attached to member records
Attach documents directly to a contact — Working With Children checks, signed forms, medical information. Any admin with Contacts permission can find them on the member's profile.
Central file library
Constitution, policies, insurance certificates, forms — all in one organised place that belongs to the club, not to a person. Folders keep everything findable when someone new takes over.
How clubs protect their records.
Committee changeover without a document hunt
New treasurer logs in and finds every financial document from the last five years — budgets, audit reports, grant acquittals — organised and accessible.
New committee members productive from day one instead of week three.
Policy update with a proper audit trail
Update the child safety policy, upload the new version, and track which committee members and coaches have acknowledged it.
Full compliance audit trail ready in minutes for state body reporting.
Insurance certificate where everyone can find it
Venue hire, event applications, grant submissions — everyone who needs the insurance certificate knows exactly where it is.
Eliminated the annual "where is the insurance certificate" email chain.
Documents with the right access
Role-based permissions mean policies reach the committee, member-only documents reach members, and public files stay public. The right document reaches the right person without you becoming the gatekeeper.
Frequently asked questions
Quick answers about Documents in TidyHQ.
Yes, at two levels. App-level permissions control which modules each admin can access — so your treasurer can have Finance access without seeing Contacts. Files shared on TidyHQ web pages use Public, Group, or Admin-only visibility, so you can keep committee documents away from general members and sensitive files away from the public.
TidyHQ Storage doesn't have automatic version tracking. To update a file, upload the new version and replace any shared links — each upload generates a fresh unique link. A clear naming convention (e.g. ChildSafetyPolicy-2026-05.pdf) keeps it obvious which version is current.
TidyHQ supports all common file types — PDF, Word, Excel, images, and more. There is no restriction on file format. Storage limits depend on your plan.
Documents belong to the club, not to individuals. When someone leaves the committee, they lose access to restricted documents automatically, but the files remain in the library for the next person in that role.
Club documents that belong to the club.
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