People and roles
Membership and roster
Approve join requests, track members and officers, and record dues. Roster details are visible only to leaders unless a member opts into the member directory, and phone numbers only to the owner.
Roles and playbooks
Set out the roles an organization has, how many people hold each one, and what the job involves. Giving someone a title is what grants them officer or advisor access.
Elections and polls
Run officer elections and quick polls in the app, then apply the winner in one step. The app shows totals and never shows who voted for whom.
Leadership handover
Hand the organization to its next owner in one move. Members and records carry over.
Meetings and events
Events and RSVPs
Post events, collect RSVPs, and set a capacity or a head-count goal. A street address and a room give members a directions link, and an event whose time is unsettled publishes as an all-day entry.
QR attendance
A code shown at the meeting checks members in as they scan it. A member who gets missed can ask to be added, and a leader can mark them in by hand.
Kiosk mode
A tablet at the door checks people in, by the code they scan or by tapping their own name. Codes rotate every 30 seconds, so a shared screenshot expires.
Meeting mode
One live screen for the meeting in progress: a timed agenda, the check-in code, the head count, and a quick poll. A projector version puts the same screen on the room's TV.
Meeting minutes
Minutes belong to a meeting, and two officers can write them at the same time during it. Share them with members when they are ready, and export them to Google Docs.
One calendar
Every event and every task deadline on one screen, as a month grid or a day-by-day agenda. Leaders see the whole organization, and members see what is theirs.
Calendar feeds
One private link puts every event from a person's organizations on their own phone calendar. It works in Google Calendar, Apple Calendar, and Outlook.
Getting the word out
Announcements
Post updates that reach every member, one committee, or one person. Schedule them ahead of time and pin the important ones.
Notifications
Members get an in-app feed and optional push notifications. Anyone can mute an organization or turn its email off entirely.
A join link
Every organization has its own address where a new member can request to join. A visitor who is not a member sees the name, the school, and the icon, and nothing else.
English and Spanish
Sign-up, joining, and the member screens are in both languages. A parent reading a join page can switch without an account.
The work itself
Tasks
Hand out work, break it into numbered steps, and set the date it appears. Every task has its own page recording who is on it, what is finished, and every reminder sent.
Signups
Sheets of slots members claim for themselves, with a limit on each slot. The sheet shows how full it is.
Committees
Split the organization into committees, each with its own page, color, icon, and chair. Chair powers let a chair run their committee's work without seeing the rest of the organization's.
Money and records
Money and reports
Log income and expenses, track dues, and edit an entry when a typo slips in. A term report for an advisor is built from the same records.
Service hours
Log service hours, approve a whole batch in one tap, and export a spreadsheet. Hours can be awarded to everyone who attended an event.
Certificates and records
Print involvement certificates and attendance records for a college application. A transcript of approved hours carries a code a counselor can check without an account.
Volunteer programs
A published schedule
Shifts are built as a draft, and volunteers see the schedule only after the week is published. A shift's activity is chosen from the program's own list.
Applications and onboarding
A public form collects applications, and the queue carries each one through interviews and the onboarding steps a new volunteer walks through. A club can switch the same form on.
A kiosk at the desk
A tablet is paired to the program with a device token, so nobody has to stay signed in on it. It lists who is scheduled today and records their taps, and it can reach nothing else.
Hours and a letter
Volunteers tap in and out at the desk, and the time banks as service hours a coordinator approves. The printed letter carries a code a school can check without an account.
Privacy and safety
What a leader cannot see
A date of birth is kept on the account, and every roster screen and export reads the membership record, which has no such column. Among an organization's leaders, only the owner sees phone numbers, a guardian's included.
Secret ballots
A poll sends a browser the counts, the total and the reader's own vote. Who chose what stays on the server.
Private attachments
Since late August 2026, a permission slip or a budget sheet on a post is stored as a private file. Coetio checks the reader each time one is opened, then gives them a link that expires after a minute. Older attachments keep the permanent address they were given.
What deleting does
Announcements, events, minutes, tasks and committees go to a 30-day trash, and a leader who can manage that kind of item can restore it for those 30 days. Deleting an account clears the name, email, phone and any leader's notes from the roster row, and the organization keeps the attendance and hours with nobody's name on them.
Schools
School verification
School staff can verify their school at no cost. It adds a note in each organization's own settings, and grants no login into any organization's records.
Coetio holds no security certification, has had no outside audit, and has no two-factor sign-in yet. What each protection is built on, and where it stops, is set out on the security page.