Help

If you run a club

Four screens do most of the work.

• Leadership is where titles live. Giving someone a title is what gives them officer or advisor access, and taking it away ends that access. Each role has a playbook the next person inherits.
• Calendar puts every event and every task deadline on one screen. Members see only the ones that are theirs.
• Meeting mode is the screen you open during a meeting. The agenda, the check-in code, the clock, and the minutes, with a projector version for the room.
• Tasks each have their own page. Everything about a task is edited there, and every screen that shows the task links to it.

Running a meeting, start to finish

Before the meeting

• Create the event first. Every set of minutes belongs to a meeting, so the event has to exist before the agenda does. Start the minutes from the event page or from the Minutes screen.
• Every agenda line is a task. Type a new line and Coetio creates a task with nobody assigned. That is a talking point. You can also add a task the club already has, and one task can sit on several meetings' agendas. Renaming the task renames the line everywhere it appears.
• A line reaches nobody until you assign it. Assigning people turns a talking point into real work: it lands on their dashboard and they get a notification.
• Times are optional. Give a line a start time and a length and it becomes a bar on the meeting timeline.

During the meeting

• Open meeting mode from the event page. It shows the agenda as a list and as a timeline, the meeting clock, the check-in code, any open poll, the run-of-show checklist, and the minutes. There is a projector version for a TV.
• The check-in code appears only if your role can run attendance, and it works only on the day of the meeting. A code from another day is refused.
• Each line has a Start button. Tap it when the room takes the item up. The button becomes an empty checkbox, and you tick it when the room is done with the item. More than one line can be running at once. Undo lives in the line's menu, so a stray tap can't un-tick something.
• The timeline is draggable. Drag a bar to move it, drag its edge to change how long it runs. Bars can overlap. That is normal, meetings do two things at once. Everything a drag can do, the line's own time fields can do too.
• The minutes are written on the lines. "Note what was said" on each agenda line is the minutes. Two leaders on the same screen write the same document.

Sharing and ending

• Share the minutes from the meeting screen. The chip beside the minutes always says "Shared with members" or "Leaders only", and one tap flips it. Members can't see the agenda until you share.
• Ending the meeting does not share the minutes. Sharing is its own tap, so nothing goes to the club by accident.
• End meeting folds the agenda into a recap on the same note. Covered talking points with nobody assigned and no steps are filed away: they stay in the minutes and leave the task list, so the club's to-do board doesn't fill with things that were only ever discussion.
• Two different ticks, on purpose. The meeting's tick means the room covered the item. A task is finished when every assigned person marks their part done. Neither sets the other, and the task page asks before anything is marked finished for everyone.

In a meeting, as a member

• You see the agenda once your leaders share the minutes, and only the lines that are visible to you.
• You can start your own work. On a line you are assigned to, tap Start when you begin and tick the box when your part is done. Your tick marks your part only, never anyone else's, and only your leaders can mark the room's progress.
• You can rate the meeting from 1 to 5, during or after it, if you checked in or RSVPed.

Every task has its own page

• One page, reached from everywhere. Tap a task on the board, the agenda, an event, or a dashboard card and you land on the same page. Editing happens there: the words, the due date, who is on it, and the steps.
• Steps are numbered for everyone. 1, 2, 3, with sub-steps as 1a, 1b. There is no setting that turns numbers off. The style choice only decides whether the number is the tick box itself or sits in front of a plain one.
• A step can belong to one person. Only someone already on the task can be named on a step, which is how a big job gets split up. Taking someone off the task frees their steps too.
• Ticks are recorded honestly. Every tick stores who made it and when. Ticks made before this was tracked say "not recorded" instead of guessing.
• The finished question is asked, never assumed. When every step is ticked the page asks whether the whole task is finished. A leader whose role manages tasks can mark it finished for everyone. The record names that leader, and each person's line in the history says their part was marked done, with the leader's name on the line above it. The same leader can reopen it, and the button warns that reopening clears ticks people made themselves.
• History lives here too. When the task was made and by whom, when each person was added and by whom, every reminder sent, and every meeting agenda the task sits on. Removing someone deletes their history on the task, so the page warns you as you unselect and asks again before saving.
• Archived is not gone. Open the archive view on the Tasks screen and bring a task back with one tap.

Finding tasks

• Folders by meeting. The Tasks screen groups tasks under the meeting whose agenda they are on, ordered by meeting day. A task on several agendas shows in one folder, not three.
• Search and filters. Search by words. Filter by state (to do, in progress, done, overdue, due soon, no due date), by committee, or by person. Sort by due date, newest, or title. Switch between the list and the board.

Cancelling an event

• Upcoming events say Cancel, past ones say Move to trash. You can't cancel something that already happened.
• The club is told by default. The cancel panel has a box for your reason and a "tell the club" switch that starts on. Members receive an announcement named after the event that lists the cancelled dates and your reason word for word, plus a push notification to active members. People who muted the club's announcements are not pushed.
• Repeating events can be cancelled one date at a time, or that date and every date after it.
• Once the notice is out there is no one-tap undo, because a push can't be recalled. The event sits in Trash for 30 days and can be restored from there.

Attendance

• The QR code lives on the Attendance screen, in kiosk mode, in meeting mode, and on the projector. Codes work only on the day of the meeting, everywhere.
• Attendance is its own permission. A club's owner can hold it back from an officer, and then the officer sees neither these screens nor the code. Meeting mode says why the code is withheld instead of showing a blank.
• Hand-marking writes both records. "Mark present" puts the person in the day's log and on the meeting's own list, so they show up on the event page, in drafted minutes, and in the award-hours panel. If the club has two meetings the same day and no meeting is picked, only the day's log is written. No meeting link is invented, because a false record about a real person is worse than a missing link.
• Attendance history shows who was at each meeting, a heatmap of the last 15 meetings, and standing flags when the club has set an attendance standard.
• Members can ask for fixes. After a meeting ends, "I was there" and "remove me" requests come from the event page. A leader approves or rejects each one, and approving writes both records.

Money

• Ledger entries can be edited. Anyone whose role manages money can correct an entry's description, amount, date, and linked event after it is saved. A typo doesn't need the club's owner.
• Deleting an entry stays owner-only. Correcting a line and erasing one are different acts.
• Dues reminders go out at most once a day per club, as a push and an email to everyone unpaid who hasn't muted the club or unsubscribed.

Service hours

• Approve one at a time, or all at once. The Hours screen has a button that approves everything pending in one tap.
• Download a spreadsheet. The club's whole hours log exports as a CSV. The download needs the export permission, which is separate from approving hours, because the file carries names and emails.
• Members request hours from the Hours screen or the club hub. Opening the form from an event fills in the event and the date.

Coetio on your phone

• The install card lives in Profile, under the push notifications toggle. On a phone, a small sheet also offers it around your third visit. "Not now" quiets it for 30 days, and a second "not now" retires it for good.
• On iPhone, push needs the Home Screen. Safari does not allow web push from a plain tab, so meeting reminders and task nudges only work once Coetio is installed. The Profile push toggle has nothing to switch on until then. The steps are Share, then Add to Home Screen, and the install sheet walks through them with pictures.
• On Android, push already works in the browser. Installing removes the browser bars and keeps the offline Today screen a tap away.
• The check-in buzz is Android only. iPhones do not let websites vibrate the phone. That is a platform limit, not a bug. The buzz also respects reduce motion, both your phone's setting and the one in your Coetio profile.

Things that look wrong but are not

• "I approved someone and their email hasn't arrived." The button answers first and the welcome email sends right after, so a delay of a minute is normal.
• "Check-in said it would send automatically." That message only appears when your phone truly had no connection, and the check-in sends itself when the connection returns. If the server answered with an error, you see the real error instead.

When a button says the club is paused

• It means the club is suspended for review. A banner in the club says so and stays until the review ends.
• While suspended: nobody new can join, leaders can't post or change things, downloads are paused, and nothing from the club appears in feeds. Members can still read what is already there, and can leave the club at any time.
• If you are a member or an officer, there is nothing for you to fix. The buttons that refuse are refusing on purpose. Talk to your club's owner.
• If you are the owner, the suspension notice has an appeal button. It is shown only to you, and the appeal goes directly to Coetio.

Still stuck?

Email support and include your club name and what you were trying to do. Screenshots help.

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