Help

Starting an organization

• Make an account, then choose Start a club. The wizard asks for the name, the school, and a few quick questions about the club that decide which features it starts with. A volunteer program starts from its own page instead, described further down.
• Three ways to bring people in. The Invite screen holds a join link, a short join code, and a print-ready poster with a scannable QR. All three point at the same code. Regenerating the code keeps the old one working for seven days, so a poster already on a wall does not stop working the moment a new one is printed.
• Invites by email send a personal link to an address you type. Those are separate from the shared code and can be revoked one at a time.
• Approve by hand or automatically. Join requests wait on the roster until a leader approves them. Settings has a switch that puts every request straight onto the active roster.
• Four screens do most of the work after that. Leadership holds the titles, Calendar holds every event and deadline, meeting mode runs the meeting itself, and Tasks holds the work.

Roles and modules

• A title is what grants access. Titles are given on the Leadership page, not on the roster. Giving someone a title is what makes them an officer or an advisor, and taking it away ends that access. Only the owner can do it.
• Each role has a playbook the next person to hold it inherits, and a seat limit if the club sets one.
• What each role can do is a grid in Settings, owner-only. Sixteen permissions, grouped as People, Meetings and events, Communication, Work, and Money and records. Officer, advisor, and member each get their own column. The president line is fixed, so nobody can lock themselves out.
• An officer with nothing ticked still reaches the leader screens read-only. Ticking a box is what lets them change anything.
• Features your club uses in Settings turns modules on and off: tasks, committees, signups, elections, money, minutes, documents, service hours, the suggestion box, the handoff journal, decisions, and applications. Switching one off hides it from navigation for everyone. Nothing is deleted, and it all comes back.

Announcements

• Post from the club home screen. A title, optional details, and Post. Members get it on their dashboard and as a push notification.
• The ⋯ button holds the rest. Schedule for later, choose who sees it, and save the wording as a template. Anything set there shows as a chip beside the button, so a hidden choice is never invisible.
• Who sees this is the whole club by default. Narrow it to committees, to named members, or to both. A committee stays a living group: someone who joins it later sees the post, someone who leaves stops seeing it.
• Mark as important highlights the post, sorts it to the top of dashboards, and reaches members who muted the club. An unsubscribed member is still never emailed.
• Also email this announcement is ticked by default. Scheduled posts and drafts skip the email; only a post that goes live right away is emailed.
• Add a poll to a post from the same composer, or attach a poll already running. Members see the counts once they vote or the poll closes, and never who voted for what.
• Save as draft keeps the audience with it. Pinning holds a post at the top until the date you pick.

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 meeting 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.
• The timeline is draggable. Drag a bar to move it, drag its edge to change how long it runs. Everything a drag can do, the line's own time fields and the buttons beside each bar 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 cannot 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.
• 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.
• Minutes leave as a Google Doc. The kebab on each set of minutes downloads a file to open with Google Docs, and the run-meeting view has a button that copies the whole document with its headings and bullets intact.

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. 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. 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".
• 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, and can reopen it. Reopening clears ticks people made themselves, and the button says so.
• 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 a task. The Tasks screen groups tasks under the meeting whose agenda they are on. Search by words, filter by state, committee, or person, sort by due date, newest, or title, and switch between the list and the board.

Cancelling an event

• Upcoming events say Cancel, past ones say Move to trash. Something that already happened cannot be cancelled.
• 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 cannot 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, and on the organization's own clock.
• Attendance is its own permission. An 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.
• 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.
• 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.
• 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 has not muted the club or unsubscribed.
• Coetio never handles the money itself. There is no payment processing anywhere in the product. The ledger is a record a treasurer keeps.

Service hours

• Approve one at a time, or all at once. The Hours screen has a button that approves everything pending in one tap.
• Award hours from an event. The event page hands approved hours to everyone who attended, and skips anyone already awarded for that event.
• Download a spreadsheet. The 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 email addresses.
• Members request hours from the Hours screen or their club hub. Opening the form from an event fills in the event and the date.

When a button says the organization is paused

• It means the organization is suspended for review. A banner says so and stays until the review ends.
• While suspended: nobody new can join, leaders cannot post or change things, downloads are paused, and nothing appears in feeds. Members can still read what is already there, and can leave 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 the 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.

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.

Notifications and email

• Mute one organization on the Notifications screen, either all of it or only its announcements, its events, or its tasks. A post marked important still reaches you.
• Turn off email with "Email me about my clubs" on your Profile page. Every bulk message also carries a one-click unsubscribe link, and unsubscribing works even for an address that has no account.
• Sign-in links and welcome messages still arrive. Turning off email stops the announcements, the reminders, and the digest.
• Your calendar, in your calendar app. Profile has a private subscription link covering every organization you belong to. Paste it into Google Calendar, Apple Calendar, or Outlook. The link is yours alone, so do not share it.

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 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. The buzz also respects reduce motion, both your phone's setting and the one in your Coetio profile.

Starting a volunteer program

A senior living community, a food bank, or anywhere else that hosts student volunteers.

• Make an account, then choose Start a volunteer program from your home screen. It asks for the name and the time zone that shift times and sign-ins run on, and it takes no invite code.
• The console is at Volunteers. Overview, Schedule, Roster, Applications, Coordinators, Hours, Reports, Kiosk, and Settings.
• Coordinators are officers. A coordinator gets a title on the Coordinators screen, and what they can reach comes from the same permission grid a club uses. The roster needs the members permission, the schedule needs events, the kiosk needs attendance, and hours need approve hours.
• Add volunteers by hand or take applications. Adding one asks for a name, an email, and optionally a phone, a school, a grade, and a parent or guardian. Turning on Applications publishes a form at your program's own address, which anyone can fill in without an account, and fills a queue you work through: new, interview, accepted, onboarding.
• The activity list is yours to set. A shift is named by picking from that list, never typed in each time, which is how a resident or client name stays out of the schedule. Coetio holds no records about the people a program serves.

The shift schedule

• Build the week, then publish it. A new shift is a draft, and volunteers cannot see a draft. The board says how many drafts are waiting, and Publish week releases them all at once.
• Every shift has a cap, and you decide who fills it. A volunteer asks for a shift from their own program page, whether or not there is room. The asks collect in Shift requests at the top of the schedule, and you approve or decline each one. Raising the cap opens more spots. It never answers a request for you.
• Assign someone yourself from the shift, or move a shift to another day from its menu.
• Only an active volunteer can be scheduled. Someone whose paperwork is unfinished stays pending and cannot claim or be assigned.

Age and consent records

• Two records, kept separate on purpose. One is a coordinator's attestation that the volunteer is 13 or older, stored with who said it and when. Nothing checks it against a document. The other says a signed paper consent form from a parent or guardian is on file. They answer different questions and are never combined.
• Coetio collects no signature. There is no e-signature anywhere in the product. The consent record says what the paper file says, and nothing more.
• Both are required before a volunteer goes active. Withdrawing either one stands an active volunteer back down to pending, and a pending volunteer cannot take shifts.
• A guardian's phone number is visible only to the owner. Coordinators who can see the roster see the guardian's name.

The kiosk tablet

• Pairing replaces signing in. The Kiosk screen gives a pairing link once. Open it on the tablet and that tablet stays paired until you revoke it. The link is shown one time, so copy it before leaving the page, and treat it as a key.
• A paired tablet can do exactly two things: show who is scheduled today, and record a tap. It cannot open the roster, read a phone number, or reach any other screen.
• Revoking is immediate. A revoked tablet stops working on its next tap, and the device list keeps the record of when it was paired and last used.
• A volunteer can set a PIN on their own Profile page. The kiosk then asks for it before recording their tap. The PIN never leaves the server.

Hours and the letter

• Tapping in and out is what banks the time. An open session banks nothing, so a page left sitting open never inflates a total.
• A missed sign-out is capped at 12 hours. Anything still open after 16 hours is closed overnight and flagged for a coordinator. The overnight close never approves the session. A coordinator has to look at it.
• Coordinators can record hours by hand from the Hours screen when the tablet was not used.
• The letter proves the total. A volunteer's transcript prints their hours with a verification code. A school counselor checks it at the verify-hours page by typing the email, the hours and minutes, and the code. That page needs no account and stores nothing that is typed into it.

Still stuck?

Email support and include your organization's name and what you were trying to do. Screenshots help. Messages are answered within 30 days.

Also see the Terms of Service, the Privacy Policy, and the Community Guidelines.