A simple shared space for everyday non-profit work
Document Collab Basic gives your team one shared place to store and work on documents used every day. That includes draft proposals, committee minutes, funding reports, policy notes and internal forms. It suits organisations that want straightforward sharing without paying for larger collaboration suites they will not use.
The setup is kept simple so staff can find files quickly and work on the latest version. Instead of sending copies around by WhatsApp or message, your team saves time with one central document area and clear access controls. It is a good fit for offices in Cape Town, Johannesburg, Durban, Pretoria and Bloemfontein where small teams often juggle admin and programme work at the same time.
- Shared folders for team documents
- Basic version control to reduce duplicate files
- Access by role, so not everyone sees everything
- Works well for committees, branches and project teams
What comes with the Basic option
This package is aimed at smaller teams and branch offices that need reliable document sharing without extra complexity. It is commonly used by admin staff, project coordinators and programme leads who need to co-author documents and keep a clear record of changes. If you only need proposal writing, meeting packs and internal reporting, Basic is usually enough.
Typical setup includes storage for working files, browser based editing access and file sharing permissions for named users. It can be linked to your organisation’s email addresses, so staff use their existing inboxes to open, share and save files. For groups with frequent load-shedding, offline copies can be kept on trusted devices and synced again once connectivity returns.
- For small to mid sized teams
- Designed for document drafting and review
- Suitable for one office or several branches
- Can be added to message and calendar services later if needed
Where it fits best in South Africa
Document Collab Basic suits non-profits that need orderly file sharing rather than a full records system. It works well for organisations with head office staff in Observatory and outreach teams in townships, suburbs or satellite offices. If your team prepares grant applications, donor packs or training manuals, the shared document space keeps the latest file easy to find.
It is also useful where committee members are spread across provinces and cannot sit in one room every week. Teams in Cape Town, Bellville and Stellenbosch often use it for board packs and policy drafts, while offices in Durban, Pretoria and Bloemfontein use it for internal reports and branch updates. The main benefit is consistency, because everyone is working from the same file set.
- Board and committee packs
- Programme reports and donor updates
- Internal policies and templates
- Proposal drafts and submission copies
Setup, access and office readiness
Getting started is usually straightforward. We confirm who needs access, set the shared folders, create the document structure and hand over the basics to your admin person or team lead. If you are moving from sent attachments or a shared hard drive, the first step is usually to decide which files stay live and which should be archived. That keeps the new space tidy from day one.
There are no gas requirements for this service. Power needs are limited to the office equipment you already use, such as computers, routers and small network devices. For areas affected by outages, a UPS for the router and main workstation is a sensible choice. Stable internet is important, and offices on coastal routes should also keep devices in a dry, ventilated space because humidity can affect hardware over time.
- Internet connection for syncing and sharing
- Computers or laptops for staff who edit files
- Router and backup power where load-shedding is a problem
- Named users and a clear permission list before go live
Care, servicing and admin support
Document Collab Basic needs light but regular attention to stay useful. A simple monthly admin check helps remove old drafts, confirm access rights and make sure the folder structure still matches how the team works. This is especially important when staff change roles or when a project closes and files need to be moved into archive space.
Inbox NPO Mail can help with ongoing admin help, security review, team training and go live support. If your staff are new to shared document spaces, a short training session goes a long way. It also helps to review mobile access, because many users now open reports and minutes on phones when travelling between meetings. One small slip in process can create confusion, so keeping the system neat saves time later.
- Review user access every few months
- Keep one owner responsible for folder structure
- Archive outdated drafts and duplicate copies
- Check mobile access for field staff and managers
What to check before you order
Before placing an order, decide how many people need edit access and how many only need view access. Also think about the way your team actually works. Some groups need a simple folder for shared minutes and reports, while others need separate spaces for projects, governance and donor work. Getting this right upfront avoids rework and makes training easier.
It is also worth checking what file types your team uses most. Standard office documents are usually fine, but if you work with large images, scanned forms or heavy spreadsheets, storage planning matters. Ask who will handle admin handover, who approves new users and whether you want contact imports alongside the document setup. If your organisation has branches in more than one city, agree on naming rules before go live so files stay easy to trace.
- Number of users who need access
- How much storage you need now and in six months
- Whether branch offices need separate folders
- Who will manage approvals and changes
Key facts
| Product name | Document Collab Basic |
|---|---|
| Use case | Shared document drafting and file collaboration for non-profit teams |
| User fit | Small to mid sized organisations and branch teams |
| Access | Browser based sharing with named user permissions |
| Storage options | Starter, standard and expanded storage sets |
| Support | Setup, migration, training and ongoing admin help from the Cape Town base |
