What Document Space Setup Covers
Document Space Setup creates shared areas for policies, meeting packs, grant files, reports and day to day working documents. We set up the structure, access levels and naming rules so staff and volunteers can find what they need without passing files around through our contact form.
The setup is practical for non-profits working across Cape Town, Johannesburg, Durban, Pretoria and Bloemfontein, including teams that split time between office, field work and home. It suits small teams as well as larger organistions with programme groups, regional committees and board packs.
- Shared folders for programmes, projects and support teams
- Permission control for read only, edit and full admin access
- Separate spaces for board, finance, operations and fundraising files
- Clear folder naming and document structure
- Access for laptops, tablets and mobile devices
How We Structure Your Shared Files
We start by mapping how your organisation works, who needs access, and which files must stay limited to specific staff. That includes committee packs, HR records, donor contracts, procurement documents and training material. The aim is to reduce confusion and avoid accidental changes.
For most clients, we create a simple structure with top level folders for governance, finance, programmes, people, communications and archives. Inside each folder we define sensible subfolders and permissions. If your team works with external partners or volunteers, we can create guest access areas with tighter controls.
- Top level folder plan for your organisation
- Permission groups for staff, managers, trustees and volunteers
- Guest access options for external consultants or partners
- Archive folders for old versions and completed projects
- File naming guidance to keep records easy to search
Setup Process From Planning To Go Live
First, we confirm who will use the document space and what kind of files must be shared. Then we create the folder structure, apply permissions and test access from a few sample accounts. If you need files moved from another system, we handle the migration in a controlled way so documents do not go missing.
Once the structure is in place, we train the nominated admins and key users. We also provide go live support during the first few days, which helps when staff are still getting used to the new layout and permission rules.
- Review of current file setup and user groups
- Build of folders, access rules and admin controls
- Migration of existing documents where needed
- Testing with selected users before launch
- Training and go live support for the team
Turnaround And What Affects Timing
Simple setups can usually be completed in a few working days. Larger migrations, multi site teams or organisations with many committees may take longer, especially if file clean up is needed before the move. We give a clear timeline after the initial review so you know what will happen and when.
If you need a fast turnaround before a board meeting, donor deadline or audit, let us know upfront. We can plan the work around your schedule and reduce disruption to staff who still need access while the new space is being prepared.
- Simple shared space setup: usually 2 to 4 working days
- Standard migration with folder clean up: 5 to 10 working days
- Larger multi team rollout: by agreement after scoping
- Urgent setup available where timelines allow
Pricing Approach For Non-Profit Budgets
Our pricing is based on the number of users, the amount of document migration required and the level of permission planning needed. A small local NPO in Observatory will not need the same level of work as a national network with regional branches and separate trustee access. We quote only for the work you actually need.
That makes it easier to plan around grant funding and annual budgets. If you are setting up document space together with mailbox setup or calendar sharing, we can price the services as a package to keep the admin side simpler.
- Quoted according to users, folders and migration volume
- Optional package pricing with other hosting services
- No unnecessary extras added to the scope
- Suitable for monthly budgeting and grant funded projects
Ongoing Maintenance And File Hygiene
Shared document areas work best when they are checked regularly. We recommend maintenance intervals based on your activity level, usually quarterly for smaller teams and monthly for busy organisations with many users. This keeps permissions current, removes outdated access and helps prevent clutter from building up.
During maintenance, we review new users, archive old project folders, check admin rights and confirm that sensitive records remain protected. If your team changes often or uses short term volunteers, regular reviews are especially useful. It saves time later and keeps the system tidy, even when load-shedding or remote work interrupts normal routines.
- Permission reviews for new starters and leavers
- Archive management for completed projects
- Folder tidy up and structure checks
- Security review for sensitive documents
- Admin help for changes and refresher guidance
Key facts
| Service scope | Shared document areas with role based permissions |
|---|---|
| Typical setup time | 2 to 10 working days, depending on size |
| User access | Benchtop, laptop, tablet and mobile |
| Migration support | Existing files, folders and contact lists can be moved |
| Maintenance interval | Monthly, quarterly or by agreement |
| Support areas | Observatory, Cape Town, Johannesburg, Durban, Pretoria, Bloemfontein, Bellville and Stellenbosch |
