When to ask for document help
If your team cannot open a shared folder, cannot upload files, or sees the wrong access level, send through an enquiry on the contact page and choose the document help option. We support non-profit teams across South Africa, including Cape Town, Johannesburg, Durban, Pretoria and Bloemfontein, and we can assist whether your staff work in one office or across several sites.
Document issues often start with small setup gaps. A folder may be shared with the wrong group, a new staff member may not have been added, or someone may still be using an old mobile login. These are the kinds of problems we sort out so your team can keep working, even during load-shedding or when people are on the move.
How we set up shared document spaces
We create shared spaces that match how your organisation works. That can mean one folder for finance, one for projects, and one for board papers, or a tighter structure if your team is small. We also check naming so files are easy to find later, which matters when several people are editing the same documents at the same time.
- Set up shared folders for departments, projects, or committees
- Assign view only, edit, or manage access where needed
- Check folder names and file structure for easy use
- Confirm access from computer, phone, and tablet
If your team works with sensitive donor records or personal data, we can help you limit access to the right staff only. That reduces the risk of accidental sharing and keeps records easier to control.
Permissions and access settings explained simply
Most document access problems come down to permissions. A user may be able to see a file but not edit it, or they may not be able to open a folder at all. We look at who needs access, what they need to do, and whether they should be able to share items further. Then we set the permissions in a way that suits the job.
For non-profit organisations this is important because staff often wear more than one hat. A project officer may need to upload reports, a finance lead may need limited access to budgets, and a board member may only need read access to selected documents. We help you match each role to the correct access level, without making the system hard to use.
Fixing upload, sync, and version problems
If a file will not upload, keeps showing an old version, or appears to disappear after saving, we check the usual causes first. Slow internet, a full device storage, or a wrong file format can all create problems. Sometimes the issue is simply that two people edited the same file at once and one version was saved over the other.
- Check file size and format before upload
- Make sure the user is signed into the correct account
- Look for duplicate copies or conflicting versions
- Review sync settings on laptops and mobile devices
We also help teams avoid confusion when working offline. If your office loses power or staff are using mobile data, we can show you the safest way to save changes and reconnect later without losing work.
New staff, handovers, and training
When someone joins or leaves your organisation, document access should be updated straight away. We assist with admin handover so new users get the right folders and outgoing staff are removed from shared spaces. That is especially useful for NGOs with volunteer turnover or seasonal project teams.
We also provide team training so staff know how to use shared documents properly. Training covers everyday tasks like uploading files, sharing links, naming versions, and avoiding accidental deletion. It helps reduce support requests later and gives your team more confidence. In our experience, a short training session saves a lot of back and forth later on.
- Add new users to the correct document spaces
- Remove access for former staff and contractors
- Show teams how to use shared links safely
- Explain simple file naming and version control
Security checks for sensitive organisation files
Non-profit organisations often hold donor information, beneficiary details, staff records, and board documents in the same system. We can do a security review to check who can see what, whether old access should be closed, and if shared links are being used correctly. This is a practical step, not a box-ticking exercise.
We also look at mobile device access, because many staff read documents on phones while travelling between offices, clinics, schools, or community meetings. If a phone is lost or replaced, access should be handled properly. Good security makes day to day work easier, not harder.
Getting support from our team
Our support team works from Observatory in Cape Town, with support coverage for Bellville, Stellenbosch, Johannesburg, Durban, Pretoria and Bloemfontein. If you need help with shared document spaces, access settings, or collaboration questions, send an enquiry through the contact page and tell us what is happening, which users are affected, and what folder or file is involved.
We may ask for a few details so we can solve the issue properly the first time. The file name, who shared it and the error shown help us get to the cause. Whether you need a quick permission fix or a full review of your document setup, we will guide you through it in plain language.
