Guide for treasurers
and presidents

Before you start

Officers work on the website. Members use the member portal on their phone.

• Signing in (officers): open njangibase.com, choose Log in, and use your email and password. You land on your association's Dashboard.
• Who records money: the President, Treasurer, Financial Secretary and Assistant Financial Secretary. The Vice President and Secretary see totals, not what each member paid or owes.
• Members: they open njangibase.com/chapter-portal and sign in with the Association Code, their phone number with the country code, and a 6-digit PIN that an officer sets for them. A member who forgets the PIN asks an officer to reset it. After signing in once, they can switch on fingerprint sign-in.
• Menu names: this guide uses the English menu names. In French: Meetings = Réunions, Dues = Cotisations, Fines = Amendes, Treasury = Trésorerie, Local Members = Membres locaux, Reports = Rapports, Year-End Close = Clôture de l’exercice, Share-out = Partage de l’excédent. The French version of this guide uses the French names.

Meeting night

Create the meeting before people arrive. Members check themselves in with the QR code, you correct the roll call, then close the meeting and run the fine review.

1. Create the meeting: Meetings → Meetings → Create Meeting → Schedule meeting. Enter a title, the date, and the start and end time. Forgot to create it and the meeting has already begun? Schedule meeting still works until its end time, with check-in. For a meeting that has ended, choose Record past meeting instead: it is saved as completed, without check-in.
2. Open check-in: on the meeting page, choose Show QR Code. Members scan it and enter their PIN. Print QR or Download QR to put the code on the table.
3. Start the meeting: Start Meeting. You can start a little before the planned time.
4. Correct the roll call: in the Attendance tab, mark each member Present, Late, Absent or Excused. Mark All Present saves time when nearly everyone came. Excuse asks for a reason, which appears under Notes.
5. Close the meeting: Complete Meeting, then confirm. Check-in closes for everyone and the meeting cannot be reopened. You can still correct the roll call afterwards.
6. Run the fine review: the Fine review tab lists the fines your rules give for absent and late members. Excused members are never fined. Untick anyone you will not fine, then Issue fines. Print draft gives you a list to read out first.
7. Lock attendance: when no fine is left to decide, Close review and lock attendance.

Fine amounts come from your meeting categories: Meetings → Meeting policies (the shield button) → New fine rule. Pick the category, Absent or Late, the amount and the reason. A member you untick stays in the review until you issue the fine or excuse them.

Dues

Dues are charges made from your fee schedules. You generate them once per period and record each payment when a member pays.

• Set up a fee once: Association Finance → Dues & Charges → Fee Schedules → + New Fee Type. Use Exempt on a fee for members who do not pay it.
• Charge a period: Dues → Generate from fee schedules. Pick the fee, the period (for example 2026-10) and the due date, then Generate. Every active member gets a charge.
• Record a payment: on the Dues page, open the member's row → Pay. Enter the amount, the receipt number as reference, and the treasury account the money went into. A smaller amount leaves the charge Partial. If the member paid on an earlier day, change the Date of payment (every payment form has it).
• Several members paying the same amount: Bulk Payment. Tick the members; if the period has more than one fee, choose the fee you are collecting.
• Waive: Waive on the charge, with a reason. You can also issue the member an association credit for the amount.
• Overdue: Mark Overdue turns every unpaid charge past its due date into Overdue. Until then it stays Pending. This cannot be undone.

Check the amount and the account before you press Record Payment. A payment recorded by mistake is not deleted: you reverse it (see When something goes wrong).

Fines

Meeting fines come from the fine review. Any other fine you issue yourself. Waive, Dispute and Cancel fine each ask for a reason, and the member sees the outcome.

A meeting fine you cancelled can be brought back with Reinstate on its row in that meeting's fine review. The member owes it again and is told. Fines → Print gives the fines register; Excel gives one row per fine.

Treasury and cash

Every payment you record lands in a treasury account, so the accounts always show what the association holds. All of this is under Association Finance → Cash & Bank.

• Accounts: Treasury → + Account. One per place money is kept: cash box, bank, PayPal, mobile money.
• Income or expense not tied to a member (hall rent, a gift, bank charges): Treasury → + Transaction. Choose the account, Income or Expense, the category, amount, date, description and receipt number.
• Moving money between accounts (cash taken to the bank): Transfer. It needs at least two accounts.
• Counting the cash box: Cash Tallies → Create Tally. Count by note and coin, name a witness, and an officer approves the count.
• Checking the bank: Bank Reconciliation. Match the bank statement against the books.
• Building fund, missions, special appeals: Dues & Charges → Special Collections → New Collection. Members can make a New Pledge and pay it over time.

At year end, each cash account needs an approved tally and each bank account a completed reconciliation (see Year end).

Members and the portal

Every member is on the Local Members list. A member needs a phone number and a PIN to use the portal.

• Add a member: People → Local Members → Add Member. Set the Notice language (English or French). Reminders and notices to the member are written in it, and it changes when they sign in to the portal.
• Give one member portal access: on their row, Set Temporary PIN (6 digits). Tell them the PIN and the Association Code. It expires after 30 days, and they choose their own PIN the first time they sign in.
• Give everyone access at once: Generate Temporary PINs gives one to every active member on the page who has none yet. Save or print the list straight away: it is shown only once.
• A member lost their phone or forgot the PIN: Reset PIN. They are signed out on every device and their fingerprint sign-in is removed. Then set a new temporary PIN.

In the portal, members see what they owe, their statement, the association's news and their inbox, and they can take part in votes and hosting rosters.

Reports

Every list you work in has Print and Excel buttons. The places below cover what a committee or a member asks for.

Printed reports carry the association's name and the date, and the file name says what it is. Members also see their own statement in the portal at any time, so you rarely need to send one.

Year end

After the last day of the fiscal year: check the money, share out the surplus if your association does, then close the year. Closing locks every date in it.

1. Check the money: an approved cash tally for every cash account, and a completed bank reconciliation for every bank account, both at or after the year end. The app does not reconcile mobile money or PayPal: compare those balances with the provider's statement yourself.
2. Share out (if you do): Member Funds → Njangi & Payouts → Share-out → Calculate New. Pick the method (Equal Split, By Attendance, By Savings, By Tenure, By Contribution or Custom Blend) and check each member's share. To take overdue dues and fines off each share first, switch that on under Allocation rules before you calculate.
3. Approve: Approve Distribution. If your association requires a second officer, someone other than the one who calculated the plan approves it.
4. Pay out: Distribute Funds, choosing the treasury account the money leaves from. Under Who keeps their share as credit?, tick the members who keep their share instead of taking cash: they get a credit note that pays their dues, fines and other charges. Every member is told their amount.
5. Close the year: Association Finance → Reports → Year-End Close. Blockers on the checklist must be fixed; warnings can be acknowledged. Then Close fiscal year → Close the books.
6. Keep the statement: Print statement gives the frozen year-end statement for the AGM.

After the close, nothing dated inside the year can be added or changed. Unpaid dues, fines and pledges carry into the next year and stay collectable. If something was missed, Reopen year with a reason: every officer is told, and you close it again afterwards. Closing the year is part of the reporting module of your association's plan.

For presidents

The president decides who holds which office, and the officers together decide how strictly money is controlled.

• Add an officer: People → Officers → Invite a co-officer. Enter their name, email, phone with country code and the position. They get their own login by email; you never see their password. Each position has one holder at a time.
• Move or remove an officer: Change position or Remove on their card. Their access ends with the role.
• Step down: Hand over presidency, and pick the next president from your members. If they have no login yet, give a login email and they receive their details. The role is never left empty.
• Money controls: Association Finance → Overview & Config → Finance Settings → Separation of duties. Choose where two different people must be involved: share-outs, loans, benefits and exit settlements need another finance officer's approval; njangi settlements and cash counts need a second person. When no other finance officer exists, the one officer may approve alone and it is recorded that way.
• Who changed what: Governance & Records → Records → Activity Log lists every change. Every change to the money controls is also kept in the money audit.

If your association is part of the NjangiBase network, People → Applications is where you vouch for people who apply to join, and the join key on the association dashboard decides who may apply.

When something goes wrong

Most problems are a weak connection. Read the message the app shows before pressing anything again.

Correcting a wrong entry

• Wrong roll call: change the member's status in the meeting's Attendance tab. After the fine review is closed, only the president can unlock it.
• Wrong fine: Cancel fine, with a reason.
• Wrong charge: Waive it, with a reason.
• Wrong treasury entry: Treasury → Transactions → Reverse on that entry, with a reason. The entry stays; its opposite is posted on the same day.
• Wrong payment (wrong member, wrong amount, recorded twice): reverse it on the treasury ledger with a reason, then record it again correctly. What it paid goes back as it was (the charge unpaid, the loan owing again, the deposit removed), its receipt is voided, and the member and the finance officers are told. A year whose books are closed, or a period whose share-out was worked out, cannot be reversed.