Board & Governance
A dedicated area for managing directors, meetings, and the society's governing documents — held separately from the member register, where it belongs.
Directors held separately from members
The information held about directors is quite different to the information held about members — regulatory disclosures, residential addresses, fit-and-proper declarations, other directorships, conflicts of interest. CBSMembers keeps directors in their own register, alongside (not inside) the member register, with the regulatory fields the FCA and Companies House expect to see.
A director who is also a member can see their membership and their directorship records from the same login on the portal.
Everything the board needs in one screen
Personal details, addresses (with service and residential held separately), regulatory disclosures, terms history, other directorships, significant controls, and a CC29-style conflicts register. Every change is written to an append-only audit trail.
Board, AGM, EGM, and committee meetings with type, location, scheduled and held dates, status, narrative minutes, and attached documents (agendas, board papers, signed minutes).
The rules, registration certificate, insurance documents, policies, standing notes — anything that belongs at society level rather than against a specific meeting. Reorderable, with a mix of uploaded files and text-only notes.
Date of birth and National Insurance number are encrypted in the database the same way bank details are. Residential addresses are kept separate from service addresses and access-restricted.
Delegate the form-filling to the directors themselves
Maintaining a complete regulatory record for every director — addresses, nationality, NINO, other directorships, significant controls, fit-and-proper declaration — is one of the more onerous jobs a secretary inherits. CBSMembers takes that job off the office's desk and gives it to the directors directly.
When a director logs into the member portal, they see their own record alongside the board and society areas. Every regulatory field is editable — identity, addresses, contact details, other directorships, significant controls, conflicts of interest. Board terms remain read-only because they're set by the board, but everything else is the director's to maintain.
Edits write straight through to the register with a full audit trail marked
(via portal), so the office can see exactly which changes came from each
director and when. Sending a "please update your record" round at the start of the
governance cycle becomes a one-email job instead of a six-week chase.
Director Record PDF, one click
Every director record has a Director Record PDF button that generates a complete regulatory report on that director — personal details, service address, terms history, other directorships, significant controls, conflicts of interest, fit-and-proper declaration, the lot. It's the document to drop into the board pack, send for the annual return, or hand to a regulator on request.
Because the data on file is the source of truth — and the directors keep it up to date themselves via the portal — the PDF is always current. No compiling fields from spreadsheets, no chasing missing items, no version drift between what's in the system and what's in the pack.
Conflicts of interest at every meeting
The CC29 conflicts register isn't a one-off form — conflicts have to be reviewed at every board meeting, and the register kept current as directors take on new roles and relationships. CBSMembers stores conflicts as a structured list on each director, with declared date, description, status, and resolved date. Reviewing them before a meeting is a matter of opening the Directors tab and reading down the list, instead of digging through email and paper.
Combined with the Director Record PDF, the secretary can table a complete, current conflicts position for every director without leaving CBSMembers.
Notify Board on a member send
When the office sends a significant communication to members, the board often needs to see it too. Tick Notify Board on any Mail Sender job and CBSMembers fires a second email to all active directors immediately after the member send completes — with its own subject line and a separate board-facing body that can embed the original message via merge fields.
It's a sibling send, not a CC: the board copy is logged separately and the member's view of their correspondence stays clean.
Member and director under one login
If a director also happens to be a member of the society — the email on their member record matches the email on their director record — the portal shows both sets of areas under a single magic-link sign-in. Member tabs and Board tabs sit side by side. No second account, no toggle, no second password to forget (because there are no passwords).
Permission-gated access
The Board section is gated by a single permission, manage_directors, granted to
the secretary and board administrators in Org Settings. For everyone else, the Board toolbar
button doesn't appear at all — the area is invisible to staff who have no business in it.