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The Board — Small Association

Who they are​

A local volunteer sports association with 150 members, run by a 6-person board. The president (Anne), treasurer (Michel), secretary (Fatima), and three activity coordinators. Nobody is paid. They use a mix of personal email, a WhatsApp group, and a shared Google Drive that nobody can find anything in. Meetings happen monthly but decisions get lost between them.

Their situation before Morphee​

  • Communication: The WhatsApp group has 200+ unread messages. Important decisions buried under memes and "who's bringing the cake" threads. New board members don't know what was decided before they joined.
  • Finances: Michel tracks finances in an Excel file on his computer. When someone asks "Can we afford new equipment?", he needs a day to check.
  • Events: Activity coordinators organize tournaments separately. Nobody knows if dates conflict until it's too late. Registration is done on paper or random Google Forms.
  • Onboarding: New board members take months to understand how things work. Previous decisions, contacts, and procedures exist only in people's heads.

Their day with Morphee​

[Anne, President — preparing monthly meeting]
Anne: "Prepare the agenda for Thursday's board meeting"
Morphee: "Based on pending items and recent discussions:

  📋 Proposed Agenda:
  1. Financial update (Michel has Q4 numbers ready)
  2. Spring tournament — date conflict with the handball club
     (Fatima flagged this on Feb 3)
  3. New equipment request from the junior coaches (€2,400)
  4. Website renewal — quote received (€800/year)
  5. Membership renewals status (23 not yet renewed)

  Open actions from last meeting:
  - Michel: insurance renewal (done ✅)
  - Fatima: contact the mayor's office about the field (pending ⏳)
  - Pierre: update the bylaws section 4 (not started ❌)

  Want me to send this to the board?"

[Michel, Treasurer]
Michel: "Can we afford the new equipment?"
Morphee: "Current balance: €12,340
  Expected income this quarter: €3,200 (memberships) + €1,500 (tournament)
  Expected expenses: €2,800 (field rental) + €800 (insurance)

  Available budget: ~€13,440
  Equipment request: €2,400

  That would leave ~€11,040 — comfortable margin.
  But note: the website renewal (€800) is also pending.
  Net margin with both: ~€10,240.

  Recommendation: affordable. Want me to prepare a summary for the board?"

[Fatima, Secretary — after the meeting]
Fatima: "Here are the meeting decisions"
Morphee: "I'll record them. Go ahead."
Fatima: "Equipment approved, website renewed, tournament moved to March 15,
  Pierre has until next meeting for the bylaws"
Morphee: "Recorded. I'll:
  - Update the decision log
  - Send meeting minutes to all board members
  - Add March 15 tournament to the calendar
  - Set a reminder for Pierre about bylaws (due March 8)
  - Notify activity coordinators about the new tournament date"

[New board member joins]
New member: "How does the equipment purchase process work?"
Morphee: "Based on the association's procedures:
  1. Coach submits request with justification and quote
  2. Treasurer confirms budget availability
  3. Board votes at monthly meeting (majority)
  4. President signs the purchase order
  5. Treasurer processes payment and files receipt

  Recent example: Junior coaches requested €2,400 for training equipment
  on Feb 5, approved at the Feb 11 meeting."

Key features used​

  • Spaces: Board, Finances, Tournaments, Members, each activity section
  • Integrations: Calendar (events, meeting schedule), Email (member communication), eventually banking API
  • Memory: Decision history, procedures, financial data, member database, past events
  • Skills: Meeting prep, minute-taking, financial summary, member notification, onboarding

Why it works for them​

Volunteer associations have the same coordination needs as companies but zero dedicated staff. Nobody's job is to maintain the wiki, update the spreadsheet, or send the meeting minutes. Things fall through the cracks because everyone's doing this in their spare time.

Morphee becomes the institutional memory they never had. Decisions don't get lost. New members get up to speed instantly. The treasurer doesn't need to dig through spreadsheets for basic questions. The secretary doesn't spend 2 hours writing minutes.

The killer feature: continuity. When board members change every 2 years, the association's knowledge doesn't walk out the door. Morphee remembers everything — procedures, decisions, contacts, history — and makes it instantly accessible to whoever takes over.