VereinsFee

VereinsFee help

Guides to club processes and the club administrator workspace. Available features depend on your package and role.

Two-factor authentication (2FA)

Your password and a time-limited authenticator code protect your account. 2FA is available in every package.

When to use

  • Secure your account or replace your phone

Steps

  1. In the club portal, open My account: security and 2FA. Enter your current password to generate a QR code, scan it with an authenticator app and confirm the six-digit code.
  2. Store the ten recovery codes safely and separately from your phone. Each code works once; newly generated codes replace all previous codes.
  3. In DEV/ENT, DEMO and TRIAL, the platform administrator turns mandatory 2FA on or off per environment in the admin console.
  4. In PROD, the club administrator first sets up personal 2FA. In the same security section, they can then enable or disable mandatory 2FA for every account in their club using their password and security code.
  5. When mandatory 2FA is enabled, existing and new members must set up 2FA before accessing the portal. Existing sessions without 2FA no longer have protected access.

Notes

  • Turning off the requirement does not remove personal 2FA. When it is optional, each member can disable their own 2FA with their password and security code.
  • If you lose your phone, sign in using your password and an unused recovery code. If these codes are also unavailable, contact operations for verified account recovery. A password reset does not bypass 2FA.
  • The admin console has its own personal 2FA setup. Environment and club policies are separate and are not removed by package changes.
Administrative document cleanup

The club administrator can search document records, include archived entries and clean up individual documents.

When to use

  • Check package, responsibility or approval

Steps

  1. Open Documents under Club administrator and select the correct process dossier.
  2. Check the document title, source, status and visibility. Open or download the document if needed.
  3. Archiving moves the document into the archived records. Deletion requires explicit confirmation and also removes the associated text index entry.

Notes

  • Base feature in Starter, Advanced and Premium for club administrators. Visibility, privacy, AI use and template content remain functional responsibilities of authorised officers.
Starter, Advanced and Premium: features

Your package and personal permissions jointly determine which features you can use. Help also describes features in other packages.

When to use

  • Check package, responsibility or approval

Steps

  1. Starter and Starter Free: member records, documents, calendar, club administration, club founding, general meetings and board meetings with email, text and document templates.
  2. Advanced: also guided admission and departure processes, volunteer assignments, equipment management, membership fees and payments.
  3. Premium: also accounting, opening migration, accounts and journal, accounts payable, bank reconciliation, balance sheet, income statement, budget and year-end closing.
  4. AI requires separate activation, a valid subscription period, quota and, where applicable, cloud approvals. Starter Free does not include AI. Event and general meeting assistance requires at least Advanced plus AI.

Notes

  • A visible help topic does not grant access. Contact the platform administrator for package restrictions and the responsible club officers for missing role permissions.
  • Club data is retained on downgrade; access follows the new package. Prepare any required reports and exports before switching.
TRIAL, PROD and membership limits

Test access and production package agreements differ. Prices as of 22 September 2026.

When to use

  • Check package, responsibility or approval

Steps

  1. ENT and DEMO always use Premium. TRIAL starts with Premium; Starter and Advanced can be selected for feature testing. These environments have no prices, billing or commercial membership limits. Technical quotas and validity periods still apply.
  2. Explicitly confirm the package and scope before moving to PROD. TRIAL Premium is not carried over automatically.
  3. PROD up to 25 active members: Starter Free without AI; Advanced CHF 15, Premium CHF 20 per month without AI. AI costs an additional CHF 5 per month for Advanced/Premium.
  4. PROD with 26–50 members: Starter/Advanced/Premium CHF 15/25/35 per month without AI; with 51–100 members CHF 25/40/50. AI supplement in these bands: CHF 10 per month.
  5. Confirm a package change before admission, reactivation or import exceeds the agreed limit. New thresholds: 26, 51, 101, 501, 1001 and 5001 members. Capacity review is required from 501; an individual quote above 5000.

Notes

  • Existing paid subscriptions retain their price and agreed limit until an intentional change. Active free subscriptions are expanded to 25 with a recorded history. The confirmed agreement for the specific PROD instance is authoritative.
Club administrator, board and finance permissions

Administrative and functional roles have different responsibilities; a larger package does not grant additional personal permissions.

When to use

  • Check package, responsibility or approval

Steps

  1. Club administrator: manage access, set up the initial board, coordinate import jobs, clean up worklists, request authorised exports and restores.
  2. Board: manage club processes, meetings, templates, defaults and document approvals. Review functions and permissions in member management.
  3. The treasurer and designated deputy manage financial data; auditors have read access. Club administrator or board status alone does not grant finance access.
  4. Members see their own details and released content. Volunteer assignments also depend on plan publication and assignment as deployment leader.
  5. Platform administrator: central platform management, provisioning, packages, AI approvals and technical operations. ADMIN identifies the central console; DEMO identifies a separate club environment.

Notes

  • Check the environment, club name and instance number before every administrative action. Approval for one club or environment does not automatically apply to another.
Club founding and Starter processes

Found clubs in Switzerland using German templates. Starter and Starter Free include general meeting and board processes with email, text and document templates.

When to use

  • Found a new club
  • Prepare founding general meeting
  • Hold a general meeting or board meeting with Starter

Steps

  1. Club administrator starts the founding workspace and sets up personal accounts
  2. Prepare and save the founding profile, tasks, budget and documents
  3. Create the founding meeting as a regular general meeting file
  4. Work on the meeting under Board / General meeting or in the linked founding workspace
  5. Review resolutions and signed originals and confirm founding

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Starter Free currently supports up to 25 active members and includes no AI.
  • Admissions, resignations and volunteer deployments remain additional Advanced processes; package access does not replace role permissions.
  • Editing email templates does not send email. Recipients and delivery must be checked and explicitly triggered.
Equipment management

Manage the club's equipment, stock, reservations, loans and maintenance.

When to use

  • Add or search equipment
  • Document issue and return
  • Check maintenance and stock conflicts

Steps

  1. Add equipment with inventory number, category and storage location; assign a person or member function if needed
  2. Reserve dates and quantity; conflicts are checked
  3. Open reservation and issue equipment
  4. Record returned quantity and damage
  5. Complete maintenance after repair

Notes

  • Package: Advanced or Premium; personal roles and approvals also apply.
  • The return date is exclusive: for one day's use, enter the following day.
  • Photos and QR labels are available in equipment details. Enter QR content in equipment search.
  • Reminders appear in the equipment area; no email is sent automatically.
  • Download the Excel template via Export. Import creates only new inventory numbers.
  • The board maintains the equipment category table and assigns equipment responsibility under Roles and permissions. Responsibility assigned to an item does not grant access rights.
Overview

Starting point after login with key figures, search, events and open items requiring attention.

When to use

  • Start the day in the club portal
  • Jump quickly to open work
  • Search sources in approved document texts

Steps

  1. Check key figures
  2. Enter search term and check results against sources
  3. Open workspace using the tiles

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Members see a reduced view.
  • Internal content appears only according to role and approval.
Membership list

Check people, memberships, functions, statuses and test accounts.

When to use

  • Review membership
  • Understand roles and functions
  • Check contact details or statuses

Steps

  1. Set filters and search
  2. Open member
  3. Review data or start resignation from details

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Production lists do not count test accounts.
  • Status and category are separate information.
Onboarding

Manage membership enquiries from first contact through admission or rejection.

When to use

  • Handle a new contact enquiry
  • Record acceptance of membership
  • Check admission details
  • Complete admission

Steps

  1. Open task
  2. Set contact decision
  3. Check admission form
  4. Prepare membership and complete task

Notes

  • Package: Advanced or Premium; personal roles and approvals also apply.
  • Notifications remain traceable in the outbox.
  • In test mode, emails go to the configured test address.
Resignation

Handle resignations, follow-up tasks and status changes in a controlled process.

When to use

  • Written resignation has been received
  • End membership
  • Update resignation tasks

Steps

  1. Record resignation
  2. Check date and reason
  3. Complete follow-up tasks
  4. Check completion

Notes

  • Package: Advanced or Premium; personal roles and approvals also apply.
  • Internal notes remain in the process context.
  • Membership status is visibly separate from the resignation process.
Tasks

Combine open tasks from onboarding, resignations, general meetings, board meetings and manual tasks.

When to use

  • Find personal or role-specific tasks
  • Check due dates
  • Create manual task

Steps

  1. Filter by process, status and function
  2. Open task through its link
  3. Set status to in progress or completed

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • The list is a work overview, not a replacement for the detail form.
  • Grouping helps prioritise quickly.
Volunteer deployments

Decide on volunteer requests, assign members and external volunteers, and complete deployments.

When to use

  • Club helps an event organiser
  • Own event with internal and external volunteers

Steps

  1. Record event, contact and deployment lead
  2. Record board decision
  3. Add shifts and requested volunteers
  4. Review email template and send volunteer request
  5. Record responses and assign volunteers
  6. Approve plan and send personal assignments
  7. Complete attendance, thanks, compensation and tasks

Notes

  • Volunteer assignments appears after Board in the main navigation and after General meeting in the process navigation. Members use My volunteer assignments.
  • Package: Advanced or Premium; personal roles and approvals also apply.
  • Members report availability under My volunteer deployments or by email to the deployment lead. Self-service entries trigger a logged notification to the deployment lead.
  • A member assigned as deployment lead can manage only their own deployments. Financial posting remains reserved for the treasurer or deputy.
  • Email templates are under Templates in the Volunteer deployment process. Plan changes become visible to members only after renewed approval.
My volunteer deployments

Report personal availability and view approved assignments.

When to use

  • Respond to volunteer request
  • Look up own deployment time and role

Steps

  1. Open event
  2. Choose available, partially available with shifts, or unavailable
  3. Save availability or use email template
  4. Check personal assignment after plan approval

Notes

  • Package: Advanced or Premium; personal roles and approvals also apply.
  • After the response deadline or plan approval, discuss changes directly with the deployment lead.
Board meetings

Prepare board meetings, manage agenda items, write minutes and derive tasks.

When to use

  • Plan next meeting
  • Maintain agenda
  • Follow up minutes and resolutions

Steps

  1. Select or start meeting
  2. Check tasks and details
  3. Edit agenda and minutes
  4. Derive tasks from resolutions

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Default agenda items are loaded from the basic settings.
  • Completion marks meeting documents for filing.
Annual planning

Structure the club year, board dates and recurring work.

When to use

  • Prepare annual programme
  • Coordinate dates
  • Check planning status

Steps

  1. Open planning window
  2. Check dates and responsibilities
  3. Prepare calendar approval

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Members subsequently see only approved events.
  • Include deadlines as separate calendar entries in planning.
Annual report

Select activities from annual planning, maintain report texts and provide annual, half-year or quarterly reports as Word/PDF files.

When to use

  • Create annual review
  • Prepare quarterly or half-year report
  • Provide report documents for members

Steps

  1. Select club year and period
  2. Select activities
  3. Add introductory and closing texts
  4. Generate document or upload existing Word/PDF with delivery title

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • The selection uses the same activities as annual planning and the club calendar.
  • Generated and uploaded documents remain visible as separate entries in the annual report file.
Annual programme

Prepare approved items from annual planning as an annual, half-year or quarterly programme.

When to use

  • Create an annual programme for a future or existing club year
  • Prepare quarterly or half-year programme for members
  • Check member view before publication

Steps

  1. Select club year and period
  2. Check programme items and hide them if needed
  3. Complete missing details in annual planning
  4. Generate document or upload existing Word/PDF with delivery title

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Only approved or published member/public events appear in the programme.
  • Generated and uploaded documents remain visible as separate entries in the annual programme file.
General meeting process

Manage the general meeting as a file with deadlines, tasks, documents, templates and delivery steps.

When to use

  • Create general meeting file
  • Prepare invitation
  • Check documents and reports
  • Complete follow-up

Steps

  1. Select or start file
  2. Work through tasks by phase
  3. Check details and documents
  4. Check checklist before sending or completing

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Default tasks and deadlines come from default settings.
  • Restaurant enquiries use an external response link.
Club calendar

Add events, manage visibility and check member view.

When to use

  • Add training, gathering, trip or deadline
  • Compare board and member views
  • Mark communication requirements

Steps

  1. Review previous year's calendar and annual programme
  2. Add training, gatherings, over-60s and club events
  3. Check board dates and general meeting deadlines
  4. Check visibility in member and board views
  5. Mark invitations, reminders and reviews

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Board meetings appear automatically in the board view.
  • Member view shows only approved public or member events.
Documents

Review the document collection, folder structure, approvals, access areas and text sources.

When to use

  • Check imported collection
  • Assign documents to a file
  • Review visibility or AI use

Steps

  1. Check folder structure
  2. Set document filters
  3. Check document approvals
  4. Check source and access area

Notes

  • Upload documents individually or together, up to 20 MB per file, and select a dossier; assign existing documents to a dossier later
  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Documents are not automatically public.
  • The board is responsible for document approvals and AI use.
Communication

Find external addresses and member contacts, save messages with attachments and track delivery status.

When to use

  • Check emails ready to send
  • Verify sent messages
  • Check errors or test delivery

Steps

  1. Select format and audience
  2. Add text and attachments
  3. Save draft and check recipients
  4. Approve and send message
  5. Check email log

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Filter addresses by category or search by name, organisation and location. Add external contacts directly; edit member details in membership management.
  • Emails remain pending when delivery is disabled.
  • Add formats under Defaults → Communication.
  • Export public texts and publish them manually.
Templates

Maintain email, text and general meeting document templates centrally.

When to use

  • Change standard reply
  • Prepare general meeting agenda or minutes texts
  • Check document templates

Steps

  1. Open template area
  2. Select template
  3. Edit text or subject
  4. Save and test in the process

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Placeholders must be retained.
  • Process forms reuse these templates.
Defaults

Configure club master data, test mode, default agenda and process tasks.

When to use

  • Change general meeting deadlines
  • Control test delivery
  • Maintain default tasks for general or board meetings

Steps

  1. Expand section
  2. Check values
  3. Save change
  4. Retest affected process

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Defaults apply to newly created processes.
  • Existing files retain their previously generated tasks.
AI assistance

Ask free-form questions about approved documents and accessible club content.

When to use

  • Look up club function or joining date
  • Find milestone birthdays, events and meeting content
  • Find help with use and setup

Steps

  1. Have the VereinsFee administrator enable the AI module for the club
  2. Enter question and request information
  3. Check answer and sources directly below the buttons
  4. Submit the same question again for the next two results; restarting search begins at the first result
  5. Cancel running request if needed

Notes

  • Separate AI activation required; event and general meeting assistance from Advanced with AI. No AI in Starter Free.
  • New or changed club data is available for the next question immediately. The automatic index service processes documents in the background, waiting 30 seconds after each cycle. OCR and queues may take longer. Indexing does not replace text approval.
  • Under Create document, prepare a template or AI draft from bullet points, edit it and save it as a club document. With OpenAI, explicitly confirm transmission of the displayed input.
  • Under Internet and address research, find public information with clickable sources. The VereinsFee administrator must enable paid web searches separately; each search requires your confirmation. Sources can be used as address suggestions. Complete and check contact details, then save them under Communication – Addresses and use them for a club event.
  • Club data is retrieved afresh for each question according to your role permissions. Members receive public and member content plus their own details and motions. Board content and financial data remain restricted to authorised users. Review available areas under Club data for AI. Latest or newest process instance means most recently created; last meeting means the last date up to today; next meeting means the next scheduled date. Club data is analysed locally; existing OpenAI document approvals continue to apply only to document texts.
  • Historical overviews and comparisons automatically start multi-stage document research. Several searches, follow-up queries and document context are combined into one analysis. Two sources are initially expanded; further evidence can be opened. Limited source coverage is marked as a partial analysis. Resubmitting provides further evidence; cancellation retains sources already loaded.
  • Under Event and general meeting assistance, import planning details and a restaurant candidate from the general meeting process. Save the draft, optionally use an AI text suggestion, then explicitly approve the recipient and message for sending. The response link and delivery status remain with the existing general meeting candidate.
  • In the document index, the board can index all documents and grant local text approvals. The treasurer manages financial documents.
  • Club data is looked up locally. For document questions, OpenAI processes only separately approved excerpts. Document and event drafts and internet searches transmit only explicitly confirmed input.
  • Search uses saved content and current access permissions. Unsaved drafts are unavailable.
Assistant

Prepare information, communication drafts and board notes based on approved content.

When to use

  • Answer a question about club knowledge
  • Prepare text draft
  • Draft a basis for decision-making

Steps

  1. Select mode
  2. Describe the request precisely
  3. Check sources and document approvals
  4. Use the draft deliberately

Notes

  • Separate AI activation required; event and general meeting assistance from Advanced with AI. No AI in Starter Free.
  • The assistant does not make decisions itself.
  • Source references and access restrictions remain authoritative.
Member portal

Reduced portal view for members with club information, approved documents and their own read-only view.

When to use

  • Log in as a member
  • Look up approved club information
  • Check what is visible without board permissions

Steps

  1. Sign in with a member account
  2. Check overview and available navigation
  3. Open documents
  4. Report an error or idea if anything is unclear

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Members do not see board, finance, admin or approval tools.
  • Visible documents follow approvals and access restrictions.
Contact form

Public form for prospects to submit a contact enquiry to the club.

When to use

  • A new person is interested in the club
  • Record interest in a trial session or membership
  • Allow contact without login

Steps

  1. Enter name
  2. Enter email or phone number
  3. Add message
  4. Submit enquiry
  5. Continue the onboarding task in the portal

Notes

  • Package: Advanced or Premium; personal roles and approvals also apply.
  • At least an email address or phone number is required.
  • The club receives an onboarding task and a notification.
Admission form

Token-protected form for admission details after membership acceptance.

When to use

  • Prospect wants to join
  • Address, date of birth and additional details are missing
  • Board needs complete admission details

Steps

  1. Open link from invitation
  2. Complete required fields
  3. Add optional details
  4. Submit form
  5. Review admission in onboarding

Notes

  • Package: Advanced or Premium; personal roles and approvals also apply.
  • The link belongs to exactly one prospect.
  • Submitting creates an admission review task.
Declining feedback

Token-protected form where prospects who decline can voluntarily give a reason.

When to use

  • Prospect is not joining
  • Club wants to analyse reasons
  • Onboarding should learn from this

Steps

  1. Open decline link
  2. Enter reason
  3. Submit feedback
  4. Process the evaluation in onboarding

Notes

  • Package: Advanced or Premium; personal roles and approvals also apply.
  • Feedback remains voluntary.
  • The response may lead to a learning or improvement task.
General meeting restaurant enquiry

External response form for restaurants or venues in the general meeting process.

When to use

  • Restaurant should confirm availability
  • Request menu proposals
  • Clarify capacity and infrastructure

Steps

  1. Open enquiry link
  2. Respond with availability and capacity
  3. Enter menu proposals
  4. Check contact details
  5. Submit response

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Responses are stored in the general meeting file.
  • The board then decides which proposal to pursue.
Membership contributions

Create contribution runs, prepare QR invoices, import payments and review open items.

When to use

  • Prepare annual contributions
  • Generate invoices
  • Allocate incoming payments
  • Review outstanding contributions

Steps

  1. Under Payment slip, save a standard IBAN with creditor reference (SCOR) or a bank-issued QR-IBAN with QR reference (QRR). Bank name and address are not required for the QR code.
  2. In club master data, enter the account holder as payee with street, house number, postal code, town and country. Check members' names and addresses. Email is required for delivery; honorary members are not charged.
  3. Create a contribution run and optionally save it as a draft. Document: Generate QR invoice from club data. Additional information is included in the QR code (maximum 140 characters); the title is used if omitted.
  4. Generate invoices: each member receives an A4 PDF with receipt and Swiss QR payment section containing an individual amount and reference. Delivery uses the Membership contribution email template and existing delivery settings.
  5. Under Open items, open the generated QR invoice and, if necessary, print it at actual size from the PDF preview. Earlier text-only PDFs are not replaced retrospectively. Uploaded QR slip templates remain for reference; their unchanged QR codes are not sent as individual invoices.
  6. Under Payments, review the CSV payment import and check outstanding and paid contributions. A manual reference is included as additional information rather than a structured payment reference; use SCOR or QRR for automatic matching.

Notes

  • Package: Advanced or Premium; personal roles and approvals also apply.
  • The financial overview shows income and expenses for the selected financial year, and assets and liabilities at period end. It is based exclusively on journal entries, not just member payments. Posted but unpaid invoices are therefore included in income. Assets do not mean net assets; club capital is shown in the balance sheet. Open years are provisional; missing accounting data is not displayed as zero.
  • The year selection is linked to the balance sheet, income statement, annual budget and annual closing. Contribution key figures appear only under Membership contributions and cover all contribution runs, regardless of the selected accounting year.
  • Only the treasurer, designated deputy and auditors have access. Auditors have read-only access.
  • QR/PDF previews do not replace final accounting checks.
Payables and payment files

Record and approve supplier invoices and supporting documents per club and reconcile them with the journal. VAT splitting and direct bank orders are not included.

When to use

  • Record supplier invoice
  • Pay suppliers
  • Post credit note or reversal

Steps

  1. Under Finance / Payables, add suppliers with name, address and IBAN. Save an invoice draft with invoice number, invoice date, posting date and due date. Each line has an account, description, gross CHF amount and optional project/event note.
  2. Upload a PDF document (maximum 5 MB). For a Swiss QR invoice, choose Read Swiss QR code, check the recognised data and apply it to the draft using Use QR data. A supplier not yet present is saved. Add invoice number, dates and account assignments yourself; QR recognition does not read invoice lines. Maximum 20 PDF pages, exactly one distinct Swiss QR code, CHF and a structured payee address.
  3. Save the draft, check details and document, then Approve and post. Each invoice line debits the expense/asset account and credits account 2000. Invoice data becomes immutable after approval. The treasurer and designated deputy may approve; auditors have read-only access.
  4. Record partial payments and credit notes under Payment / credit note with date, amount, reference and reason. A credit note uses the original expense/asset account. Payments and credits must not exceed the outstanding balance. Supplier credit beyond that balance and foreign currencies are not yet supported.
  5. The payables log shows all actions and their initiator. Correct errors with reversals and counter-entries. Reverse payments and credit notes before reversing an invoice. Locked financial years remain unchanged; reverse in an open period.
  6. Link existing opening payables once using Transfer opening payables. New opening transfers do this automatically. No additional expense or opening entries are created. Complete missing supplier address and IBAN for payment file exports.
  7. Select open approved invoices for a payment run. Under Payment runs, choose the execution date and Create payment file. The club bank account, structured club/supplier addresses, valid IBAN/QR-IBAN and matching references are required. Supported format: pain.001.001.09 for CHF to CH/LI; the file is not sent to the bank.
  8. Upload the XML file to online banking, check bank validation, recipients and amounts, and approve it there exactly once. Export is not payment: invoices remain open until bank reconciliation or a documented manual payment. The original file remains available in history. The bank may apply its own acceptance rules and holidays.
  9. Before exporting the same unpaid invoice again, release its reservation. Confirm only if the old order was not submitted or was demonstrably cancelled at the bank. VereinsFee does not cancel bank orders. Do not resubmit an order already executed.

Notes

  • Package: Premium. Finance permission is also required.
  • Postings use gross amounts without automatic VAT/input tax accounting. VAT and direct bank integration will be added separately.
  • Original documents, import files and logs are backed up with the club database. No bank credentials are required.
  • Project/event labels are line notes, not separate cost-centre accounting. The payment export schema is automatically tested; validate the first bank import using a small approved order.
Bank reconciliation by file

Check bank files, match unambiguous invoice payments and prevent duplicates. There is no direct bank connection.

When to use

  • Import bank statement
  • Allocate unclear payment

Steps

  1. Open bank reconciliation. Configure the bank account as a standard IBAN under Payment slip and set up a financial year. Detailed CAMT.053/CAMT.054 and CSV are supported; maximum 5 MB and 10,000 transactions per file. Bank amounts must be CHF, incoming positive and outgoing negative.
  2. For CSV, check columns first. Map the header row, date, amount or separate credit/debit, name, reference and preferably the unique bank transaction ID. Numbers: 1234.50 or 1'234.50; dates YYYY-MM-DD or DD.MM.YYYY. Summary rows are not individual transactions. The original file and mapping are retained.
  3. CAMT must contain the configured club account and final posted individual transactions. Batch postings without individual amounts, foreign currencies, pending entries and reversal indicators are rejected. If details are missing, obtain detailed CAMT.054 or CAMT.053 from the bank.
  4. Check and save import uploads the file but does not create journal entries. Open an import in history. Post unambiguous matches accepts only matching invoice references with matching outstanding amounts. Names or amounts alone never produce automatic matches.
  5. Known transaction IDs are not imported again. The same date/amount/reference, an existing payment or a missing transaction ID requires an explicit duplicate check. Do not post doubtful rows; exclude them with a reason. Reimporting an identical file opens the existing import.
  6. For unclear rows, open Assign. Select a member invoice, supplier invoice or other account. Amount and date are taken unchanged from the file. Enter a reason and post. Partial payments are supported; overpayments and splitting one bank row across multiple invoices need separate clarification.

Notes

  • Package: Premium. Finance permission is also required.
  • Only the treasurer and designated deputy may import and post; auditors may view history and previews. Every access remains restricted to the club instance and environment.
  • After accounting setup, the old CSV import that posted immediately is blocked. Under Payments, Open bank reconciliation leads to the reviewed import.
  • Anonymised original files from the actual bank are required for initial production format validation. Do not upload credentials or tokens.
Annual closing, balance sheet, income statement and budget

Post closing entries, create annual reports with prior-year comparisons and budget for the next club year. All data belongs to the signed-in club instance and environment.

When to use

  • Prepare annual closing
  • Create balance sheet and income statement for audit or general meeting
  • Plan budget for the new club year

Steps

  1. Under Finance, select Annual closing, Balance sheet, Income statement or Annual budget. The selected area appears below the buttons. Select the financial year; the actual comparison period dates appear beside it.
  2. Before closing, review bank balances, receivables, payables, supporting documents, accruals, depreciation and tax matters. Under Annual closing / Record closing entry, post required entries with date, document reference, debit, credit and amount. The year-end date is proposed. Account 1100 remains reserved for the invoice/payment process; entry does not automatically split VAT.
  3. Check balance sheet and income statement. The balance sheet contains assets, liabilities, club capital and the annual result separately. The income statement shows income, expenses, prior-year values and available budget values. Differences are current minus prior year, or actual minus budget; a positive expense difference is not automatically favourable.
  4. Download reports as Excel or print/save them as PDFs using Print / PDF. The full report is exported regardless of table filters. Open years are marked provisional; the printable output identifies the club, instance number and both periods.
  5. Under Annual closing, check the closing preview. Earlier financial years must be closed, clearing accounts 1090/2999 balanced, and receivables reconciled with account 1100. Final closing is possible only after the financial year's last day; that day must not already be manually locked.
  6. Select an active club capital account for the result, confirm the financial review and choose Close year definitively. Income and expense accounts are closed to this account and the year is permanently locked. This confirmation does not replace approval by the board/general meeting or auditors required by the articles. Reopening or reversing annual closing is not yet supported here.
  7. The balance sheet and income statement remain available with their original annual values after closing. Technical closing entries do not reduce the displayed annual result to zero. Balance sheet values continue into the following year in continuous accounting; do not import additional opening balances or recreate outstanding invoices.
  8. For a new budget year, first create a period under Financial years and separately set its contribution tax treatment. Select the new year under Annual budget. Enter and save budgets per income/expense account. Income and expenses are normally positive; negative amounts are allowed for justified reductions.
  9. Under Copy previous year, copy either the prior-year budget or actual figures into a still-empty budget, then adjust individual accounts. Existing budget values are not overwritten. The overview shows the new budget, prior-year budget, prior-year actual and budget minus prior-year actual.
  10. Missing budget values appear blank, not as confirmed zero. The number of budgeted income/expense accounts indicates progress. Existing general meeting/event planning items are not automatically assigned account budgets; allocation requires review. Budgets create neither journal entries nor payments.

Notes

  • Package: Premium. Finance permission is also required.
  • The treasurer and designated deputy may edit closing entries, annual closing and budgets. Auditors may read reports, previews and exports; this grants no financial access to other board members or club administrators.
  • No prior-year data means empty comparison columns, not zero prior-year amounts. Financial years of different lengths are identified. An open prior year may still change until closed.
  • After posting or budget changes, review the closing preview again. Repeating the same successful approval does not create duplicate closing entries. After closing, retrospective postings into earlier periods are also blocked.
  • Prior-year budgets and final reports for a closed year remain unchanged. A selected budget item can be deleted in an open year; existing postings are retained.
  • These reports are not yet a complete statutory annual report with notes, audit and tax returns. VAT settings are not changed, tax returns are not generated automatically and no emails are sent.
Transfer accounting

Prepare charts of accounts, opening balances and outstanding receivables/payables from existing exports as a reviewed initial transfer. Each draft, file and approval belongs exclusively to the signed-in club instance and environment.

When to use

  • Transfer existing accounting to VereinsFee
  • Provide documents in the setup assistant
  • Save import now and review together later

Steps

  1. Open Transfer accounting under Setup or Finance. Enter the new accounting start date, financial year end and previous software; create a draft.
  2. Export the chart of accounts, balances and outstanding receivables/payables from the previous software. All lists must reflect the same state immediately before the start date. Already paid invoices do not belong in open-item lists.
  3. Upload original XLSX or CSV files. Multiple Excel sheets and files are allowed. PDF invoices or a ZIP containing only PDF documents may be added as evidence; amounts are not imported automatically from them.
  4. Under Column mapping, select each table, check import type and header row, and map the columns. Automatic detection is a suggestion. After changing the header row, save first, then check the new headings. Explicitly set unused tables to Do not use as posting data.
  5. Chart of accounts: four-digit account number and name; provide an account group if it cannot be inferred. Opening balances: account number and balance with confirmed sign convention or separate positive debit/credit columns. Groups: assets, liabilities, club capital, income or expenses. Account 2999 is reserved for opening balance reconciliation.
  6. Receivables and payables: invoice number, name, original invoice date and outstanding balance. Optional: due date, payment reference, currency, email and customer/supplier number. Without a reference, the invoice number is used, maximum 40 characters. Without a due date, the invoice date is used with a visible notice. A complete postal address is not required for this transfer.
  7. Check balance validation and previews. Debit minus credit must be zero; receivables must match account 1100 and payables the credit balance of 2000. Reconcile other control accounts to these target accounts beforehand. Do not import total rows or credit notes as additional invoices.
  8. Before approval, explicitly configure the period and contribution tax treatment under Financial years, then reopen the transfer. Import does not change VAT settings. Check both confirmations and approve only for reviewed CHF data without VAT still to be accounted for. Under cash-basis VAT, outstanding taxable invoices cannot yet be approved; retain originals as a draft and clarify the tax transfer separately.
  9. Approval creates opening entries and transfers receivables to Open items and payables to Payables management, without reposting revenue or sending emails. Link previously approved opening payables using Transfer opening payables; account 2000 is not posted again.
  10. Reopen drafts and approved transfers under Transfers. Original files remain available. Drafts and individual uploads can be deleted; approved transfers are immutable. Correcting approved entries requires a proper accounting correction.

Notes

  • Package: Premium. Finance permission is also required.
  • Prefer existing exports: semicolon-, comma- or tab-separated CSV in UTF-8 or Windows-1252; Excel as XLSX. Save old XLS files as XLSX first. Excel formulas are not executed; required amounts must exist as numeric values.
  • Maximum 5 MB per file, 20 files / 20 MB and 10,000 table rows per draft. Maximum 60 columns; extracted PDF ZIP size at most 30 MB. Encrypted archives, macros and external Excel links are rejected.
  • Amounts may use a decimal point or comma, for example 1234.50 or 1'234.50. Ambiguous amounts are neither rounded nor guessed. Dates: DD.MM.YYYY or YYYY-MM-DD. An empty currency means CHF.
  • For partial payments, import only the outstanding balance. Original exports remain as evidence of earlier payments. Names alone are not automatically matched to a member; the transfer does not create new contributions for honorary members.
  • Existing invoices, payments, journal entries or a previous approval block another initial transfer to prevent duplicate postings. Do not simply import again or delete genuine existing documents.
  • Bank statements do not replace balance and open-item lists. Import CSV and detailed CAMT.053/CAMT.054 separately under Bank reconciliation. This transfer assistant does not read bank statements.
  • The treasurer and designated deputy can prepare and approve. Auditors can read and check originals. Club administrators and other board members gain no financial access. Originals and approvals are backed up with the club database.
Club information

Check club name, website, logo and club year for display, documents and defaults.

When to use

  • Check club header
  • Check logo or club year
  • Review data used for document output

Steps

  1. Open club information
  2. Check master data
  3. Check logo and club year
  4. Update changes in default settings

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Club information is the read-only view of central master data.
  • Editing takes place in default settings or through the club administrator.
Club administrator

Club administration for access, initial appointments, assisted imports, cleanup, exports and restore requests.

When to use

  • Club administrator works after provisioning
  • Set up accounts and initial data
  • Support import or archiving

Steps

  1. Sign in as club administrator
  2. Open the appropriate area
  3. Create job or check data
  4. Check record in the job list

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • The club administrator administers the club, not the platform.
  • Technical operation and production restore execution remain with the VereinsFee administrator.
Manage accounts

Invite club administrators, review existing admin accounts and secure initial access.

When to use

  • Invite a second club administrator
  • Check admin accounts
  • Clarify initial password or login instructions

Steps

  1. Open Accounts area
  2. Check email and role
  3. Select the action and execute access management; check the result and log
  4. Check delivery queue

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Only admin accounts belong here.
  • Functional roles such as board or finance are maintained in the members area.
Record initial board

Set up initial board appointments so subsequent processes can use responsible persons and roles.

When to use

  • A new club is being set up
  • Board details are missing
  • Roles should be complete before import or trial

Steps

  1. Open area
  2. Record board members with functions
  3. Check contact details
  4. Check roles in the members area

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Initial entry makes the club ready to work.
  • Subsequent corrections to people are made in membership management.
Run imports

Prepare files, import jobs and assignments so historical records can be transferred in a controlled way.

When to use

  • Transfer new documents or historical records
  • Check import status
  • Update unassigned documents

Steps

  1. Open Upload membership and address lists; select the import type and file
  2. Upload and check the file; verify column mapping and date values
  3. Validate mapping, resolve errors and confirm Import validated data
  4. Upload documents individually or together, up to 20 MB per file, and select a dossier; assign existing documents to a dossier later

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Upload membership and address lists as CSV/XLSX up to 5 MB, select the worksheet and map columns, review the preview and confirm import. Errors block the entire import; possible duplicates are skipped. Originals and results remain in import history. Roles and portal accounts are not imported.
  • Visibility and AI use are subsequently checked under Documents/Approvals.
Run archiving

Clean up completed entries, the delivery queue and historical work lists in a controlled way.

When to use

  • Work lists are becoming cluttered
  • Completed cases should be archived
  • Check delivery history

Steps

  1. Open Archiving area
  2. Check entries by status
  3. Create cleanup job
  4. Check record in the job list

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • Archiving must remain traceable.
  • Do not delete relevant files or evidence.
Export and restore request

Export club data or prepare a restore request for the VereinsFee administrator.

When to use

  • Club needs a data extract
  • A restore needs to be requested
  • Technical operations must be informed

Steps

  1. Open Export/Restore
  2. Specify scope and reason
  3. Submit job
  4. Check status in jobs

Notes

  • Base feature in Starter, Advanced and Premium; additional process and finance features depend on the package. Role permissions are still required.
  • A restore request does not restore data.
  • Technical execution remains with the VereinsFee administrator and requires review.