User guide
asoges is a tool that lets associations manage their members, fees, meetings, minutes and accounts, and gives each town a portal with all its organisations. Depending on your role, this guide explains what you can do and how.
First steps
There are three spaces: the town’s public portal, the association’s management area (for the board) and the member area.
How to sign in
There is no password to remember. You type your email, a link arrives and you press it. The link expires after 15 minutes and works only once. If you prefer, you can also sign in with a password. The entry point is “Sign in for associations”, at the top right.
How an association registers
Go to your town’s portal and see whether your association already appears. If it appears with no managers, press “Claim page”, fill in the form and attach a document that proves your role. If it does not appear, use “Register an association”. In both cases the town hall reviews the request. When it approves, the association accepts the data processing agreement and you receive your access by email.
Large text
The “A+” button at the top enlarges the text of the whole page and remembers your choice.
If you are on the board
Chair, secretary and other board members. Each person sees only what their role allows.
Members and families
You register people and keep the members’ register, with its history of joinings and leavings. People are grouped into families with one payer. You can send each member an invitation to claim their record and check their details. When someone leaves, their record is not deleted: their data is anonymised so the historical books still add up.
Statutes, bodies and posts
You enter the details of your statutes that matter to the program, such as notice periods, quorum and majorities. The law sets default values and the statutes may change them. You also record the governing bodies and posts, and asoges warns you before each term expires (five years at most) and reminds you to report the changes to the Registry.
Calling a meeting
When you call a meeting, asoges checks that you meet the deadlines set by the law or your statutes. Each member receives the notice through their preferred channel: email, SMS or a PDF letter to print. Every notice carries an acknowledgement link, and you see who has confirmed. If the meeting is urgent, the item “ratify the urgency” is added. A meeting that has already been called can be cancelled with a reason, and everyone is notified.
Live meeting and voting
This is optional. If you turn it on, on the day of the meeting you take attendance, see the quorum calculated instantly (including proxy votes) and open each vote. Members vote from their phone with very large buttons, and if someone cannot, the secretary records the vote on their behalf. Results can be shown on a big screen. When an item is approved, its effect applies by itself: ratifying new members, removing members, electing the board, approving the budget or the accounts.
Minutes book with legal value
There are two modes. In the full mode, the minutes are drafted from the meeting, finalised and signed on screen or by hand, with the secretary’s signature and the chair’s approval. In the simple mode, you upload a photo or PDF of the signed minutes with their date and body. In both, the book is consecutive and each set of minutes is linked to the previous one with a digital fingerprint. An automatic check reviews every night that nothing has changed. Signed minutes are never edited: they are corrected with an addendum or with new minutes. From the book you can also issue certificates of resolutions and the certificate of the number of members.
Communications
You send notices by email and, if you turn on the SMS module with a provider, by text message too. For people without email, you prepare PDF letters in batches and mark them as sent. A rejected SMS is not retried, because it costs money.
Events and sign-ups
You create events with a date, place and number of places. You can open free sign-ups or sign-ups with online payment, limit the places per person and set how long a sign-up awaiting payment is held. An event can be a group with several stops, each with its own place and time, for example a route. The public page shows a map with the numbered stops. When the event closes you get its income and expenses report.
Documents and public page
You upload the statutes and other documents with their versions and choose which ones members can see. Your association has its own page in the town’s portal, with a description, contact details and its location on the map. You can ask to appear in another town’s portal too, and that town’s administrator approves it.
Products to sell
If you hand out lottery tickets, T-shirts or other products for members to sell, you record the deliveries and, when they settle up, what was sold and what was returned. The profit per unit sold is deducted from the fee of the member’s family, never below zero. Any surplus goes to the association or is kept for the next fee, as you choose. This module is turned on separately.
If you run the treasury
Cash-basis bookkeeping designed for volunteer treasurers, not for accountants.
Fees and family rules
You define fee plans by frequency, type of member and age band. For families you can apply a discount from the third member, a flat price or a maximum cap. Before anything is generated you see a preview with warnings, for example a minor with no payer. Receipts can be issued grouped (one per family) or separate (one per person), and you can pro-rate the fee for the year someone joins. The split is calculated to the cent and totals always add up.
Receipts
Each fee generates a numbered receipt. Once issued it is never modified: if there is a mistake, it is cancelled with a corrective receipt. You can download the PDF of each receipt.
Ways to collect
SEPA direct debit: the member signs the mandate with one click (or you scan it) and you generate the batch for the bank. Card and Bizum with Redsys, or card with Stripe: the member pays from a secure link without signing in. Cash or bank transfer: you mark it as collected. Each association is paid into its own account; the money never goes through asoges.
Returned payments
When the bank returns receipts from a batch, you import the file and each receipt goes back to pending with the reason. The payer receives a notice, and if online payment is available they are sent the payment link. The returned payment is recorded automatically in the book with its reversing entry and, if the bank charges a fee, as a bank expense.
Cash desk
For cash payments you open a cash session, record the payments and, when closing, do the count: you count the money and asoges tells you whether it matches what was recorded. You cannot take cash without an open cash session.
Income and expenses book
You keep the book by financial year, with accounts (cash, bank) and categories, and you can photograph each expense receipt with your phone. Fee payments, returns, donations and event sign-ups are recorded automatically. You also have the annual budget against actual spending, the inventory and simplified annual accounts as PDF for the general meeting. When the accounts are approved, the year is closed and no longer touched; the next one opens with the balances.
Donations
You record donations, issue their receipt and export the Spanish tax form 182 for the tax authority.
Export for your accountant
You can give your accountant access from the “Accountants” screen: they receive an invitation and get read-only access to the treasury, without seeing members’ data. From the reports you can download the entries as double-entry journal lines in a file that accounting programs can open. You can withdraw the access whenever you like.
Assisted invoicing with the AEAT
If your association issues invoices, asoges prepares them and keeps the invoice register, but it does not issue or number them: for that you use the free application of the Spanish tax agency (AEAT). You save your customers and the invoice draft with its amounts, and asoges shows you the data field by field to copy into the AEAT application. Once you have issued it there, you register it and record its payments. If there is a mistake, you create a corrective invoice. The register can be downloaded by year as PDF or CSV.
If you are a member
Your private area has what you need and nothing more. If there is something you cannot do yourself, the board can do it on your behalf.
Claiming your record
The board sends you an invitation by email or, if you have no email, a printed code. When you open it, you claim your record, check your details and your family’s, and accept the relevant consents. For children under 14, their guardian signs.
Your data
You can see your data, ask for it to be corrected, review your consents and ask for a copy of all your data. Your tax ID and your IBAN are stored encrypted.
Your receipts
Pending receipts are at the top and paid ones, collapsed, below. If online payment is available, you press “Pay now” and choose card or Bizum. If not, the screen tells you whom to call or that you can pay in cash. If a receipt is returned, you see a friendly notice with the reason. The direct debit mandate is signed with one click.
Meetings and votes
You receive the notice through the channel you prefer and confirm receipt with one click. You can give your vote to someone else by proxy. On the day of the meeting you join from your phone, vote with large buttons and can ask for your remarks to be recorded in the minutes. If you cannot, the secretary votes for you.
Documents, accounts and certificates
You can read the statutes, the resolutions and the annual accounts, as far as your association’s statutes allow. You can request your membership certificate or resign.
Events and sales
You sign up for your association’s events and pay online, or they are recorded when the event closes. If your association hands out products to sell, “My sales” shows what you received, your balance and which receipts it was deducted from.
For people who do not use a computer
Everything you can do, the board can record on your behalf: voting, confirming attendance, paying or accepting. There are also paper letters, and the phone camera to photograph a signed document.
If you work for the town hall
Your town (or association of municipalities) is a territory with its own portal and its own address.
The town’s portal
It shows the associations, the events calendar, the news and the points of interest on a map. You edit its pages, its branding (logos and colours) and its home page, and it is offered in Spanish, Valencian and English.
Registering associations
You review registration requests and page claims, see the proof supplied and decide. On approval, the association first accepts the data processing agreement and its manager receives access.
News, events and map
You moderate the news and events that associations submit, publish your own and place points of interest on the map.
Associations from other towns
An association can ask to appear in your portal too. You decide whether to approve it.
What you see and what you do not
You see what is public and aggregated counts. The town hall does not enter the internal management of any association and does not see its members’ data.
Frequently asked questions
Who can see my members’ data?
Only the association itself, and each person according to their role. No other association and not the town hall can see it. Every access to full personal data is logged.
Does my association have to use live voting?
No. It is an optional module. Without it you still keep your minutes book, uploading the signed minutes in the simple mode.
Does the fee money go through asoges?
No. Each association is paid into its own bank account or with its own payment keys.
Does asoges issue the invoices?
No. asoges is not an approved invoicing system. It prepares your invoices and keeps the invoice register, and you issue them with the free application of the Spanish tax agency.
Can I correct minutes that are already signed?
They are not edited, because they have legal value. They are corrected with an addendum or with new minutes linked to the previous ones.
What happens to the data of a member who leaves?
It is anonymised instead of deleted, so the historical books still add up. Mandates and consents are kept for the period the association sets (six years by default) and then deleted automatically.
An older member has no email or computer. What do I do?
You can record on their behalf everything they would do: attendance, vote, payment or acceptance. Notices go out as printed letters and the invitation code is on paper.
Does asoges comply with the associations law?
It is built for Law 14/2008 on Associations of the Valencian Community and the GDPR: mandatory books, notice periods, quorum and majorities, tamper-proof minutes and certificates. Values that your statutes change from the law are configured in your association.
Who do I write to if I have questions?
To info@microvalencia.es.