1. Committee details
- Committee name and admin (and co-admin, if any).
- Number of members, which is also the number of months.
- Amount each member pays every month.
- Pot: the amount times the number of members.
- Start month, due date each month, and draw date.
2. Payment rules
- Every member pays the full amount by the due date, every month, including members who have already received the pot.
- Payments are made by bank transfer or mobile wallet, and the member shares a screenshot or receipt as proof.
- A payment counts once the admin has checked the proof.
- The admin shares the list of who has paid with all members each month.
3. Late and missed payments
- A reminder is sent a few days before the due date.
- A member who has not paid by the draw date is not included in that month’s draw.
- Decide in advance whether there is a late fee, how much, and who receives it.
- A member who misses two payments in a row may be removed, as agreed by the admin and members.
4. Draw rules
- State the method: a draw each month, or a fixed order agreed at the start.
- Only members who have not received the pot and have paid this month are eligible.
- The draw is done where all members can see it, and the result is shared straight away.
- Members may swap turns only if both agree and the admin is told before the draw.
5. Leaving or replacing a member
- Before receiving the pot: the member can be replaced by someone the others accept. The new member takes over the payments, and the leaving member is repaid what they paid in, at the end or when agreed.
- After receiving the pot: the member must keep paying until the committee ends, or settle the remaining amount in full.
6. Disputes
- Raise any disagreement with the admin first, with the proof you have.
- If it is not settled, it is discussed with all members and decided by majority.
- Records of payments and draws are the reference for every decision.
Making the rules stick
Rules work when the record is clear. In Committee Book, members upload their payment proof, the admin accepts or rejects it with a reason, members who are behind or have already won are left out of the draw automatically, and members can raise a dispute with evidence. Every action is saved to an audit trail that cannot be edited.