Unga Aktiesparare digitises contract management across 40 local chapters, increasing signed meeting minutes by 30%

Unga Aktiesparare is a non-profit organisation that educates young people aged 15 to 30 in personal finance and investing. The organisation runs local activities through around 40 chapters, stretching from Malmö in the south to Luleå in the north.

Like many non-profit organisations, Unga Aktiesparare needs to continuously document that meaningful and compliant activities are taking place. That means collecting and managing signed meeting notes, annual meeting minutes, activity reports, auditor statements, and other documentation from its local chapters. At the same time, the organisation also needs to manage agreements with employees, partners, sponsors, and other external stakeholders in a structured way.

Previously, this documentation was spread across Word documents, printed papers, email threads, and different types of digital signing tools. The result was a lot of manual work, limited overview, and a higher risk of errors.

With Oneflow, William Jörding, CEO of Unga Aktiesparare, has found a single, easy-to-use system where the organisation can create locked templates for meeting minutes, sign employment and partner agreements, and keep track of exactly which documents have been signed and when, without needing a separate CRM system or external consultants for onboarding.

Structured document management as the foundation for funding

For a non-profit organisation with many volunteers, having a clear structure for meeting minutes and documents from local chapters is critical.

To show that local activities are being carried out and to qualify for funding, Unga Aktiesparare needs documentation such as:

• Ongoing meeting minutes and activity notes
• Activity reports showing what each local chapter has done
• Auditor statements confirming that the activities have been reviewed
• Several central signed documents per local chapter every year, including minutes, activity reports, and statements from a lay auditor

All of these documents are submitted to reviewing authorities, which means there is very little room for mistakes.

“For us, it is extremely important that everything is filled in and signed properly, because we submit this documentation to a reviewing authority. We do not have room for rewrites, mistakes, or missed details.”

– William Jörding, CEO, Unga Aktiesparare

Oneflow as the hub for minutes, agreements, and documents

Unga Aktiesparare does not use a separate CRM system. Instead, Oneflow serves both as the organisation’s e-signing platform and as a structured document hub.

Today, Unga Aktiesparare uses Oneflow as:

• A platform for standardised templates for meeting minutes and annual meeting documents
• A solution for e-signing employment agreements
• A platform for partner and sponsorship agreements
• A structure for organising documents by organisation, document type, region, and local chapter

William holds several roles across the organisation and related foundations. He highlights how easy it is to switch between the organisations he represents when creating and signing documents in Oneflow.

Locked, standardised templates reduce errors

One of the most important Oneflow features for Unga Aktiesparare is the ability to create central, standardised templates and then lock them.

Previously, local chapters could edit Word templates, add their own wording, or remove sections. That created a risk that meeting minutes would no longer align with the organisation’s bylaws or authority requirements.

Now:

• The central office creates templates for meeting minutes according to the organisation’s rules
• Questions and fields are locked
• Templates are sent to local chapters, which can fill in the answers without changing the structure

“We created standardised templates according to our common rules, then locked them. Those are the templates that are sent out to the local chapters.”

– William Jörding, CEO, Unga Aktiesparare

This improves quality and reduces rework when documents need to be reviewed and submitted to authorities.

Onboarding without external consultants

As a non-profit organisation, Unga Aktiesparare wants as much of its budget as possible to go towards members and activities. That made it important to avoid costly implementation projects and consulting hours.

Instead, the organisation handled the onboarding internally with the help of Oneflow’s self-service onboarding material.

• The central office tested and learned Oneflow hands-on
• The team then ran their own walkthroughs for regional managers and local chapters
• The entire organisation was able to get started without external consultants

William describes the product as simple enough for this to be realistic, even in an organisation with many volunteers and varying levels of technical experience. At the same time, the tool also needs to feel modern and intuitive for a young target audience that is used to digital solutions and quickly loses interest if a process feels complicated or outdated.

“We work with people aged 15 to 30, so the tool has to be digital and very easy to use. Oneflow allows them to sign and manage meeting minutes without hassle, while giving us centrally the structure and control we need.”

– William Jörding, CEO, Unga Aktiesparare