Put your whole programme on one page

GroundStation holds the work, the files, the schedule and the decisions in one place. Your staff stop searching for things the organisation already knows.

Start free

Two projects free. No credit card. Nothing expires.

Why this exists →

  • Trustees, volunteers and partner organisations are free on every plan
  • Your data stays in the EU
  • The free plan does not expire

How this starts

The record you cannot find

A funder asks you to evidence a decision. It was made eight months ago, in a meeting that ran long, on a Thursday.

You remember the decision. You remember agreeing it. You remember someone writing it down.

You just cannot remember where.

So you start looking. The shared drive first, because that is probably where it was. Then the minutes folder, in case it went in formally. Then your inbox, because it might have been confirmed over email. Then the WhatsApp group, scrolling back through four months of shift swaps and thank-yous. Then back to the drive, because now you are second-guessing yourself.

You find it in the end. Most people do. And then, almost immediately after the relief, something worse.

It took forty minutes to find one sentence about your own programme, written by your own organisation, for your own funder.

The quiet problem

The problem that is not the lost decision

The missing evidence is the loud problem. It happens twice a year and it is horrible for an afternoon.

The quiet problem is worse, because it happens every week.

  • Shared drive
  • Email
  • WhatsApp group
  • Meeting minutes
  • Spreadsheet
  • Someone's head

Six places to look. No single answer.

And one of those six leaves. The coordinator who ran the programme for three years moves to another organisation in March. The trustee who understood the funding condition steps down at the AGM. The volunteer who knew how the referral process actually worked stops coming.

They do not take a file with them. They take the part that was never written down anywhere.

Your organisation is not losing documents. It is losing memory.

The list

What this needs to be

Nothing exotic. A place where a programme can live.

  • One page where a programme lives, and stays after the people change
  • Somewhere to talk about the work, next to the work
  • Decisions that stay put instead of scrolling away
  • The documents and the files where the work is, not three tabs away
  • Volunteers, trustees and partner organisations in the room, not cc'd on an email thread
  • A record you can hand to a funder without reconstructing it from memory

The honest part

Where this came from

I should be straight with you. I did not build GroundStation for charities. I built it for my own agency, because I lost a sentence in exactly the way described above and I never wanted to do it again.

What I found afterwards is that the problem was never an agency problem. It is what happens to any organisation that runs distinct pieces of work, involves more people than it employs, and has to answer to someone for what it did.

That is most charities I have spoken to. So this page exists.

Shay PunterFounder, GroundStation

The version of this that happened to me →

Who is in the project

Everyone in the programme, not everyone on the invoice

A charity is a small number of paid staff and a wide circle around them. Most software charges you per head for that circle. This does not.

Staff
work in the programme every day
Trustees
read what you choose to share with them
Volunteers
join the programme they help with
Partner organisations
join the work you do together
Funders
see the record when you decide to show it

A charity with 8 staff, 12 trustees and 60 volunteers pays one flat price.

A guest gets a read-only view of the items you share, and nothing else. Nobody exports a PDF. Nobody decides whether one more person is worth the money.

Start free

The nine tools

Every programme gets one page and nine tools

  • Message Board

    Post decisions and updates. The record stays where you can find it.

  • Docs and Files

    Write documents with version history. Upload files or link to the drive you already use.

  • To-dos

    Lists with sections, subtasks, owners, due dates and repeat rules.

  • Schedule

    All dated work in one calendar. Subscribe to it from your own calendar.

  • Campfire

    One chat room per programme. Quick messages stay off the board.

  • Automatic Check-ins

    Ask the same question on a schedule. Read the answers in one thread instead of a meeting.

  • Card Table

    Move work from Triage to In Progress to Done.

  • Doors

    Quick links to the outside tools this programme uses.

  • Hill Chart

    See whether a task still has unknowns, or is just work now.

Switch off the tools you do not want. Most programmes do not need all nine. A tool you switch off leaves the page.

What you keep

This does not replace Google Workspace or Microsoft 365

You almost certainly get those free as a charity. Keep them. GroundStation is not trying to be your email, your drive or your CRM.

  • Keep your files where they are. Link to Drive or SharePoint with Doors and cloud file links.
  • Keep your CRM. GroundStation does not hold donor records or process donations.
  • Keep your volunteer system. GroundStation does not do rotas, DBS records or hour tracking.
  • Keep your accounting. GroundStation does not do fund accounting or grant budgets.

GroundStation holds the programme. The decisions, the work, the people and the record of what happened. That is the part currently spread across six places.

Bring your own assistant

Your AI assistant can work here too

GroundStation speaks MCP. Claude, or whichever client you prefer, works in your programmes the way you do. It reads the board, writes a document, adds to-dos and moves cards.

Ask it to draft the quarterly funder update from the message board. It reads what happened, not what you remember.

Make a token in your profile and point your client at it. The assistant then acts as you, with exactly your access. Every action appears under your name in the activity feed. The assistant cannot reach billing, your private notes, or a programme you cannot open yourself.

Trust and data

Questions your board will ask

Where is our data held?
On servers in {{HOSTING_COUNTRY}}. Your data does not leave the EU.
Who processes it?
{{SUBPROCESSORS}}. We never see your card details. Stripe hosts the checkout.
Can we get a data processing agreement?
Yes. Ask and we send one.
Can we get our data out?
Export every record and every file as a zip, at any time.
What if we stop paying?
Your account becomes read-only. Everyone can still sign in, read everything and export all of it. The export still works. That is the moment you need it most.
What if someone deletes something?
The trash holds deleted items for 30 days. Each item shows the days remaining.
Can we require two-factor authentication?
Yes. An owner can require it for everyone. Authenticator app or security key, with single-use recovery codes.

This section is written so you can show it to your board.

On purpose

Some things are missing on purpose

  • There is no per-person charge for trustees, volunteers or partner organisations. They are free on every plan, including the free one.
  • There are no activity scores. Reports show the work. They do not show you who logged in late at night. You cannot use this to monitor volunteers.
  • Email notifications start off. Programme chatter does not email you until you ask it to.
  • There is no chat widget. You get a help link instead.
  • The site works without JavaScript. Every button is a real form. It stays usable on an old phone and a slow connection.

Pricing

Charity pricing

{{CHARITY_PRICE}} per month for registered charities, on {{CHARITY_PLAN_BASIS}}. Trustees, volunteers and partner organisations are free, as they are on every plan.

Free
2 projects, 10 GB storage. Does not expire.
Charity
{{CHARITY_PRICE}} per month. Projects and storage as {{CHARITY_PLAN_BASIS}}.

Send us {{VERIFICATION_DOC}}. We check it by hand, usually within {{VERIFICATION_TIME}}.

Questions

The questions charities ask first

Do volunteers and trustees count towards our plan?

No. They join as guests, and guests are free on every plan, including the free one. No paid plan caps the number of people on your team either, so your staff are included at the price you see.

Where is our data held?

On servers in {{HOSTING_COUNTRY}}. It does not leave the EU.

Can we get a data processing agreement?

Yes. Email us and we will send one.

Our grant ends in March. What happens if we stop paying?

Your account becomes read-only. You can still sign in, read everything and export all of it. Nothing is deleted.

Does this replace Google Workspace or Microsoft 365?

No. Keep them. GroundStation holds the programme and links out to the files you already have.

Does it do volunteer rotas or DBS checks?

No. It is not a volunteer management system. Use one alongside it.

How do we prove we are a charity?

Send us {{VERIFICATION_DOC}}. We check it by hand.

We tried a tool like this before and nobody used it. Why would this be different?

Honest answer: because there is less of it. Nine tools, and you switch off the ones you do not need. One page per programme. Nothing to configure before you start. If your team can use a message board and a to-do list, they can use this.

Is there a mobile app?

No. GroundStation is a website. It works correctly on a phone.

Start with one programme

Move one programme this month. Keep it if it works. The free plan does not expire.

Start free

2 projects, and free trustees, volunteers and partners. No credit card.