For the Chapter Relations Manager or Director of Membership at a national or state association headquarters — and, at a small federation of 20 to 200 chapters, for the executive director: Chapter Filing Room is where each cycle's annual packet from every chapter is collected, verified, and chased, and where every chapter's good standing is scored in one HQ dashboard.
How it works
- Define the packet once — the standard starter set, editable, with per-item due dates and cycles; the packet is officer roster, activity report, financial report or review, bylaws, Form 990 proof, and bonding
- Add chapters — name, EIN, and president contact
- Track each artifact through Not submitted, Submitted, Verified, or Rejected — an artifact counts as verified only when its checklist passes: right organization and EIN, right fiscal year, complete, signed, and unexpired
- Score every chapter's good standing — a per-chapter score and label from its verified packet
- Keep the chase log against every chapter that still owes an item — the chase headquarters does, with its escalation stages, on record
- Work the HQ dashboard ranked worst-first, and export the roster and standing as one CSV
The annual packet — what every chapter owes
Headquarters defines the packet once: a standard starter set, editable, with per-item due dates and cycles. Every chapter in the association owes the same packet each cycle, so what is owed is never a matter of memory or of a different list in a different inbox.
The packet carries six items:
- Officer roster
- Activity report
- Financial report or review
- Bylaws
- Form 990 proof
- Bonding
Collection and verification — every artifact, in a state
Chapters are added once — name, EIN, and president contact — and then each chapter's packet is tracked artifact by artifact. Every artifact sits in exactly one state: Not submitted, Submitted, Verified, or Rejected.
An artifact counts as verified only when its checklist passes: right organization and EIN, right fiscal year, complete, signed, and unexpired. A rejected artifact carries its reason, so the chapter knows what to fix and headquarters holds the record of why.
The Form 990 proof is verified the same way, by checklist: the checklist is a manual checklist, worked by headquarters staff against the proof the chapter provides. There is no live cross-check against IRS filing data behind it — no live IRS data is consulted, and this page does not claim one. That statement is carried again in the honest state below, because it does not change.
Good standing — scored in one HQ dashboard
Every chapter's verified packet becomes its good-standing score and label, so headquarters can see, chapter by chapter, which chapters stand in good standing and which do not — and why.
The chase is kept on record: a chase log with escalation stages, held against every chapter that still owes an item. The log is headquarters' own record of the chasing its staff does. There is no automated chase email behind it — headquarters chases manually today, and the honest state below says so plainly.
The HQ dashboard ranks every chapter worst-first, so the chapters furthest from good standing are the ones worked first. The roster and standing export as one CSV — every chapter, its packet state, and its standing — for headquarters' own records.
Where it stands — the honest state
Chapter Filing Room is forming its first association pilot group now. The door below is an HQ pilot application — applying starts a pilot conversation; it does not create an account, and it is not a sign-up for a running service.
Live submission links for chapter officers do not exist yet. There is no link today through which a chapter officer can submit a packet item into Chapter Filing Room — headquarters collects chapter packets manually today, by its own means, and this door takes an HQ pilot application only. Chapter officers cannot submit through Chapter Filing Room today, and this page does not imply they can.
The Form 990 check is a manual checklist, with no live IRS cross-check. No live public IRS filing data is consulted by Chapter Filing Room today, and no IRS integration has been built. Until an integration exists, verification of Form 990 proof stays a manual checklist, exactly as stated above.
There is no automated chase email. Chapter Filing Room does not send chase email to chapters or officers today, and it contacts no chapter today. Headquarters chases manually today; what the product holds is the chase log — the record of that manual chasing, with its escalation stages.
No price has been set. A price range exists in our market research as a hypothesis; it has not been validated and it has not been decided, so no price is shown here and there is nothing to buy on this page.
HQ pilot application
This is an HQ pilot application — an application to join Chapter Filing Room's first association pilot group, not an account sign-up and not a purchase. Tell us who to reach, your association, and how many chapters it has. If you like, tell us your current filing cycle month, and how you collect chapter packets today. We will be in touch about the pilot group.