Nonprofit Compliance Tracker
User Guide

1. About This Tool

For most small nonprofits, compliance is a junk drawer: a few items everyone knows about (Form 990) and a long tail of state, federal, and governance requirements that quietly accumulate risk. Missing a state charity renewal can mean fines and loss of fundraising authority; missing your 990 for three years means automatic revocation of your 501(c)(3) status.

This tool inventories everything — federal, state-by-state, and governance — and tracks each deadline as a stand-alone task with status, owner, and due date.

2. Getting Started

Demo: demo@example.org / demo — populated with active filings for California (substitute your state in Settings to get yours).

First 30 minutes

1. Set your state, fiscal year, and EIN in Settings.
2. Review the auto-generated filing calendar — confirm each deadline.
3. Mark any past-due items as "filed" with the date filed.
4. Assign each future filing to an owner (ED, board treasurer, secretary).

3. Calendar & Filings

Calendar view

All filings on one timeline. Color-coded by status (upcoming, due soon, overdue, filed).

Filings list

Detail view for each filing: jurisdiction, form name, due date, frequency (annual, biennial, one-time), filing fee, governing authority, owner, status, notes, prior filing history.

4. What's Covered

Federal

• Form 990 / 990-EZ / 990-N (Postcard)
• Form 990-T (UBIT)
• Form 1099 series (contractors)
• Form W-9 collection
• Form 5500 (retirement plans)

State (15 states covered, expandable)

• Charitable solicitation registration & renewal
• State corporate annual reports / statements of information
• State sales tax exemption renewal (where applicable)
• State employment tax filings

Governance

• Annual conflict-of-interest disclosure collection
• Board officer elections / annual meeting
• Whistleblower & document-retention policy review
• Audit / 990 preparation cycle

5. Documents & Templates

Built-in document templates for the most-asked items — board resolution to file the annual report, conflict-of-interest disclosure form, document retention policy, whistleblower policy, board meeting minutes template. Generate to .docx, edit, file.

6. Education

Short, plain-language explainers on the requirements most likely to bite you: how 990 reasonable compensation works, when state registration triggers, what "substantiation" means in IRS Pub 1771, when to file 1099-NEC, and more.

7. Analytics & History

The History page logs every action (filing marked complete, deadline rescheduled) for audit-trail purposes. The Analytics page shows on-time rate, days-to-deadline distribution, and filing-by-jurisdiction breakdown.

Administrator Access

The sign-in screen has an Administrator Access link below the Sign In button. Use it to sign in as Administrator with just a password — no email needed. This is a per-browser admin role; the password is stored only on the current computer.

• First time: Click Administrator Access. You'll see a "First-time setup" prompt with two password fields — enter a password (6+ characters) and confirm it. Click Create Admin Password.
• Subsequent times: Click Administrator Access, enter that same password, and click Enter Admin Panel.
• Once signed in as Administrator, you'll land on the dashboard with full admin privileges, including the Admin page in the sidebar (visibility into all teams, users, and activity stored in this browser).
• Click ← Back to regular sign-in at the bottom of the admin panel to return to the normal email/password form.

Note: the admin password is unique to each browser. If you set it up at home and then visit the app on a work computer, you'll see the first-time-setup prompt again. To grant admin access on a new machine, register a regular user account or set up a fresh admin password there.

Contact & Support

For questions, feedback, or feature requests, contact the Build Your Club Academy team at skycopatc@yahoo.com. We update these tools regularly — check back for new features.