Five trustees, one resolution, three weeks of chasing.
A sectional-title scheme runs on signed paper — resolutions, rules, arrangements, mandates — and every one of them has to get past a committee of volunteers with day jobs. Set the signing order once, and KuduDoc walks the document from trustee to trustee, reminds the slow ones, and seals the result.
No credit card to start — Personal plan included.
Trustees sign in order
Chairperson first, then each trustee in turn — the order you set is the order KuduDoc enforces. No folder doing the rounds between houses, no "who has it now?"
Reminders do the chasing
The trustee who's travelling gets nudged automatically until they sign. The managing agent stops being the scheme's full-time secretary-of-follow-ups.
Proof that outlives the committee
Trustees resign, agents change, disputes surface years later. A sealed resolution stays independently verifiable by anyone, long after everyone who signed it has moved on.
The paperwork of sectional-title life
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Trustee resolutionsRound-robin resolutions signed by every trustee, in order, without a single printout.
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AGM & special resolution recordsThe signed record of what the general meeting actually decided — sealed the day it's finalised.
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Proxy formsOwners who can't attend appoint a proxy from their phone instead of dropping a form at the office.
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Conduct-rule acknowledgementsEvery new owner and tenant signs that they've received the rules — so "nobody gave them to me" stops working.
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Levy payment arrangementsAcknowledgements of debt and payment plans, signed and dated before the first instalment.
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Clearance-related documentsWhen a unit sells, the consents and confirmations around the levy clearance get signed in days, not weeks.
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Managing-agent mandatesThe management agreement between scheme and agent, signed by both sides with a copy neither can quietly alter.
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Contractor appointmentsMaintenance and repair appointments signed off by the trustees the resolution requires.
Resolution of the Trustees — Waterberry Close
Resolved that the body corporate accepts the quotation for the repair of the boundary wall along the northern perimeter, and that the chairperson is authorised to sign the contractor's appointment on the body corporate's behalf.
Mid-flow: two trustees down, one to go — and KuduDoc is doing the reminding, not the managing agent.
Schemes outlive their trustees. So should their paperwork.
Sealed resolutions
When the dispute surfaces in five years, the resolution still proves itself.
Levy disputes and rule fights have long memories. Every completed resolution gets a tamper-evident certification signature, a SHA-256 fingerprint and an independent timestamp — checkable by any owner, attorney or adjudicator, free, without a KuduDoc account and without taking anyone's word for it.
See how verification worksVerification result
Controlled Originals
One authoritative copy of the rules — not six PDFs in six inboxes.
Register the scheme's conduct rules and key resolutions as Controlled Originals: the registry records which signed version is the current authoritative one, and when a new version supersedes it, that's recorded too. Anyone checking an old copy sees immediately that it's been replaced.
How the registry model worksRegistry — Waterberry Close
Before the next round-robin
Yes — set the order they sign in, and each trustee gets their turn only once the previous one has signed. KuduDoc sends the reminders in between, and you can watch exactly where the document is stuck at any moment. One limit to plan around: a document takes three signers on the Personal plan, 25 on Personal and 50 on the Business plans. Most trustee bodies are larger than three, so a full board resolution needs Personal or above.
The sealed file carries its own proof: a tamper-evident certification signature, a SHA-256 fingerprint of the exact document, and an independent timestamp, Bitcoin-anchored within hours of sealing. All of it is checkable free at /verify by anyone — an owner, an attorney, an adjudicator — even if every trustee who signed it and the managing agent have long since moved on.
The resolution simply stays pending — nothing is assumed either way. KuduDoc keeps reminding them, you can see exactly who's holding things up, and you can resend, chase directly, or void the document and start a fresh one if the trustees change.
A Controlled Original is a document the registry tracks as the one authoritative copy — who holds it, whether it's current, and whether a newer version has superseded it. For conduct rules and standing resolutions, that ends the "which version applies?" argument. To be clear: KuduDoc doesn't replace the scheme's legal process for adopting or amending rules — it records and proves the authoritative signed copy once that process has happened.
5 documents a month are free, forever, no credit card — fine for the odd resolution. Running AGM season, or managing a portfolio of schemes? Personal raises that to 10 a month and costs R79/month including VAT for a household of five — that is the annual rate, and month-to-month costs more. Professional adds team seats and unlimited sends; its seat rate is on the full pricing page. Either way, documents you've already sent are never affected by a plan change.
The next resolution shouldn't take three weeks.
Personal plan available · South Africa · POPIA-minded
Also see: Real estate leases · Compliance certificates · Insurance & brokers