Unionpally

UnionPally Association Setup Guide

A Guide to Creating Your Association

What Is an Association?

An association is your organization's digital home on UnionPally. Whether you're running a market union, social club, community group, or any organized gathering of people, your association is where everything happens - members join, meetings are held, fees are collected, and records are kept.

Create Your Association in 3 Easy Steps

Step 1: Basic Information

Step 2: Automatic Setup (Done by System!)

Step 3: Add Details (Optional but Recommended)

Let's walk through each step...

STEP 1: BASIC INFORMATION

What You Need to Know:

Association Name

  • Choose a unique name (no one else can use the same name on Unionpally)
  • Make it clear and recognizable
  • Examples: "Lagos Mainland Autoparts Association", "Sunset Estate Residents", "Lagos Book Club"

Association Type Pick the category that best describes your group:

  • Market - Traders, vendors, commercial groups
  • Club - Social clubs, hobby groups, sports clubs
  • Community - Neighborhood groups, local communities
  • Religion - Religious organizations, faith groups
  • HomeTown - Town unions, hometown associations
  • Estate - Residential estate groups
  • Student - Student associations, school groups
  • Business - Professional associations, business groups
  • Others - Any other type of organization

Description

  • Brief explanation of what your association does
  • Keep it simple and clear
  • Maximum 200 characters
  • Example: "Bringing together Lagos Mainland Autoparts traders for mutual support and business growth"

Location Settings

  • Time Zone - Choose your location (e.g., "Africa/Lagos")
  • Currency - Your local currency (e.g., "NGN", "USD", "GBP")

STEP 2: AUTOMATIC SETUP (The System Does This for You!)

Once you create your association, UnionPally automatically sets up:

Your Admin Role

  • You become the first administrator
  • You can add other admins later
  • Full control over association settings

Default Settings

  • Meeting configurations (you can customize later)
  • Member permissions
  • Security settings

Essential Levy Types (4 Built-in Types)

The system creates these special levy types for you:

  1. Member Existing Debt

    • Used to tracks any old debts members had before joining
    • It's amount is set to 0 - you add amounts as per member as needed

  2. Asset Existing Debt

    • For debts related to member properties/assets
    • Useful for market associations, estate associations or property groups

  3. Member Misconduct Penalties

    • Formal disciplinary charges
    • For serious rule violations

  4. Asset Misconduct Penalties

    • Penalties related to member properties
    • Property damage, misuse, etc.

You don't need to use them right away. They're just there for when you need them.

STEP 3: ADD DETAILS (Recommended Next Steps)

Add Your Association's Address

Why add an address?

  • Members know where to find you
  • Official correspondence
  • Meeting locations
  • Professional appearance

What to include:

  • Country and State/Region
  • City and Area/District
  • Street address
  • Postal/ZIP code (if applicable)

Add Contact Information

Essential contact details:

  • Phone numbers - Primary contact number(s)
  • Email addresses - Official association email
  • WhatsApp - For quick member communication

Pro Tip: Use a dedicated association phone/email rather than personal ones.

CHOOSING THE RIGHT ASSOCIATION TYPE

Market Associations

Perfect for: Trader groups, vendor associations, commercial cooperatives

  • Focus on business support
  • Bulk purchasing power
  • Trade regulations

Community/Estate Groups

Perfect for: Residential areas, neighborhood watch, estate management

  • Community projects
  • Security coordination
  • Maintenance funds

Social Clubs

Perfect for: Hobby groups, sports clubs, social gatherings

  • Event planning
  • Member activities
  • Social coordination

Student Associations

Perfect for: School groups, alumni associations, academic clubs

  • Educational support
  • Networking
  • Academic projects

Religious Organizations

Perfect for: Faith groups, church/mosque committees, religious societies

  • Spiritual activities
  • Community outreach
  • Religious events

WHAT HAPPENS AFTER SETUP

Immediate Benefits:

Member Management - Start adding/inviting members
Levy Creation - Set up membership dues and other assocition fees
Meeting Tracking - Track meeting attendance, absence, fees
Admin Controls - Full management of your association

Next Steps You'll Want to Take:

  1. Add/Invite Members

    • Register members of the association with their phone numbers/emails
    • The system will send invitations to the ones already on UnionPally
    • You can manually send invite to others who register afterwards
    • Check the Member & Invite Guides for details

  2. Set Up Regular Levies

    • Monthly dues, registration fees
    • Check the Levy Guide for details

  3. Track Meetings

    • Schedule and track meeting activities
    • Set regular meeting schedules

  4. Add Other Admins

    • Share management responsibilities
    • Add trusted members as administrators

  5. Create Executive Positions

    • Chairman, Secretary, Treasurer roles
    • Organize leadership structure

COMMON SETUP SCENARIOS

New Traders Association

Name: "Main Market Traders Union"
Type: Market
Description: "Supporting traders in Main Market for better business"
Currency: NGN
Time Zone: Africa/Lagos

Next Steps:
- Add market address
- Set monthly dues (₦2,000-5,000)
- Create registration fee for new members
- Plan first general meeting

Residential Estate Group

Name: "Greenfield Estate Residents Association"
Type: Estate
Description: "Making Greenfield Estate a better place to live"
Currency: NGN
Time Zone: Africa/Lagos

Next Steps:
- Add estate address
- Set security levy (monthly)
- Create development fund (one-time)
- Add estate management contact

Social Club

Name: "Lagos Photography Club"
Type: Club
Description: "Bringing together photography enthusiasts in Lagos"
Currency: NGN
Time Zone: Africa/Lagos

Next Steps:
- Add meeting venue address
- Set membership dues (quarterly)
- Plan photography outings
- Create equipment fund

IMPORTANT THINGS TO REMEMBER

Association Name Rules

  • Must be unique (no duplicates allowed)
  • Use clear, professional names
  • Include location if relevant ("Lagos Book Club" vs "Book Club")
  • Can be updated after creation

Security & Access

  • You are the creator/admin - full control
  • Add trusted admins only - they have full access too (except to delete association)
  • Protect your account - strong password, secure PIN
  • Use 2-factor authentication if available

Getting Started Tips

  • Start simple - don't try to set up everything at once
  • Invite core members first - get your key people involved
  • Plan your first meeting - bring everyone together
  • Set basic levies only - add more complex ones later

COMMON MISTAKES TO AVOID

Choosing the Wrong Type

  • Don't just pick "Others" - choose the most relevant category
  • Type affects available features and defaults
  • Pick the category that best matches your group's purpose

Rushing the Setup

  • Don't skip adding contact information
  • Don't ignore address details
  • Take time to set up properly from the start

Going Too Complex Initially

  • Don't create 10 different levies on day one
  • Don't add too many admins immediately
  • Start with basics, expand gradually

SUCCESS CHECKLIST

After creating your association, make sure you have:

  • Clear association name and description
  • Correct type selected
  • Address information added
  • Contact details provided
  • First meeting planned
  • Core members identified for invitation
  • Basic levies planned (membership dues, etc.)

GROWING YOUR ASSOCIATION

Week 1: Foundation

  • Create association
  • Add address and contact details
  • Invite 5-10 core members
  • Schedule first meeting

Week 2-4: Basic Operations

  • Hold first meeting
  • Set up membership dues
  • Add more members
  • Create basic levies

Month 2+: Advanced Features

  • Add executive committee
  • Create specialized levies
  • Set meeting schedules
  • Develop association rules

NEED HELP?

Common Questions:

"Can I change the association name later?"

  • Yes, association names can be changed after creation

"Who can see my association?"

  • Only members you invite can access it
  • Association data is private to members
  • Admins have full access

"How many members can I add?"

  • No limit on member count
  • Some features may have usage limits
  • Perfect for small groups or large organizations

"Can I delete my association?"

  • Yes, but this permanently removes all data
  • Export important information first
  • Consider transferring ownership instead

FINAL TIPS FOR SUCCESS

Communication Is Key

  • Keep members informed about association activities
  • Use clear, simple language in descriptions
  • Regular updates build trust and engagement

Start Small, Grow Gradually

  • Begin with essential features only
  • Add complexity as members get comfortable
  • Listen to member feedback and adapt

Be Consistent

  • Regular meetings build momentum
  • Consistent levy collection maintains finances
  • Fair application of rules builds trust

Plan for Growth

  • Consider future needs when setting up
  • Plan for more members joining
  • Think about long-term goals

Congratulations! You're now ready to create and manage a successful association on UnionPally. Remember: every great association started with one person taking the first step. That person is you!

Last updated: January 2026 Need technical help? Contact your system administrator Questions about features? Check the other user guides