Record
Every transaction is entered once, with a number
A collection gets a receipt number, a decision a resolution number. Who entered it and when is kept; changes to money records go into an audit trail.
Transparency is not a promise;
it is a way of keeping records.
Elele links every collection, expense and decision to a numbered record, its supporting document and the people who should see it. This page explains how that works and where it stops.
THE METHOD
Record → document → visibility.
Accountability starts when all three are in place. If one is missing, trust falls back on trusting individuals.
- Document
The record carries its evidence
Receipts, invoices, resolution attachments and photos of a need are attached to the record. When someone asks, nobody goes looking: it is already there.
- Visibility
The right people see it
Members see their own dues and the community summary, the board sees the detail, auditors see the whole ledger. Personal details are open only to authorised roles.
RECORD TYPES
What does each record rest on?
How far you can rely on a record depends on who declared it, whether it has a document and whether it can be checked against an outside source. For each record type:
| Record | Declared by | Document | Outside verification |
|---|---|---|---|
| Dues collectionNumbered receipt | The treasurer; the server issues the receipt number | The receipt itself; a payment slip can be attached | Card payments carry a payment record; bank transfers match a bank transaction |
| Expense | The treasurer or the member who spent it | Receipt, invoice or bank slip | Expenses paid from the bank match a bank transaction; cash expenses rest on the document alone |
| Ledger entryDouble-entry ledger | The treasurer; created automatically from collections and expenses | The document of the underlying collection or expense | Compared with the cash count and bank balance |
| General assembly resolutionNumbered resolution book | The chair or the board | Attendance list, vote result, attachments | Filing with the authorities is up to you; the product does not file |
| Member recordMember register | The applicant; the board approves | Application note; no ID document is requested | Identity is not verified |
| Need (aid) record | The board or an approved member report | Photos, documents, linked resolution | Linked expense and bank transaction; the outcome itself is declared |
| Task | Whoever assigns and whoever takes it on | Notes and attachments (such as a delivery note) | “Done” is the assignee’s declaration |
✓ yes · ◐ partly · — no. Outside verification means the record can be compared with a source outside the community (a bank transaction, a payment record).
MECHANISMS
The rules that make records reliable.
These are not settings but how the product works; nobody can switch them off.
Double-entry ledger
Every ledger entry debits one account and credits another with the same amount. One-sided or unbalanced entries cannot be made, so the trial balance always agrees.
Server-numbered receipts and resolutions
Receipt numbers come from the server, not the device, so two devices can never get the same one. Resolution numbers are unique within the community. A wrong receipt is not deleted; it is closed with a cancellation.
Final resolutions stay final
A finalised resolution cannot be edited; a correction is made by a new resolution and both stay visible.
Audit trail
Every change to income, expense and ledger records is kept with who made it, the server time and the before/after values. The trail is written together with the record itself.
Member register, roles and permissions
Who is a member, in which role and since when, is in the register. Every screen and action is tied to a permission: the treasurer records collections, members see their own record, auditors read but cannot change.
Attachments
Receipts, expense slips, resolution attachments and photos of a need are attached to the record and kept with it.
Personal data layer
Privacy notices and consent, data requests, retention periods, data download and account deletion. Personal fields are masked in reports; a departing member’s name is pseudonymised in legal records.
Recorded on the device, one truth on the server
Records are entered on the device without internet and sync when you reconnect. The server has the final say: unauthorised or rule-breaking changes are rejected and the user is told.
Payments and bank
Dues and donations paid by card are posted to the ledger with a receipt automatically; bank transactions are matched to collections. The books can be checked against the bank statement.
A SAMPLE TRAIL
One collection and one expense, step by step.
Two transactions from the Demo Village Association scenario on the How it works page, with the number and record created at each step:
People, amounts and record numbers are illustrative.
Dues collection: ₺50, January instalment
Zeynep’s January dues are collected. One collection; the receipt, the ledger, her own screen and the report all update on their own.
Charge
The 2026 dues plan charges Zeynep 12 × ₺50; each instalment is added to what she owes.
Sample record Dues planCharged 2026 annual dues
- Member
- Zeynep Arslan (128)
- Instalments
- 12 × ₺50
Collection and receipt
The treasurer takes ₺50 on 12 January. The server issues the next receipt number; the receipt cannot be deleted, only closed with a cancellation.
Sample record ReceiptIssued 2026-000041
- Amount
- ₺50 · January dues
- Issued by
- Treasurer · 12 Jan 2026
Ledger and audit trail
The collection is posted in double entry: debit cash, credit dues income. Who entered it and the server time go into the audit trail.
Sample record Ledger entryBalanced Cash ← Dues income
- Debit
- Cash · ₺50
- Credit
- Dues income · ₺50
The member and the community see it
Zeynep sees her receipt and what she still owes on her own screen. Dues income in the community summary rises by ₺50; other members’ arrears stay hidden.
Sample record My accountNothing overdue Dues status · 2026
- Paid / left
- ₺50 / ₺550
- Last receipt
- 2026-000041
Expense: computer support, ₺14,500
A student’s need for a computer is recorded, the general assembly approves the budget, a task is assigned and the money is spent. Each step is linked to the one before.
Need record
The board records the need; the target is ₺15,000. The recipient’s name is visible only to authorised roles; members see the record without it.
Sample record NeedAwaiting budget approval IHT-2026-007
- Target
- ₺15,000
- Recipient
- Authorised roles only
Resolution
The general assembly meets on 14 March with attendance taken; resolution 2026-03 approves the budget. It is linked to the need and cannot change once finalised.
Sample record ResolutionFinalised 2026-03
- Attendance
- 64 of 112 members
- Vote
- 58 for · 6 abstained
Task
The purchasing task goes to Murat Kaya; it shows the resolution and need behind it.
Sample record TaskUnder way GRV-2026-019
- Based on
- Resolution 2026-03
- Due
- 31 March 2026
Expense, receipt and ledger
On 27 March ₺14,500 is paid from the bank account and the receipt is attached. The ledger debits education aid and credits the bank; it matches the bank transaction.
Sample record ExpensePosted Laptop
- Amount
- ₺14,500 · bank
- Attachment
- Receipt (PDF)
The outcome, for everyone
The task closes and the need is marked “met”. Members see the approved budget, what was spent and what is left — but not the recipient’s name.
Sample record NeedMet IHT-2026-007 · Outcome
- Approved / spent
- ₺15,000 / ₺14,500
- Left
- ₺500
PERMISSIONS
Who sees what?
These are the default roles. The board adjusts roles to the community, but personal details are never made public by any setting.
| Information | Public | Member | Board |
|---|---|---|---|
| Community discovery cardName, type, short description | Only if the community chose to be public | Sees | Sees and edits |
| Announcements, events, resolutions | Only through an individual share link | Sees | Sees and writes |
| Income and expense summary, reports | Does not see | Sees the shared summary | Sees all the detail |
| Own dues and receipts | Does not see | Sees their own | Sees every member’s |
| Other members’ arrears | Does not see | Does not see | Authorised roles see |
| Need records and outcomes | Does not see | Sees the record and outcome, not the recipient’s name | Authorised roles see the name |
| Ledger and audit trail | Does not see | Does not see | Treasurer and auditor; the auditor reads only |
| Phone and contact details | Does not see | If the member allows it | Authorised roles see |
The public column covers only community discovery and individually shared posts; the community’s money and member list stay private.
PERSONAL DATA
Which information, in whose eyes?
Transparency is about the community’s money and decisions, not its members’ private lives. The personal data layer was designed with the principles of Türkiye’s data protection law (KVKK) in mind.
- Name, role, membership date
- Visible to the community’s members; closed to outsiders.
- Phone and email
- The board sees them; other members only if the person allows it.
- Dues and arrears
- The member and authorised roles see them; summary reports carry no names.
- Aid recipient’s details
- Authorised roles only; members see the need and outcome without a name.
- Family network
- Visible to members if the module is on; sensitive details only to authorised roles.
- A departing member’s record
- The account is deleted; in receipts and resolutions that must be kept by law, the name is pseudonymised.
Every member can download their data and ask for it to be corrected or deleted. The service providers that host the data, and where, are listed in the privacy policy.
Related pages.
FAQ
Questions about transparency.
Can a board member quietly delete a record?
Receipts and finalised resolutions cannot be deleted; a receipt is closed with a cancellation and a resolution corrected by a new one. Every change to income, expense and ledger records stays in the audit trail with who made it.
Does Elele hold the community’s money?
No. Elele keeps records and documents. Dues or donations paid by card go to the community’s account through a payment provider; the product posts them to the ledger with a receipt.
Can reports be published openly?
The board shares the income and expense summary with members, with personal fields masked. The community’s money and member list are never made public.
Do you use blockchain or end-to-end encryption?
No, and we make no such claim. Trust comes from numbered records, attached documents, an audit trail and role-based permissions. Connections are encrypted in transit (HTTPS).
GET STARTED
Put your community’s books where everyone can see them.
Create your community; the record-keeping starts with the first receipt and the first resolution. Want to look first? The demo is ready.