Your mission is impact.
Not paperwork.
You answer to donors, boards, and regulators — all of whom want organised records you don't have. Staff contracts in a folder, leave tracked nowhere, field workers off the grid. Cedrios gives you donor-ready HR without the overhead of an HR department.
Used by NGOs, foundations, and community organisations across Kenya and Rwanda
A day in the life of an NGO administrator
A donor requests staff records for the grant they funded
They want a list of everyone hired under their grant — names, roles, contract dates, qualifications. It's in 3 different Excel files and a filing cabinet. The report is due by Friday.
A field officer's contract expires today — nobody knew
She's been working in the field for 2 weeks past her contract end date. Technically she's uninsured. The programme manager never flagged it. Nobody tracked it.
The board asks for a headcount by programme and location
You have 45 people across 3 programmes in 4 locations. Some are full-time, some are contract, some are volunteers. Getting an accurate count takes half a day of cross-referencing spreadsheets.
An external auditor arrives — unannounced
They want employment contracts, policy acknowledgements, leave records, and asset registers. You have some of it. In different places. In different formats. Some of it you can't find at all.
Two field officers in the same district both requested leave next week
The programme coordinator approved both on WhatsApp without checking. Now there's no coverage in the district for a week. The community health programme stops.
A departing staff member hasn't returned their laptop and modem
Their last day was 2 weeks ago. Nobody followed up. The laptop was donor-funded. The donor will ask about it. You have no record of who signed for it.
Every problem above — solved
Complete staff profiles — every person, every programme
Programme staff, field officers, admin, drivers, volunteers — complete digital profiles with qualifications, contract details, programme assignment, and emergency contacts. Search and filter by programme, location, or employment type.
Donor asks for staff on their grant? Filter by programme, export CSV. 2 minutes. Not 2 days.
Contract and certification tracking that prevents gaps
Set end dates on every contract. Cedrios alerts you at 90, 30, and 7 days before expiry. Certifications, work permits, and professional qualifications tracked the same way.
Field officer's contract expiring? You knew 3 months ago. Renewed on time. No gaps in coverage, no insurance liability.
Leave management that protects programme delivery
Staff request leave from their phone. Programme coordinators approve with one tap. Team calendar shows who's off — so you never approve leave that leaves a programme area uncovered.
Two field officers in the same district want the same week off? You see the conflict before approving. Programme delivery continues uninterrupted.
Donor-funded assets tracked with proof
Laptops, phones, modems, vehicles, projectors, field equipment — assigned with digital acknowledgement. Full chain of custody. Auto return checklist on departure. Every donor-funded item accounted for.
Donor asks where the 10 laptops they funded are? Open the asset register — 8 assigned to field staff, 1 in the office, 1 under repair. Serial numbers, conditions, and who signed for each.
Documents always audit-ready
Contracts, IDs, qualifications, policy acknowledgements, background checks — stored per person, searchable, access-controlled. Exportable in minutes.
Auditor arrives unannounced? Smile. Every document is one search away. Export the entire audit package in 5 minutes.
Compliance built in — not a last-minute scramble
Immutable audit trail, role-based access, data encryption, policy acknowledgement tracking, data export and deletion. POPIA, NDPR, and DPA compliant from day one.
Board wants assurance on data protection? Show them the audit trail, access controls, and encryption. Built in, not bolted on.
Works for every type of organisation
| Organisation Type | Typical Staff | Core Needs | Plan |
|---|---|---|---|
| Community-Based Organisation (CBO) | 2–10 staff + volunteers | Basic profiles, leave tracking, volunteer management, document storage | Free (up to 5) or Starter ($2/user) |
| Local NGO | 10–30 staff | Programme-based departments, contract tracking, asset management, donor reporting | Starter ($2/user) |
| National NGO | 30–100 staff across offices | Multiple locations, field staff management, compliance documentation, board reporting | Business ($4/user) |
| International NGO (country office) | 50–200 staff | HQ reporting, multi-programme tracking, expat work permit management, audit-ready records | Business ($4/user) or Scale ($7/user) |
| Foundation | 5–30 staff | Staff profiles, compliance, board-ready reporting | Free (up to 5) or Starter ($2/user) |
| Faith-Based Organisation | 5–50 staff + volunteers | Mixed paid and volunteer staff, programme tracking, asset management, simple leave | Free (up to 5) or Starter ($2/user) |
Built for organisations that answer to donors
Every NGO knows the feeling: a donor email requesting records by Friday. A spot audit from the board. A compliance review from the government. Cedrios means you're always ready — not always scrambling.
"Send us a list of all staff hired under Grant #4521"
Without Cedrios
Cross-reference 3 spreadsheets and a filing cabinet. Miss someone. Explain the gap to the donor.
With Cedrios
Filter by programme/grant → export CSV. Every name, role, contract date, and qualification. 2 minutes.
"Provide employment contracts for all field staff"
Without Cedrios
Search the filing cabinet. Some contracts are in email. Two are missing entirely. Explain to the auditor.
With Cedrios
Search 'contracts' + filter 'field staff' → export ZIP. Every contract accounted for. 3 minutes.
"Show us that all staff acknowledged the safeguarding policy"
Without Cedrios
You emailed the policy 6 months ago. Some people signed a paper copy. Most didn't. You can't prove who read it.
With Cedrios
Policy acknowledgement tracker: 42 of 45 acknowledged, timestamped. 3 outstanding — send them a reminder right now.
"Account for all assets purchased with our funding"
Without Cedrios
The asset spreadsheet was last updated in January. 3 laptops are unaccounted for. The donor questions your stewardship.
With Cedrios
Asset register filtered by funding source. 10 laptops: 8 assigned, 1 in office, 1 under repair. Serial numbers, conditions, and assignment history for each.
"Provide headcount breakdown by programme, location, and employment type"
Without Cedrios
Half a day of cross-referencing spreadsheets. Numbers don't add up. You send it with a disclaimer.
With Cedrios
Dashboard → filter by programme, location, employment type → export. Accurate numbers in seconds.
"Show proof of compliance with local data protection law"
Without Cedrios
You have no access controls, no audit trail, no encryption. You say 'we're working on it.'
With Cedrios
Show role-based access controls, immutable audit trail, encryption details, and data export/deletion capability. You're already compliant.
Volunteers are people too — track them properly
Most NGOs have a mix of paid staff and volunteers. Volunteers still need profiles, emergency contacts, background checks, and equipment tracking. They just don't need leave management or payroll.
Paid Staff
Full profile, leave management, asset tracking, contracts, certifications, self-service access
Volunteers
Profile with contact details, programme assignment, start/end dates, background check on file, equipment assigned, emergency contacts
Consultants
Profile, consultancy agreement stored, deliverable tracking (via notes), certification, equipment assigned temporarily
Interns
Profile, internship dates, supervisor assigned, programme placement, equipment, evaluation documents
Set employment type per person. Different types get different features automatically. One system, every relationship.
Cedrios follows your grant cycle
What happens
Hire programme staff, issue equipment, sign contracts, assign to programme
How Cedrios helps
Quick-add new hires in 60 seconds. Upload contracts. Assign equipment with acknowledgement. Tag to programme/grant. Everything documented from day one.
What happens
Leave management, field coverage, compliance monitoring, interim reporting
How Cedrios helps
Leave requests and approvals run automatically. Team calendar protects programme coverage. Compliance dashboard flags gaps. Filter reports by programme anytime.
What happens
Staff lists, contract verification, asset accounting, policy acknowledgements, compliance evidence
How Cedrios helps
Filter by programme → export everything the donor needs. Contracts, headcount, assets, acknowledgements — all in one export. Minutes, not days.
What happens
End contracts, collect equipment, archive records, transition or close programme
How Cedrios helps
Contract end alerts fired months ago. Auto offboarding checklist collects every laptop, phone, and modem. Records archived. Grant closure documented.
What it costs for your organisation
| Organisation | Staff | Plan | Monthly | Annual | Context |
|---|---|---|---|---|---|
| Small CBO | 5 | Free | Free | Free | Free forever. Profiles, leave, documents. |
| Local NGO | 15 | Starter | $30 | $300 | Less than one day of a consultant's fee |
| Growing NGO | 30 | Starter | $60 | $600 | Less than one untracked laptop |
| National NGO | 60 | Business | $240 | $2400 | Less than one failed audit remediation |
| INGO country office | 120 | Business | $480 | $4800 | Less than 2 days of an external auditor |
| Multi-country NGO | 200 | Scale | $1400 | $14000 | One system across every country office |
Pay annually and get 2 months free
HR software is a legitimate grant overhead cost. Include Cedrios in your next proposal's admin budget.
Before Cedrios vs. After
Before
- Donor requests staff records — 2 days of spreadsheet wrangling
- Field officer's contract expired — nobody tracked it
- Board asks for headcount by programme — half a day of cross-referencing
- Auditor arrives — it's a scramble to find contracts and policies
- Donor-funded laptops unaccounted for — awkward conversation follows
- Leave approved without checking programme coverage
- Safeguarding policy? You emailed it once. No proof anyone read it.
- Staff member leaves — equipment disappears with them
After Cedrios
- Filter by programme, export CSV. Donor report in 2 minutes.
- Contract alerts at 90, 30, 7 days. Renewed on time. Zero gaps.
- Dashboard shows headcount by programme, location, type. Instant.
- Every contract, policy, and acknowledgement one search away. Always ready.
- Full asset register. Every laptop accounted for with serial number and assignee.
- Team calendar shows programme coverage before you approve.
- Timestamped acknowledgement records. 42 of 45 signed. 3 reminders sent.
- Auto return checklist. Laptop, phone, modem — all collected and documented.
What NGOs say
“Our donor asked for staff records across 3 programmes. I exported everything in 5 minutes. They said it was the most organised report they'd ever received from a local NGO.”
Programme Manager
Kigali
“We manage 25 field officers across 4 districts. Before Cedrios, a contract expiry once went unnoticed for 3 months. Now we get alerts 90 days in advance.”
HR Officer
Nairobi
“The board asked us to prove POPIA compliance. We showed them Cedrios — audit trail, access controls, encryption. They were satisfied in 10 minutes.”
Executive Director
Johannesburg
Frequently asked questions
Your donors fund impact.
Not admin chaos.
Free for up to 5 people. No credit card. Set up between grant reports.