Client PortalManaged IT for not-for-profits
IT Support for Not-for-Profit Organisations in Melbourne and the Peninsula
A not-for-profit holds some of the most sensitive information in the community: the people it supports, the people who fund it, and often their health, family and financial circumstances. It usually holds it on a budget that makes every IT decision feel like a choice against the mission.
The way through is not cheaper IT. It is IT that wastes nothing: licences that match the people using them, equipment replaced on a plan rather than in a crisis, and access that is still right after the volunteers, the board and the program staff have all changed.
Want the number first? Our pricing is published: AgileCORE from $85 and AgileCOMPLETE from $130 per user per month ex GST, plus the AgileSECURE add-on at $44. Estimate your monthly figure in two minutes, or book a conversation.
Who has access
Four kinds of people, and only one of them is staff
A business has employees. A not-for-profit has employees, volunteers, a board and a stream of contractors, auditors and partner agencies, each needing something different and each leaving on a different timetable. Most access problems we find in the sector come from treating all of them the same way, or from not treating them at all.
| Who | What usually happens | What should happen |
|---|---|---|
| Staff | Accounts set up when someone starts and forgotten when they leave. | A named account with multi-factor sign-in, removed the day they finish. |
| Volunteers | A shared login, or client records sent to a personal email address. | Their own account with access to only the program they help with, or no access to client records at all. |
| Board members | Board papers, financials and sensitive matters sent to personal inboxes that the organisation cannot see or recall. | A board space in Microsoft 365 they sign in to, which keeps the papers in the organisation when the board changes at the AGM. |
| Contractors and auditors | Full access granted for a week's work and never taken back. | Guest access to the folders they need, set to expire when the engagement ends. |
Microsoft nonprofit licensing, plainly
The free licences changed, and many organisations have not caught up
Microsoft has retired the free Microsoft 365 Business Premium grant that many not-for-profits relied on. Eligible organisations can still get Microsoft 365 Business Basic free for up to 300 users, and Business Premium, which adds device management and stronger security, at a substantial nonprofit discount.
The right answer is usually a mix: Business Premium for the staff who handle client and donor information, and Business Basic for the people who only need email and Teams. We check your eligibility, set the mix, and stop you paying for licences nobody signs in to.
Obligations
Small does not mean exempt
Registered charities must keep records for seven years under the ACNC's rules, in a form that can be found and read. The Privacy Act's small business exemption does not cover an organisation that provides a health service, whatever its size, and in Victoria the Health Records Act 2001 applies to health information with no small business exemption at all. Funding agreements often add their own security and privacy clauses on top.
Which of those apply to you is a question for your board and your lawyer. Making sure the controls behind them are real, and that you can show they are, is ours. Our compliance obligations guide sets out the Victorian and federal rules by organisation type.
Scope
What we take responsibility for
Agreed in writing on day one in a Responsibility and Accountability Matrix.
Microsoft 365 and licensing
The nonprofit mix set up properly, with sensitive files in governed places rather than personal inboxes.
Accounts and access
Staff, volunteers, the board and contractors, each with the access they need and an end date that is enforced.
Client and donor systems
Your CRM and case management platforms stay with their vendors. We secure the access to them and work with the vendor when something breaks.
Devices and backups
Computers standardised and replaced on a plan you can budget for, and backups tested by restoring from them.
Published pricing
AgileMANAGED: structured IT from $85 per user / month
We publish our pricing because an organisation accountable for every dollar deserves to know the number before the first meeting, and to show it to the board.
AgileCORE
Remote support, monitoring, security baselines and Microsoft 365 management.
View AgileCORE →AgileCOMPLETE
Everything in CORE, plus onsite support, managed servers with 24/7 monitoring, and quarterly business reviews. Usually the right fit for an organisation with several sites or programs.
View AgileCOMPLETE →Where we work
Based in Mornington, working with community organisations across the south east
Agile IT Solutions has been based in Mornington since 2007. Community and not-for-profit organisations across Frankston and the south east often run programs from more than one site, and we design for that rather than for a single office. Most issues are resolved remotely, and onsite support is included with AgileCOMPLETE.
Questions
IT questions from not-for-profit organisations
Do you offer a not-for-profit discount?
Our pricing is published and is the same for every organisation, so the board can see exactly what it is paying for. The real savings for a not-for-profit come from licensing: using Microsoft's nonprofit offers properly, matching licences to the people who need them, and not paying for accounts nobody signs in to.
Can we still get free Microsoft 365 Business Premium?
Not as a grant. Microsoft has retired the free Business Premium grant for nonprofits. Eligible organisations can still get Microsoft 365 Business Basic free for up to 300 users, and Business Premium at a substantial nonprofit discount. We check your eligibility and set the right mix of the two.
How should volunteers and board members get access?
Each with their own sign-in and only the access their role needs. Volunteers should not share a login, and board papers should live in a board space the organisation controls rather than in members' personal inboxes. When someone leaves, or the board changes at the AGM, access is removed and the papers stay with the organisation.
Does the Privacy Act apply to a small not-for-profit?
It can, even under the $3 million turnover threshold. The small business exemption does not cover an organisation that provides a health service, and in Victoria the Health Records Act 2001 applies to health information regardless of size. Funding agreements often add their own requirements. The legal answer is for your lawyer; making the controls real is ours.
Do you support our CRM or client management system?
We do not write it and we are not its consultant, and the system stays with its vendor. We are responsible for the access to it, the devices and network it is used from, and Microsoft 365 around it. When a fault sits in the system itself, we work with you and the vendor until it is running again.
How do we get started?
A discovery conversation. We look at what the organisation runs on today, what it is paying for, how it is managed and where the gaps are, then set out what a structured managed service would cost. No obligation, and nothing you cannot take to the board.