How to use the VICOBA system, from first login to leadership workflows.

This guide explains what members, leaders, and finance roles should do in the system, how money moves through the group wallet, and how to keep records clean for reporting and accountability.

Dashboard Wallet Loans Fines Meetings

Quick Start

1. Join or sign in
Members sign in, while new users register and request to join a group.
2. Open your workspace
Use the dashboard for group activities, wallet reports, loans, fines, and meetings.
3. Follow the process
Savings, loans, and fines should flow through the correct finance process so reports stay accurate.

Members

Join your group and verify your membership.
Attend meetings, record savings, and follow group rules.
Review your wallet page to see savings, loans, and fines.
Pay only your own fines or loan obligations.

Leadership

Chairperson schedules meetings and reviews approvals.
Secretary records minutes and keeps meeting notes clean.
Treasurer verifies savings, loan movements, and payments.
Leaders issue fines, manage loan requests, and watch wallet health.

Finance Flow

Verified savings go into the group wallet.
Loans are disbursed from the group wallet only.
Loan repayments and fines flow back into the group wallet.
Member wallet reports are used for analysis and balances.

Wallet and reporting rules

Group wallet

This is the real cash position of the group. Verified savings, loan repayments, and fine payments increase it. Loan disbursements reduce it.

Member wallet

Every member also has a wallet summary for reporting and analysis. It shows savings, loan exposure, fine exposure, and net balance.

Savings Process

Enter savings during a meeting or through the savings screen.
Verified contributions increase the group wallet balance.
Each member receives a personal wallet summary for reporting.

Loan Process

Members request loans from their group.
The system checks verified savings and available group cash.
Once approved, disbursement reduces group wallet cash.

Fine Process

Leaders issue fines to specific members.
Fine payments can only be made by the member who owns the fine.
Paid fines move back into the group wallet and reports.

Meetings

Meetings are scheduled by leadership and shared with members.
Attendance, minutes, and actions are tracked in one workspace.
Meeting activity feeds into the group audit trail.

Leadership process

Leadership checklist

1Confirm member identity before issuing fines or approving requests.
2Use the wallet report to verify cash before lending.
3Review outstanding member balances before each session ends.
4Keep meeting minutes and actions aligned with financial records.

What leaders do

1Schedule meetings and open the session agenda.

2Verify savings and confirm transactions during the meeting.

3Review loan requests against verified savings and group cash.

4Issue fines when rules are broken and track due dates.

5Reconcile the wallet report after each financial action.

Loans

Loan requests should come from members inside a group. The system checks verified savings and the current group wallet balance before disbursement. Only the group wallet funds the loan, and repayments return cash back to that wallet.

Fines and penalties

Leadership can issue fines to a specific member. The member can pay only their own fine, and once paid the money is recorded back into the group wallet and reflected in reports.

Meetings

Meetings are where leadership runs the group session, reviews financial activity, records minutes, and keeps the group aligned. Members can use meeting actions as the main place to participate in live group processes.

Need help?

Start with the dashboard, then move into your group workspace. If you are a leader, focus on the wallet, loans, fines, and meetings pages. If you are a member, use your group dashboard and wallet pages to understand your balances and actions.