Lodge Secretariat

The role of secretary in a Masonic lodge involves many administrative responsibilities. Janus simplifies these tasks with dedicated tools:

• Meeting Planning - Manage the calendar of meetings and send summons automatically
• Minutes Management - Easily create, store, and share meeting minutes
• Correspondence - An integrated system for communicating with members, visitors, sister lodges, etc.
• Digital Archiving - Keep all important documents in a secure space
• Action Tracking - Follow up on decisions made and actions to be taken

Simplified Summons

Our summons system is one of the most appreciated tools. It allows:

• Sending personalized summons by email
• Tracking who has confirmed attendance
• Automatically establishing a list of present and excused members
• Preparing the secretary’s folder in advance (draft, attendance register, previous minutes)

Structured Minutes

Janus offers templates to facilitate writing minutes, with:

• Predefined sections according to your rite
• Ability to add electronic signatures
• Online approval system
• Chronological and thematic archiving

Lodge Treasury

Financial management of a Masonic lodge requires rigor and organization. Janus offers a complete treasury module that radically simplifies financial management and allows the treasurer to:

• Subscription Tracking - Track and automatically follow up on overdue subscriptions
• ASBL/Loi 1901 Compliant Accounting - Standardized accounting plan for Belgian and French associations, with predefined categories and adapted reports
• Multi-Account Management - Manage multiple bank accounts and cash registers with ease
• Multiple Subscription Types - Define different amounts based on member status (active, on leave, visitor, etc.)
• Enhanced Bank Reconciliation - Easily track and reconcile operations across all your accounts
• Financial Reports - Generate detailed reports (income statement, balance sheet) for meetings
• Budget Management - Plan and track expenses for the Masonic year
• Invoicing - Easily create and send invoices to members

Simplified and Compliant Accounting

Janus simplifies your accounting with:

• Ready-to-use Accounting Plans - Choose between ASBL mode (Belgium) or Loi 1901 mode (France) with standardized categories
• Smart Mapping - Your existing categories are automatically mapped to standard categories
• Automatic Reports - Generate compliant accounting reports (income statement, simplified balance sheet) with one click
• Facilitated Reconciliation - Import your bank statements and automatically reconcile them with your transactions

Payments and Subscriptions

Our payment management system allows:

• Tracking payment history for each member
• Accepting online payments (credit cards, transfers)
• Sending personalized reminders to late payers
• Generating automatic receipts
• Customized Subscriptions - Automatically differentiate amounts based on member status

Charity Fund

Janus includes a special module to manage the charity fund:

• Separate accounting for philanthropic actions
• Tracking donations and charitable activities
• Dedicated reports for charity committees
• Transparent fund allocation

Atrium: sharing between lodges

Atrium lets you connect lodges so they can easily share documents, events, and contacts. No more manual back-and-forth: once lodges are linked, sharing is smooth and secure.

Whether you want to connect two lodges, join a thematic community, or work with your obedience, Atrium adapts with three types of groups: point-to-point, communities, and obediences / federations. In all three cases, Atrium is at the heart of the exchange and is represented in the same way.

Atrium is built on a professional cryptographic layer: only authorised instances can access the exchanged data, and the confidentiality of personal data is preserved end to end.

Point-to-point: two lodges connecting

“I’d like to automatically share my events with our sister Lodge!”
“I’d like our members to be automatically recognised by this other Lodge in our region”

When two lodges want to link to share documents, events, or contacts without a broader community, they can create a point-to-point link. The two lodges are then connected via Atrium, which routes and secures the exchange.

This is the simplest setup: no intermediate structure, just the two lodges and Atrium between them.

Communities: sharing within a lodge network

“I want to share my contacts with the 8 lodges in my region”
“I’d like to share all our papers on the elements with the symbolic lodges I know”

A community is a group of lodges that have chosen to share content automatically. When a lodge joins a community, it can:

• Share documents with other lodges in the group (invitations, minutes, reports…)
• Publish events (meetings, banquets, conferences) so other lodges can see and register
• Exchange contacts (members, visitors) in line with privacy and inter-lodge agreements

Everything happens automatically once links are active: you choose what to share, and other lodges receive the information without extra steps.

The diagram below shows all lodges linked to Atrium: each lodge is represented by a small temple, and Atrium appears as the central network connecting them.

• Centre: Atrium (the network that connects the lodges).
• Around it: member lodges, each represented by a temple.
• The lines represent the flow: documents, events, and contacts are exchanged in an organised, secure way between lodges via Atrium.

You stay in control: you decide which lodges are in the community and what you share with them.

Obediences and federations: lodges and a central instance

“I need to share my contacts with the lodges of my obedience”
“When a Bro:. or Sis:. changes degree, I want the obedience to be automatically informed”

Obediences (or federations) are a special type of community. They include both lodges and an obedience instance (headquarters, central administration). The structure is: the obedience instance at the top, Atrium in the middle (linked to the obedience), and the lodges at the bottom, all linked to Atrium.

Exchange can happen in three ways:

1. Between lodges: as in a standard community, lodges can share documents, events, and contacts with each other.
2. Between lodges and the obedience: lodges send the obedience useful information (reports, lists, events) and receive in return circulars, official documents, federal calendars, etc.
3. Between the obedience and the lodges: the obedience distributes to all lodges (or a subset) the documents and events it wants to share.

This gives an obedience an overview while each lodge continues to run its day-to-day with Janus. Lodges remain autonomous while staying connected to their structure.

In short

• Atrium = the link that lets lodges (and optionally an obedience) share without the hassle. It is at the centre of every diagram, in the same way.
• Point-to-point = two lodges connected directly via Atrium.
• Communities = groups of lodges that automatically share documents, events, and contacts via Atrium.
• Obediences / federations = an obedience instance, Atrium, and the lodges; exchange in every direction.

Everything is designed to be easy to use and clear even if you are not technical: once links are created and accepted, sharing becomes part of everyday use.

Banquet and Festive Board Management

Festive boards and banquets are essential moments of fellowship in lodge life. Janus simplifies their organization with dedicated tools:

• Meal Planning - Easily organize your festive boards and banquets
• Registration Management - Track attendance confirmations and menu choices
• Dietary Preferences - Account for each member’s restrictions and preferences
• Integrated Billing - Manage festive board payments directly in the application

Catering Coordination

Our module facilitates coordination with service providers:

• Management of exact guest numbers
• Dietary restriction handling
• Simplified communication with caterers
• Attendance history

Special Events

Janus also helps you organize exceptional events:

• White table lodges and special ceremonies
• Solstice celebrations
• Official receptions
• Lodge anniversaries

Each event can be customized with its own parameters, specific invitations, and dedicated organization.

Member Management

Member management is at the heart of Masonic lodge administration. Janus offers a complete solution for:

• Complete Records - Keep all important information for each member in one place
• Progression Tracking - Monitor each brother’s progress in craft lodge or higher degrees
• Attendance Management - Record and analyze meeting attendance
• Birthday Reminders - Never miss important dates again

Personalized Records

For each member of your lodge, you can easily:

• Maintain a complete profile with contact details
• Keep Masonic history (initiations, passings, raisings, degree advancements)
• Record roles and offices held over the years

Masonic Progression

Janus facilitates tracking the initiatic journey:

• Clear visualization of each member’s path
• Planning of upcoming ceremonies
• Custom reports for the Worshipful Master and officers

Participation and Attendance

Analyze participation in lodge work with dedicated tools:

• Digital attendance register for each meeting
• Individual and collective attendance statistics
• Reports for attendance committees

Future Developments

Janus is constantly evolving to meet the needs of Masonic lodges. Our team continuously works on improving the platform and developing new features.

Our Vision

Our goal is to provide the most comprehensive and intuitive tool for managing Masonic lodges. We rely on user feedback to guide our developments and ensure that Janus perfectly meets your needs.

Continuous Development

The release log records, update after update, the features actually delivered:

View the release log

Your Ideas Matter

We place great importance on your suggestions. If you have ideas to improve Janus or features you’d like to see developed, don’t hesitate to contact us. Your experience and needs guide Janus’s development.

Regular Updates

Janus benefits from a regular update program to:

• Improve existing features
• Add new capabilities
• Strengthen security and performance
• Optimize user experience

Follow our roadmap to stay informed about the latest developments and upcoming features for your lodge.

Your Data

Before installing software in a lodge, you don’t ask what features it offers. You ask who can read us, and what happens if the publisher disappears.

This page answers those questions in order, without detours. It is written to be read in committee, with us out of the room.

1. Where does our data physically live?

On OVH servers, in Roubaix, France. European jurisdiction, GDPR applies as a matter of course.

No data transits through or resides outside the European Union. That’s not an intention: it’s article 10 of your contract, which forbids any transfer outside the EU without your prior written consent.

Databases are encrypted at rest. Backups run daily, are encrypted too, and are replicated to a second site.

2. Who can read our data?

The members you grant access to. And, in one specific case, us — that needs to be said plainly.

Janus includes a support access that lets the publisher open a session on a user’s behalf, to diagnose an incident no description could reproduce. It’s a useful function — and the most intrusive one in the software.

Here is exactly what constrains it:

• It is disabled by default. It doesn’t exist until you turn it on.
• Every time a session opens and closes, it is timestamped and logged in your lodge’s own audit trail — not ours.
• That log can be checked by your administrator, whenever they want, without asking us.
• The reason the session ended is recorded too: manual stop, disconnection, or timeout.

We’d rather tell you than let you find out. And above all, don’t take our word for it: check for yourselves — the log is in your application.

3. Are we pooled with other lodges?

No. Each lodge has its own installation: its own application server, its own database, its own file storage. These aren’t partitions inside a shared database — they are separate installations.

A malformed request in one lodge cannot reach another lodge’s data: they don’t exist in the same space.

When you choose to share a document or an event with another lodge in your obedience, the exchange travels through an end-to-end encrypted relay. The relay holds no key and cannot open what it carries.

4. How do we leave?

In one click, whenever you want, without telling us.

Your administrator triggers the export from the application and receives an archive containing:

• accounting — income and expenses together, with their supporting documents
• bank statements
• archives — all your documents, with an index describing each file
• members, and visitors
• the library
• events, in standard calendar format

Everything is in CSV and open formats: readable in a spreadsheet, importable elsewhere, with no proprietary tool and no involvement from us.

5. And if you stop operating?

Two answers, and the second matters more than the first.

A continuity contract is in place. If anything were to happen to the publisher, another software company takes over the hosting. Your instances don’t shut down overnight, and you’re not left without anyone to call.

But you don’t have to rely on that. Your data comes out whenever you decide, in open formats, without our permission or our help. A lodge that can leave in one click isn’t betting on its supplier’s survival — it stays in control, whatever happens.

A dependency that can be broken unilaterally is not a dependency.

What we don’t claim

We don’t claim round-the-clock surveillance, or the infrastructure of a large corporation, or an uptime guarantee we couldn’t keep.

What we do guarantee is more modest, and verifiable: your data is in Europe, encrypted, isolated from other lodges, backed up, and yours to take back at any time.

The privacy policy details the processing involved, and the contract binding us to you sets its terms.

Archive Management

The archive system allows you to store and organize all lodge documents in a centralized and secure manner. Easily manage all your administrative, historical, and official documents.

• Centralized Storage - Keep all important documents in a secure and accessible space
• Intelligent Classification - Organize your documents by type, degree, event, and custom tags
• Advanced Search - Quickly find any document with our search system
• Simple Upload - Intuitive drag-and-drop interface for adding documents
• Access Control - Control who can view and modify each document

Supported Document Types

Our system accepts all common formats:

• Documents: PDF, Word (.doc, .docx), Excel (.xls, .xlsx), PowerPoint (.ppt, .pptx)
• Images: PNG, JPG, JPEG, GIF, BMP, TIFF, WebP
• Text: TXT, RTF, CSV
• Archives: ZIP, RAR, 7Z

Organization and Classification

Janus offers several methods to organize your archives:

• Document types: Invitations, minutes, treasury reports, calendars, etc.
• Classification by degree: Associate documents with relevant degrees (Apprentice, Fellow Craft, Master)
• Custom tagging: Create your own tags for tailored classification
• Event association: Directly link documents to corresponding meetings and banquets

Advanced Features

• Intuitive upload interface with drag-and-drop functionality
• Bulk import - Easily migrate your existing archives to Janus
• Automatic limit of 20 MB per file for optimized performance
• Tag system with automatic colors for better visibility
• Complete history of additions and modifications
• Multi-criteria search by title, type, tag, or content

Migration and Bulk Import

Facilitate your transition to Janus with our migration tools:

• Mass import - Upload multiple documents simultaneously
• Metadata preservation - Keep existing information from your documents
• Automatic classification - Janus automatically suggests types and tags
• File validation - Automatic verification of format compatibility
• Migration tracking - Monitor the progress of your archive import

Sybille, the AI that stays home

Most AI assistants on the market work by sending your data to remote servers — often outside Europe, to digital giants whose very business model relies on harvesting information. For a Masonic lodge, where discretion is a cardinal value, that is simply unacceptable.

Sybille takes the exact opposite stance. She is an artificial intelligence running on our own sovereign infrastructure, serving Janus instances exclusively. No request, no document, no piece of information ever passes through a third-party service. Nothing leaves Janus.

Sovereignty without compromise

• Fully sovereign hosting: Sybille runs on our servers, in Europe, under our sole control. Neither OpenAI, nor Google, nor any external provider is in the loop.
• No outside exchange: your texts and documents are never sent to a commercial API. They stay within the closed, encrypted perimeter of the Janus ecosystem.
• No training on your data: Sybille “retains” nothing and does not learn from your information. Each request is processed, then forgotten.
• No content logging: exchanges with Sybille are not kept for analysis. The confidentiality of your work is absolute.

What Sybille does today: calendar import assistance

Lodges regularly receive calendars from their sister lodges and their Obedience, in the most varied forms: a nicely laid-out PDF, a table, sometimes just a scanned document. Entering them by hand, one event at a time, is tedious and error-prone.

This is exactly where Sybille steps in. When the automatic import struggles with an unusual format — atypical layout, tangled columns, scanned document — you can ask Sybille to re-read the calendar. She analyses the text, identifies dates, titles and degrees, and suggests the missing events, which you simply review at a glance.

It is a reading aid, never an automatic decision: you keep control over every event before it is created.

What Sybille will become: an assistant that grows

Import assistance is only the first use case. Sybille was designed as a sovereign intelligence foundation meant to grow with each Janus release: help drafting papers and minutes, smart search across your archives, document summarisation, secretarial assistance…

With every new capability, one principle will remain unchanged: sovereignty and confidentiality first. Sybille will always grow inside Janus, never outside it.

In short

With Sybille, the lodge gains the power of artificial intelligence without paying its usual price: confidentiality.

Members Access

Janus provides lodge members with secure and personalized access to information according to their masonic degree. Each member can consult events and archives appropriate to their level.

• Event Calendar - Complete access to internal and external lodge calendar
• Calendar Feeds - Synchronization with personal calendar applications
• Secure Archives - Document consultation based on degree
• Intuitive Interface - Simple navigation adapted to each member’s needs

Event Calendar

Members have access to a complete and interactive calendar:

• Internal Events - Meetings, banquets, commission meetings and ceremonies
• External Events - Conferences, inter-lodge visits, federal events
• Complete Details - Schedules, locations, descriptions and participants

Calendar Synchronization

Easily integrate lodge events into your personal calendar:

• ICS Feeds - Subscribe to internal and/or external feeds
• Automatic Synchronization - Real-time event updates
• Compatible Applications - Works with Google Calendar, Outlook, Apple Calendar, etc…
• Type Filtering - Choose to receive only internal or external events

Archives Access

Secure consultation of documents according to initiation degree:

• Automatic Filtering - Only documents appropriate to the degree are visible
• Advanced Search - Quickly find authorized documents
• Secure Download - Read-only access to archives

Security and Confidentiality

• Access Control - Automatic verification of initiation degree
• Traceability - Recording of consultations for audit
• Data Protection - Encryption and secure backup
• Tradition Respect - Maintaining masonic confidentiality

Application Management

Janus revolutionizes application management by offering a complete and automated tool. From first contact to final approval, track each application through a structured and transparent process.

• Application creation - Intuitive form and storage of motivation letters
• Sponsor management - Tracking of internal and external sponsors
• Investigation system - Investigator assignment and detailed reports
• Status tracking - Complete validation workflow
• Automatic creation - Member profile generation from approved applications

Application Creation and Registration

Simplify welcoming new candidates with a structured process:

• Intuitive form - Clear and easy-to-use interface for information entry
• Document storage - Conservation of motivation letters and associated documents
• Data validation - Automatic verification of information completeness
• Complete history - Traceability of each process step

Sponsor Management

Maintain a complete and organized list of your Lodge’s sponsors:

• Internal sponsors - Lodge members who sponsor candidates
• External sponsors - Members of other Lodges who support applications
• Relationship tracking - History of sponsorships and their effectiveness
• Contact management - Contact details and information for all sponsors

Documents and Motivation Letters

Centralize and organize all documents related to applications:

• PDF upload - Secure download of motivation letters
• Automatic management - Automatic organization and classification of files
• Secure access - Consultation limited to authorized officers
• Smart archiving - Organized storage for future consultation

Investigation System

Optimize the investigation process with dedicated tools:

• Investigator assignment - Clear designation of brothers responsible for investigations
• Integrated reports - Direct entry of investigation reports in the application
• Deadline tracking - Respect for investigation deadlines
• Investigation validation - Process for validating submitted reports

Status Tracking

View the progress of each application in real time:

• Complete workflow - Structured validation process step by step
• Visual status - Clear indicators of progress status
• Automatic notifications - Alerts during status changes
• Decision history - Complete traceability of validations

Automatic Member Creation

Transform approved applications into complete member profiles:

• Automatic generation - Profile creation from validated applications
• Data synchronization - Automatic transfer of information
• Guaranteed consistency - Avoids duplicates and inconsistencies
• Smooth integration - Natural transition from candidate to member status

Benefits of Application Management

Time Savings

• Automated process and integrated workflow
• Reduction of repetitive administrative tasks
• Centralized tracking of all applications

Data Consistency

• Synchronized information between application and member
• Single and consistent database
• Elimination of duplicates and errors

Complete Traceability

• Detailed history of each application
• Tracking of decisions and validations
• Audit trail for transparency

Modern Interface

• Clean and intuitive design
• Simple and efficient navigation
• Responsive design for all devices

Access and Permissions

Required Roles

• Administrator - Complete access to all features
• Secretary - Application management and status tracking

Restricted Access

• Investigator members - Limited access to the module to complete their investigations
• Consultation only - No data modification for investigators

Access Menu

• Applications → Application Management - Main access to the module
• Intuitive interface - Clear and organized navigation

Validation Workflow

1. Submission - The candidate submits their application with documents
2. Verification - Initial validation by officers
3. Investigation - Assignment and completion of investigations
4. Reports - Entry and validation of investigation reports
5. Decision - Final validation by competent authorities
6. Integration - Automatic creation of member profile

Ritual Management

Planning and organizing rituals are essential to the proper functioning of your lodge. Janus simplifies this complex task by providing you with a complete and intuitive tool to manage all your rituals, from initiation to elevation.

• Simplified planning - Create and organize your rituals in just a few clicks
• Role management - Easily assign responsibilities to each participant
• Centralized documents - Keep all necessary materials at hand
• Real-time tracking - Follow the progress of your preparations
• Organized archives - Preserve the history of all your ceremonies

Creation and Organization

Organize your rituals with an intuitive interface:

• Simple form - Enter essential information (name, type, date, time)
• Predefined types - Initiation, elevation, installation, or custom types
• Flexible planning - Adjust dates and times according to availability
• Notes and instructions - Add all important details for your officers

Role Assignment

Simplify the coordination of your teams:

• Predefined roles - Worshipful Master, Wardens, Orator, Hospitaller, etc.
• Participant management - Add or remove members according to needs
• Clear responsibilities - Define precisely what each role involves
• Flexibility - Adapt assignments according to availability and skills

Document Management

Centralize all your ritual materials:

• Organization documents - Rules, procedures and ceremony guides
• Necessary materials - List of required accessories and objects
• Role-specific materials - Specific documents for each participant
• Automatic organization - Smart classification by category
• Preview - Consult your PDFs directly in the interface

Tracking and Modifications

Adapt your rituals according to evolving needs:

• Simple modifications - Adjust information at any time
• Degree management - Change degree with automatic document updates
• Temporal adjustments - Modify dates and times with notifications
• Complete history - Track all modifications made

Why Choose Janus?

Time Savings

• Quick planning - Create a complete ritual in less than 5 minutes
• Simplified coordination - No more multiple exchanges to organize roles
• Accessible documents - Find immediately what you need

Optimal Organization

• Clear overview - Visualize all your ongoing and upcoming rituals
• Defined responsibilities - Each participant knows exactly what to do
• Structured preparation - Follow an organized checklist for each ceremony

Complete Traceability

• Detailed history - Preserve the memory of all your ceremonies
• Modification tracking - Know who changed what and when
• Consultable archives - Access the complete history of your lodge

Security and Confidentiality

• Controlled access - Only authorized officers can modify rituals
• Protected data - Your information is backed up and secured
• Granular permissions - Control precisely who can do what

Concrete Use Cases

Initiation Ritual

1. Create the ritual with the chosen date and time
2. Assign essential roles (Worshipful Master, Wardens, etc.)
3. Upload organization documents and materials
4. Invite participants to consult their responsibilities
5. Follow preparations until the big day

Grade Elevation

1. Duplicate an existing ritual and adapt it
2. Modify the degree (automatic cascade on documents)
3. Adjust roles according to new participants
4. Consult the history of previous elevations
5. Prepare the ceremony with peace of mind

Special Ceremony

1. Create a custom ritual type
2. Define specific roles for the event
3. Organize necessary documents and materials
4. Plan rehearsals and preparations
5. Preserve the experience for next time

Access and Usage

Who Can Use the Module?

• Worshipful Master - Complete ritual creation and management
• Secretary - Ritual creation and modification
• Officers - Consultation and participation in rituals
• Members - Consultation of their roles and responsibilities

How to Access It?

• Main menu → Applications → Ritual Management
• Intuitive interface - Clear and organized navigation
• Quick access - Shortcuts to ongoing rituals

When to Use It?

• Monthly planning - Organize your rituals in advance
• Ceremony preparation - Coordinate final details
• Archive consultation - Consult your lodge’s history
• Officer training - Use old rituals as examples

Survey Management

Say goodbye to Framadate and Doodle! Janus now integrates a complete survey system that allows you to organize all your meetings and events directly in your secure Masonic environment.

• No more external tools - Manage everything from Janus, without creating additional accounts
• Simplified organization - Create surveys in just a few clicks
• Integrated participation - Your members participate directly in the application
• Real-time results - Follow participations instantly
• Centralized data - All your information stays in your environment

Complete Replacement of External Tools

Eliminate dependency on third-party services permanently:

• Framadate and Doodle are no longer necessary
• Everything is in Janus - No more navigation between different sites
• Secure data - Your information remains confidential
• Automatic synchronization - No more update problems

Survey Creation

Organize your consultations with simplicity:

• Title and description - Clearly explain the purpose of your survey
• Deadline - Define until when members can participate
• Flexible types - Date/time, multiple choice, custom options
• Simple configuration - Add or remove options according to your needs
• Clear permissions - Control who can see and modify the survey

Option Management

Adapt your surveys to all your needs:

• Multiple slots - Offer several dates and times for your meetings
• Collective choices - Organize votes on important decisions
• Custom options - Create tailored surveys for your events
• Flexible modification - Adjust options even after creation
• Automatic cleanup - Easily remove obsolete options

Member Participation

Directly involve your members in the process:

• Native interface - Participation directly in Janus, without redirection
• Intuitive selection - Your members choose their preferences easily
• Possible modification - Change responses before the deadline
• Instant tracking - See participations in real time
• Automatic notifications - Alert participants of updates

Result Visualization

Analyze your data clearly:

• Visual graphs - Clear representations of results
• Detailed tables - Complete view of preferences by member
• Useful statistics - Participation rate and trend analysis
• Popular slots - Quickly identify the most chosen options
• Export if needed - Extract results for external analysis

Why Replace External Tools?

Data Centralization

• Everything in one place - No more need to navigate between different sites
• Integrated member base - Use your member list directly
• No duplication - Your information remains synchronized
• Complete history - Preserve all your surveys and results

Enhanced Security

• Confidential data - Your information stays in your environment
• No external account - Eliminate security risks from third-party services
• Access control - Permission management according to your needs
• Automatic backup - Your data is protected with the rest of the system

Operational Efficiency

• Familiar interface - Your members already use Janus
• No learning - No new interface to master
• Integrated notifications - Use your existing communication system
• Quick shortcuts - Direct access from your main menu

Native Integration

• Permission system - Compatible with your existing roles
• Database - Use your current infrastructure
• Notifications - Integrated with your alert system
• Backups - Compatible with your existing procedures

Concrete Use Cases

Lodge Meeting Organization

1. Create a survey to plan the next meeting
2. Offer several possible time slots
3. Invite all your members to participate
4. Follow participations in real time
5. Choose the most popular time slot
6. Archive the survey for future reference

Special Event Planning

1. Organize a survey for a banquet or agape
2. Define several possible dates
3. Add menu options if necessary
4. Let members express their preferences
5. Analyze results to optimize organization
6. Use history for future events

Collective Decision Making

1. Create a survey for an important decision
2. Offer several options to vote on
3. Define a participation deadline
4. Follow the evolution of votes
5. Make the decision based on results
6. Preserve the trace of the consultation

Advanced Features

Recurring Surveys

• Templates - Create models for your regular meetings
• Automatic configuration - Reuse frequent parameters
• Planning - Organize your periodic consultations

Permission Management

• Public surveys - Accessible to all members
• Private surveys - Limited to certain groups or roles
• Access control - Fine management of modification rights

History and Archives

• Complete preservation - All your surveys and results are saved
• Advanced search - Quickly find the information you’re looking for
• Data export - Extract results for external analysis

Access and Usage

Who Can Use the Module?

• Administrator - Complete access to all features
• Secretary - Survey creation and management
• Officers - Survey creation for their domains
• All members - Participation in public surveys

How to Access It?

• Main menu → Applications → Survey Management
• Intuitive interface - Clear and organized navigation
• Quick access - Shortcuts to ongoing surveys

When to Use It?

• Monthly planning - Organize your meetings in advance
• Special events - Plan banquets and ceremonies
• Decision making - Consult your members on important choices
• Team coordination - Organize commission work

Advantages over External Tools

Ease of Use

• No external account - Use your Janus account directly
• Familiar interface - No learning necessary
• Integrated navigation - Stay in your environment

Centralized Data

• No synchronization - All your information is in the same place
• Complete history - Preserve the memory of all your consultations
• Guaranteed consistency - Your data remains synchronized

Security and Confidentiality

• Total control - You control access to your information
• No dependency - No more risk of third-party service failure
• Compliance - Respect for your confidentiality policies

Agora: internal lodge messaging

Agora is Janus’s built-in instant messaging space. Lodge members can exchange direct messages or group discussions without leaving the application.

All messages are end-to-end encrypted: only authorised members can read conversations.

Direct messages

“I want to send a private message to the Worshipful Master without using email”

Any member can open a direct conversation with any other lodge member. Simple, fast, confidential.

• Private messaging between two members
• Attachments: documents and images shared directly in the conversation
• Message reactions (emojis)
• Real-time typing indicator

Groups and channels

“I want a dedicated space to organise our next Festive Board”

Create thematic groups to structure discussions: works committee, meeting preparation, officers’ group…

• Private groups by invitation
• General channel automatically shared with all active members
• Configurable message retention (from 30 days to unlimited)
• Participant management: add, remove, promote to administrator

Real-time and notifications

Messages arrive instantly, without page reload, thanks to SSE (Server-Sent Events) technology.

• Unread badges in the sidebar updated in real time
• Notifications integrated into the Janus system
• Mobile access: interface adapted for smartphones

Control and administration

• AgoraAdmin role: designate a messaging manager without giving full admin access
• Message deletion by administrators
• Automatic purge according to the defined retention policy

Bibliotheca: the lodge’s shared library

Bibliotheca is the centralised catalogue of the lodge’s documentary resources: books, CDs, DVDs, magazines and any other media contributed by members or kept at the lodge. Every member can contribute and borrow with ease.

A catalogue for the whole lodge

“I want to know if anyone already has a book on the symbolism of the square”

All lodge resources are listed in a catalogue accessible to all members: search by title, author or ISBN, filter by type and availability.

• Centralised catalogue: books, CDs, DVDs, magazines and other media
• Quick search by title, author or ISBN
• Automatic covers fetched from Open Library when entering an ISBN
• Location of each item: at the lodge or at an identified member’s home

Open contribution

“I want to make my collection of working tools available to my brethren”

Any member can add their own items to the lodge catalogue. They remain the owner of their contributions and manage borrowings themselves.

• Add in seconds via ISBN (metadata pre-filled automatically)
• Edit and delete personal items
• Manage loans for their own items

Loan management

“I want to know who borrowed ‘The Legend of Hiram’ and until when”

Record loans from each item’s page or directly from the catalogue. The full history is retained.

• Record a loan with a return deadline
• Real-time tracking: available / on loan / lost status
• Overdue flag automatically displayed when the deadline is passed
• Full history per item

Roles and permissions

The Librarian role can be assigned to a member without giving access to the rest of the administration.

Papers catalogue: who has worked on what, and where is the text

The papers catalogue brings together the work presented in lodge and the work still waiting to be. It answers a simple question, yet one that comes up again and again: who has worked on what, and where is the text? Each paper carries a title, an author, a degree, a short summary and, once published, the archived document that contains it.

Two tables, the whole heritage

“I want to know who has already delivered a paper on the symbolism of the mosaic pavement”

The catalogue is laid out in two tables, so that none of the lodge’s work is lost.

• Papers by lodge members: current members, past members, and the brethren and sisters who have passed to the Eternal East
• Retrospective entry: an older paper can be recorded under its author’s name even if he is no longer among us — it is the lodge’s heritage
• Papers by visitors: brethren and sisters from other lodges who came to present with you, shown with their lodge and their orient, so everyone knows where the work came from

A showcase for the lodge’s work

“I want my paper to be of use elsewhere, instead of gathering dust in a drawer”

The catalogue is not only a record of what has been presented: it says what exists, should anyone wish to have it presented. A brother or a sister declares there the work he or she is willing to come and deliver, at home or in another lodge. And when you are looking for a subject or a speaker for a meeting, you know what has already been written, at which degree, and by whom.

• Work keeps circulating: a paper delivered once stays visible and reusable, instead of ending with its single reading
• Offering yourself: an author flags the work he is ready to come and present elsewhere
• Knowing who to ask: papers by visitors carry their author’s lodge, orient and email address, precisely so that he can be contacted
• No sharing without consent: your catalogue stays with you. Announcing a paper to other lodges is optional, switched off by default, and requires two agreements — the author’s, paper by paper and revocable at any time, and the lodge’s
• An announcement, never the text: only published papers, up to the 3rd degree, are announced; what leaves is limited to the title, the summary, the author, his lodge and his orient. The text and the archived document stay with you, the contact published is your lodge secretary, and papers received arrive read-only

Visibility governed by degree

“I want to be certain a Master’s paper will never appear to an Apprentice”

This is the most important point of the module. Degree rules — and it is exactly the rule that already governs your archives, never a separate one. A document and the paper that carries it can therefore never give two different answers.

• No leaks: a paper of a higher degree appears neither in the list nor through a direct link
• A proposed paper stays discreet: until it is published, it is visible only to its author and to administrators
• The linked document follows the same discretion: it does not appear in other members’ archives while the paper is unpublished, and reappears there on publication
• A visitor’s email address appears only on the detail page, and only to those who need to make contact — never in the list

The document, without leaving the screen

“I want to attach my text to my paper without ten detours”

From the paper’s page, the document is either picked from the archives or uploaded from your computer — without changing page. A file uploaded this way joins your archives like any other document.

• Pick from existing archives or upload directly from your computer
• The reverse path works too: when uploading a document to the archives, attach it to an existing paper or create one on the spot
• The catalogue stores no file: it points to your archives, the only place where documents live

A clear life cycle

“I want to propose my work without it circulating before I have presented it”

Three states are enough to describe a paper’s life, from announcement to the lodge’s memory.

• Proposed: the work is announced, not yet presented. Visible to its author and to administrators
• Published: the paper has been presented, joins the catalogue and points to its archived document
• Archived: it leaves the catalogue, but the lodge keeps the record
• Deletion reserved for a data-entry mistake or a duplicate
• Administrators are notified of every new proposal, so it can be reviewed without delay

On the web and in the app

“I want to find a paper from my phone, between two meetings”

The catalogue is available on the website and in the mobile app: the same two tables, the detail page and the proposal form. The same visibility rules apply there — the app opens no door the website keeps shut.

Roles and permissions

The initiative is open to all, the act that commits the lodge stays reserved — the same balance as for applications.

The Janus experience on your smartphone

Janus was designed from day one to work perfectly on mobile. Thanks to PWA (Progressive Web App) technology, you can install Janus directly on your phone, without going through the App Store or Google Play.

Why use the mobile app?

• Always connected: Access the directory, rituals, and the Agora in a single click.
• Push notifications: Be alerted instantly of new messages, summons, or important reminders.
• Native experience: Smooth navigation, touch-friendly interface, and full-screen mode.
• Offline access: View your summons and the directory even without an internet connection (smart caching).

Security and privacy

The mobile app enjoys the same level of security as the desktop version. No data is sent to Apple or Google, as the app bypasses traditional app stores. Your data remains exclusively between your phone and your server.

How to install the Janus app?

Janus is a Progressive Web App (PWA). It installs directly from your web browser, without requiring an Apple or Google account.

On iPhone / iPad (iOS)

1. Open Safari and log in to your Janus instance.
2. Tap the Share icon (the square with an upward arrow at the bottom of the screen).
3. Scroll through the options and select Add to Home Screen.
4. Confirm by tapping Add.
5. Done! The Janus icon will appear on your home screen.

Note: Installing via another browser (Chrome, Firefox) on iOS does not yet allow you to enjoy all app features (like push notifications).

On Android

1. Open Chrome (or Firefox/Edge) and log in to your Janus instance.
2. An “Add Janus to Home Screen” banner should appear at the bottom of the screen. Tap it.
3. If the banner doesn’t appear, tap the three little dots (browser menu) in the top right.
4. Select Add to Home screen (or “Install app”).
5. Confirm the installation. The icon will appear among your other apps.

On Computer (Desktop)

You can also install Janus as a standalone app on your computer (Windows, Mac, Linux) via Chrome or Edge:

• Click the install icon (a screen with an arrow) that appears in the browser’s address bar.

Integrated electronic signature

No more printing, manual signing, and tedious scanning of official documents. Janus integrates an advanced electronic signature system directly connected to your directory.

Legal value and security

• Cryptographic proof: Each signature is mathematically sealed to guarantee document integrity.
• eIDAS compliance: Our integration offers a robust security level meeting European standards.
• Full traceability: Precise tracking of dates, IP addresses, and signature identifiers (Audit Trail).

A seamless user journey

“I need to get the minutes of the last meeting signed by the Worshipful Master and the Secretary”

1. Preparation: Select the PDF document in your Bibliotheca.
2. Assignment: Choose the signatories directly from the member list.
3. Notification: Signatories receive an email with a secure link.
4. Signature: They sign from their computer or smartphone in one click, without creating a third-party account.
5. Archiving: Once all signatures are collected, the final document is sealed and automatically archived in Janus.

Use cases in Lodge

• Meeting minutes
• Financial reports and treasury discharges
• Attendance certificates and masonic passports
• Internal regulations

Your documents, your way — no code

Until now, changing a summons, minutes, or invitation meant editing the template’s code. With Mosaïque, every lodge personalizes its own PDF documents, fully autonomously and with no technical skills required.

Built for the right people

Mosaïque draws a clear line between two kinds of use:

• The Administrator — has the broadest access and oversees the lodge’s templates.
• The role-holders (Secretary, Treasurer, Banquet Master…) — personalize the content of the documents in their remit, with the mouse and without ever writing code.

What you can do

• Edit the text — Change wording, salutations, and reminders in a simple visual editor.
• Insert variables — Drop in fields that fill themselves automatically (event date, venue, registration deadline…) without knowing their technical name.
• Reorganize — Move or hide entire blocks (agenda, banquet, calendar…) in one click.
• Add blocks — Insert new paragraphs, headings, or closing fields where allowed.
• Live preview — See the final PDF as you edit.

Safe documents by design

• No code exposed — Admins handle blocks, never code: the layout can’t be broken.
• Each lodge’s identity preserved — Every lodge keeps its own design; a change only affects that lodge.
• Reversible — You can revert to the built-in template at any time, and the history keeps every version.

Lodge use cases

• Adapt a summons to your rite or customs
• Add a “Please register before…” reminder with the date filling in automatically
• Hide the banquet section for a meeting without a meal
• Personalize the header or closing of the minutes
• Add a field to fill in when closing a meeting (state of the columns, announcements…)

Mosaïque is the freedom to make your documents truly yours — simply.