AI Automations Guide

How AI Automations Work

Improve an existing document with AI: Besides drafting from scratch, you can upload a document you already have and let AI improve it. On the AI Automations page, use the "Improve an existing document" card: pick a file (Word, text, or a text-based PDF), and AI returns a cleaner version plus a prioritized summary of what changed, with your original kept. It opens in the Document Library's Improve with AI tool with the document type preset.

Open AI Automations from the sidebar, directly under Dashboard. Some automations work from records already in the app (a volunteer on your roster, a shift, an opportunity) and even use the hours you have logged; others take a quick input right on the card (your roles, your numbers, your policies).

• You are the editor. Drafts use only what you entered and never invent volunteer names, hour counts, or results. Where a handbook or onboarding plan suggests a sensible default policy you did not specify, it is clearly marked [confirm this policy].
• Every output opens in an editable preview with Copy, Text (.txt), Print, Word (.docx, with your letterhead and footer if you have set them), and Email, plus Apply where there is a matching field in the app. Existing text is never replaced without confirmation.
• Every output carries the note: strategic guidance, not legal, tax, or investment advice.
• Pricing: included with your All In One Nonprofit All-Access subscription.

Volunteer Handbook Builder

The flagship. Enter your mission, main volunteer roles, who supervises, how scheduling works, the screening and training you require, and the policies you want included; get a complete starter handbook: welcome, expectations and conduct, scheduling and hours, supervision, safety and incidents, confidentiality and boundaries, screening and training, recognition, and parting well.

Anything the draft fills in that you did not specify is marked [confirm this policy] so nothing slips through unreviewed. Export it to Word, put your letterhead on it, and bring it to your board or program leads for adoption.

Volunteer Retention Brief

The Predictions page (in the sidebar, directly under Dashboard) scores the attrition or disengagement risk for each active volunteer, from how recently they logged hours or signed up for a shift, their hours trend, and their tenure. Those scores are transparent and free for everyone: every row shows the factors behind it, computed only from the records already in the app, with no black-box model.

This automation, the one AI button on that page, turns those scores into a short, prescriptive action brief: who to reconnect with first, what their pattern suggests, and warm, specific ways to bring them back, a thank-you, a check-in, an invitation to the next shift. Run it whenever the Predictions list shifts so your outreach goes to the volunteers most worth a personal touch.

Onboarding & Orientation Plan

Tell it the roles being onboarded, what new volunteers must read, sign, or complete, who runs orientation, and the format; get an orientation session outline with rough timings, a first-day checklist for the coordinator, the paperwork list, buddy and shadowing arrangements, and a 30-day check-in plan with the questions to ask.

Volunteer Recruitment Plan

Enter the roles you need, your deadline, who runs recruitment, and a little about your community; get a recruitment campaign plan: who you are looking for, where to find them (realistic free and low-cost channels), the ask in plain language, an intake process so applicants are never lost, and a week-by-week timeline sized to your capacity.

Recognition & Retention Program

Enter your volunteer count, turnover, recognition budget, and what you do today; get a year-round program: an honest read on where retention stands, a recognition calendar mixing free and low-cost touches, milestone recognition tied to hours and anniversaries, growth paths for volunteers who want more responsibility, and a simple exit-conversation habit so you learn why people leave.

Volunteer Impact Report

Enter your volunteer count, total hours, the period, what volunteers made possible, and optionally a value-per-hour rate and a story worth telling; get a narrative report for your board, funders, and community: the year in numbers, what it made possible, the dollar value of volunteer time (computed only from your rate, with the math shown), spotlights, and the thank-you.

Role Description Writer

Pick an opportunity from your Opportunities page and get a polished, welcoming role description built from its facts: purpose, concrete duties, time commitment, what you are looking for, requirements, support and supervision, what the volunteer gains, and how to get started. Apply writes it back to the opportunity's description after a confirmation.

Appreciation & Milestone Note

Pick a volunteer from your roster and the automation writes a specific, personal thank-you using their actual logged hours and any recognition milestone they have reached (the picker even shows each volunteer's hours). Add a specific contribution to mention and your signer line, then send it by email straight from the preview.

Shift Sign-up Appeal

Pick a shift from your Shifts page and get the short, friendly email that fills its open spots, using the shift's date, time, location, and spots remaining (computed from its sign-ups). Tell it how people should sign up, review, and email it to your volunteer list.

Volunteer Welcome Letter

Pick a brand-new volunteer from your roster; the automation drafts a warm, personal welcome using their name, interests, and start date, restates the practical next steps you provide (orientation date, who to contact), and is ready to send by email. First impressions decide whether a volunteer comes back; this makes the good one automatic.