AI Automation
User Guide

1. Introduction

The All In One Nonprofit Nonprofit AI Automation app puts a full library of AI-powered writing tools in the hands of your entire team. Whether you're drafting a year-end donor appeal, preparing board meeting minutes, or writing a grant narrative, the app produces a polished first draft in seconds.

What the App Does

• 75 ready-to-use templates spanning Fundraising, Communications, Volunteer Management, Programs, Governance, HR & Operations, Finance, Strategy, and Operations
• 📦 Template Bundles: curated sets of related templates you can run as a guided workflow
• AI-generated drafts tailored to your organization's tone and audience
• 💾 Draft auto-saving so your form inputs are never lost between sessions
• Five-dimension tone controls: Warmth, Urgency, Formality, Storytelling, and Call to Action
• Full generation history with status tracking, search, and one-click regeneration
• 📊 Analytics dashboard showing your team's usage patterns over time
• 📎 Snippets library to save and insert reusable text blocks into any template
•  Print / PDF export for clean, formatted output from any generation
• Word document export for every generation
• Favorites to pin your most-used templates
• 👥 Shared organizations: your whole team works from one organization. Same-domain emails join automatically; teammates on a personal email join with an invite code from the My Organization page.
•  Admin Panel: system administrators can view all registered users, usage stats, plan status, and recent generations in one place

2. Getting Started

The app runs in your web browser, no installation required. Open it and click Sign in to begin. Your work is saved privately in your browser on this computer.

Signing In

Signing In

Already have an account? Click Sign In, enter your email and password, and click Sign In to go straight to your dashboard. You can also sign in at the member portal, app.allinonenonprofit.com, to see all your All In One Nonprofit tools in one place.

3. The Dashboard

The dashboard is your home base, an at-a-glance view of your activity and quick access to your most-used tools.

What Do You Need? Search

Between Suggested for You and Recent Generations sits a search box labeled What do you need? Type what you're trying to create in your own words ("thank a first-time donor," "announce our gala," "job posting for a program manager") and the app instantly ranks the closest matching templates, including any custom templates your organization has uploaded. Click a match to jump straight to its generate page.

✨ Draft it with AI instead. If no template fits, or the matches aren't quite right, click Draft it with AI instead and the AI writes the document directly from your description, no template required. The button appears next to every set of search results and on its own when nothing matches, so you can always get a first draft. Review and edit the result like any other generation.

Sign Out

Two ways to sign out of the app:

• Dashboard header button: Click the ↩ Sign Out button in the top-right of the dashboard, next to "✦ New Generation." This is the quickest way to switch accounts.
• Sidebar arrow: Click the ↩ Sign Out button at the bottom of the left navigation sidebar (below your name and organization).

Signing out does not delete any data, your account, history, and settings are all preserved for when you sign back in.

Navigation Sidebar

4. The Template Library

The Template Library page (in the sidebar) is where you browse and launch all 75 AI content templates, organized by department and cadence. At the top of the page you'll also find Template Bundles: curated multi-template workflows for the most common nonprofit tasks, and any custom templates your organization has uploaded.

Browsing and Filtering

• Use department filter buttons to narrow by area (Fundraising, Communications, etc.).
• Use cadence tabs: Daily, Weekly, Monthly, Quarterly, Annual, to filter by frequency.
• Toggle Favorites Only to see only your starred templates.
• Use the Search box to find a template by name or keyword. The search also matches your organization's own custom templates.

📤 Your Own Custom Templates

Have a letter, memo, or document your organization writes over and over? Click 📤 Upload your own template on the Template Library page and paste or upload it once. The AI reads the document, detects the parts that change each time (names, dates, amounts, program details), and turns them into fill-in fields. Review the suggested name and fields, then click 💾 Save to Template Library.

• Private to your organization: custom templates are visible only to your team, never to other organizations.
• Works like any template: fill in the detected fields and the AI drafts a fresh, polished version of your document.
• Findable everywhere: custom templates appear in the Template Library, in the library search box, and in the dashboard's What do you need? search.

9 Departments, 75 Templates

📦 Template Bundles

Template Bundles are curated collections of related templates designed to be run together as a guided workflow. Instead of hunting for individual templates one at a time, a bundle walks you through an entire task, step by step, in a single session.

How to Use a Bundle

✨ AI Automations

The Template Library is a set of 75 ready-to-run AI document automations, plus any custom templates your organization uploads. Each one asks a few plain questions and drafts a polished, mission-aligned document in seconds. They are grouped by how often you use them, Daily, Weekly, Monthly, Quarterly, and Annual, and by department, so the right one is easy to find. If nothing fits, the dashboard's What do you need? search can draft a document freeform with Draft it with AI instead. Every output opens in an editor with the full export toolbar: Copy, Word, Text, Print, and Email to any address. Save a draft to the Outbox to give it a final review before it goes anywhere.

Each automation, what it asks and what it returns, is catalogued in the AI Automations Guide.

5. Generating Content

Once you select a template, the Generate page walks you through filling in details and producing your AI draft.

💾 Draft Auto-Saving

The app automatically saves your form inputs as you type, so if you close the tab, switch to another template, or step away, your work is never lost.

• A "💾 Draft saved" indicator flashes below the Generate button whenever a save occurs.
• When you return to a template that has a saved draft, a blue banner appears at the top of the form: " Draft restored from X minutes ago."
• Click "Start fresh ✕" in the banner to clear the draft and begin with a blank form.
• Drafts are saved per-template, so you can have drafts in progress across multiple templates simultaneously.

Tone Controls

Using the Output

 Print / PDF Export

Every generated output can be exported as a clean, print-ready document directly from the app, no copy-pasting into another program needed.

The print layout includes your organization's name, the template name, the full generated text, and a footer with the print date. Everything else (navigation, form, sidebar) is hidden in the print view.

6. History

The History page records every generation you've created, newest first. Click any item to expand and view the full output. History now includes search, status tracking, and one-click regeneration.

Search & Filter

A search bar at the top of the History page lets you instantly filter your generations by template name, content keywords, or status. Type any word and the list narrows in real time, useful for finding a specific donor letter, program report, or board resolution from months ago.

Status Tags

Every history item has a status badge that tracks where that piece of content stands in your workflow. You can update the status directly from within the history item, no need to open a separate page.

To change a status, expand a history item and use the dropdown selector. The badge updates instantly and the change is saved automatically.

Regenerate from History

Every history item has a "🔄 Regenerate with same fields" button. Clicking it pre-fills the original template form with the exact same inputs used to generate that piece of content. From there you can make adjustments and generate a fresh version, ideal for updating a seasonal appeal or refreshing a newsletter from a prior month.

7. Settings

Access Settings from the left sidebar to update your profile, organization information, and manage your Snippets library.

Profile

Organization

📎 Snippets Library

Snippets are reusable text blocks you save once and insert into any template field with a single click. They're perfect for boilerplate language you use repeatedly, your mission statement, a program description, a standard impact statement, or your call-to-action sign-off.

Creating a Snippet

Using a Snippet in a Template

On any template's generate page, most text fields show a "📎 Insert snippet" button below them. Click it to open a dropdown of your saved snippets, click any snippet to insert its text into that field. You can still edit the text after inserting it.

8. Analytics

The Analytics page (📊 in the sidebar) gives you a visual overview of how your team is using the app, which templates get used most, how activity trends over time, and how your content moves through your workflow.

What You'll See

10. Tips & Best Practices

Building Good Prompts

• Fill in every field, even optional ones, each detail improves the output.
• Use numbers. "Served 412 students in 14 schools" beats "served many students."
• Name the audience explicitly. "Major donors who gave $1,000+ last year" yields better appeals than "donors."
• Paste in language you love. If you have a powerful sentence from a previous letter, include it in the relevant field, or save it as a Snippet.

Making the Most of New Features

• Snippets first. Before you start generating, go to Settings and save your mission statement, primary program description, and standard donor language as snippets. You'll save time on every template going forward.
• Use bundles for big seasons. Launch the Year-End Campaign Pack in October, the Board Meeting Pack the week before each quarterly meeting, and the Grant Management Pack at the start of each grant cycle.
• Track status in History. As you move content through review → approval → sending, update the status badge so you always know what's been sent and what's still in draft.
• Check Analytics monthly. The Status Breakdown chart is a useful signal, if you have many "Draft" items but few "Sent" ones, content may be getting stuck in review.
• Print to PDF for board packets. Generate each board document, then use Print / PDF to save each as a PDF file. Combine them in your PDF viewer for a complete board packet.

Workflow by Cadence

Team Use

• Divide templates by role: development staff handle fundraising; program staff handle program reports; the Executive Director handles governance and strategy.
• Use Export to Word to share drafts with colleagues via email or shared drive before finalizing.
• Use status tags (Draft → Approved → Sent) as a lightweight approval workflow across your team.

11. Troubleshooting

Getting Help

• Contact All In One Nonprofit at [email protected] for support.
• For template suggestions or feature requests, reach out via the support email on the website.

12. Organizations & Team Access

All In One Nonprofit ties your work to your sign-in and groups people into a shared organization, so your whole team works from the same profile across every app. You set this up once from the My Organization page in the member portal.

Join automatically by email domain

If you sign in with an email on your organization's own domain (for example [email protected]), you join your organization automatically, no code needed. The first person in becomes the owner; everyone who signs in afterward on the same domain is added to the same organization.

Join with an invite code

People who sign in with a personal address (Gmail, Yahoo, Outlook, and the like) join with an invite. From the My Organization page, the owner can email someone a one-click join link or share the short invite code; the new member enters it once and is added to the organization.

The My Organization page

Open My Organization (also linked from the member portal once you are signed in) to create your organization, see who has joined, and invite teammates. Signing in is passwordless: enter your email for a one-click sign-in link, or use Google.

13. Admin Panel

The Admin Panel is a system-level overview available exclusively to the All In One Nonprofit administrator account. It provides a complete view of every registered user across all organizations, their profile, usage statistics, team membership, and generation history.

Accessing the Admin Panel

The sign-in screen has an Administrator Access link below the Sign In button. Use it to sign in with just a password, no email needed. The password is stored only on the current browser.

The admin password is per-browser. On a new machine you'll go through first-time setup again. Click  Back to regular sign-in at the bottom of the admin panel to return to the normal sign-in screen.

Summary Stats Strip

At the top of the Admin Panel, six summary cards give an instant snapshot of platform activity:

User Cards & Search

Below the summary strip, every registered user is listed as a card, sorted by most recent activity. Each card shows the user's name, email, role, organization, last active date, and their generation counts (this month and all-time). Status badges indicate role (Executive Director) and team affiliation (Team).

Searching Users

A search bar at the top of the user list lets you filter by name, email, organization, or role in real time. Type any keyword and the list narrows instantly, useful for finding a specific user or seeing all members of a particular organization.

Expanded User Detail

Click any user card to expand it and see a full profile detail view:

🎨 Document Branding

Make every document look like it came from your organization. In Settings → Document branding you can set:

• Letterhead: your organization's letterhead image, placed at the top of Word and PDF exports.
• Footer: address, phone, email, website, and EIN at the bottom of every page, with optional page numbers (Word).
• Signature: a closing, your name and title, and an optional signature image, placed at the sign-off on letters and emails.

Each generated item shows only the branding options that fit it, letters get all three, social posts and other digital content get none, and you can toggle any of them per export.

A note on legal advice

All In One Nonprofit provides plain-language educational tools and document drafts, not legal advice. For decisions with legal consequences, consult a qualified attorney who works with nonprofits.