AI Automations Guide
The Board Management app can draft your governance documents for you: meeting minutes and agendas, term letters, packet briefs, recruitment plans, a year-round governance calendar, and more. It works from the board data you have already entered, and you review and edit everything before it is used. This guide covers each automation, grouped by feature area.
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.
Most of these automations live on the AI Automations page in the left menu of the app. A couple are built into the page they relate to (the Succession Plan drafter sits on the Succession page). Each one looks at the board data you have already entered, your roster, officers, terms, meetings, and attendance, and drafts a tailored document on request.
The same safe pattern every time
Nothing is ever sent or saved automatically. You click to generate, and a window opens where you can edit the text, copy it, download it as Word, print it, or, where it makes sense, email it. The one automation that changes your records, the Smart Board Directory Updater, shows you each proposed change and waits for you to click Apply on each one. You are always the final approver.
Signing in
AI drafting works automatically whenever you are signed in to your All In One Nonprofit account. It is part of your All In One Nonprofit plan. There is no key to paste; just sign in, either on the app or at the member portal, app.allinonenonprofit.com, where you can see all your apps in one place. See current plans on the pricing page.
What the AI will and will not do
- It uses your roster, officer slate, term dates, meetings, and attendance to make documents specific.
- It does not invent names, dates, motions, votes, or figures you have not provided. Where something is missing, it marks it clearly rather than guessing.
- Governance guidance is educational, not legal or tax advice. For filing deadlines and policy specifics, the documents tell you to confirm with your accountant or attorney.
- Documents never use em dashes, matching your house style.
A complete roster, recorded attendance, and term dates all feed the AI. The more you keep the trackers current, the sharper and more specific these documents become.
Beyond this app's own automations, the cross-app Weekly Action Plan on the organization-wide Compliance Copilot (/copilot/) turns your whole organization health picture (Compliance, Governance, Documents, and Operations) into a single prioritized to-do list. It is guidance, not a legal or compliance determination.
All Automations Included
Every automation in this guide comes with the app it belongs to. Your plan decides which apps your organization has, and within your plan every automation is available with nothing further to unlock. See plans and pricing.
Smart Board Directory Updater
Under AI Automations. Paste an email, a note, or a list (for example, a secretary's update or a new-member introduction) and the AI reads it and proposes specific changes to your roster and officers: a new board member, updated contact details or committee for an existing member, or a confirmed officer role. It extracts only what is clearly stated and never invents details.
This is the one automation that writes to your records, so it shows you each proposed change with an Apply button. Nothing is saved until you click Apply on that item, one at a time. It turns the tedious copy-and-paste of keeping your board directory current into a quick review.
Board Recruitment & Onboarding Program
Under AI Automations. Name the gaps or priorities you are recruiting for and the app builds a complete program from your roster: recruitment priorities, a board skills matrix (with the gaps highlighted), where to find candidates, a warm outreach script, the cultivation steps from first contact to nomination, and a first-90-days onboarding plan.
Where the Composition Gap Analysis gives you a quick snapshot and a next-member profile, this is the full recruitment-and-onboarding playbook, the kind of deliverable a consultant would charge for. Internal use; copy or download as Word to run your board development effort.
Annual Governance Calendar
Under AI Automations. Tell the app when your fiscal year ends and how often the board meets, and it builds a month-by-month, 12-month governance calendar: board meetings, officer elections, term renewals (pulled from your roster's term-end dates), annual conflict-of-interest disclosures, budget approval, the Form 990 filing window, an audit or financial review, a board self-assessment, and a retreat or orientation.
It is the kind of year-at-a-glance operating plan that keeps a small board from missing its recurring obligations. This is general governance guidance, not tax advice, so it reminds you to confirm filing deadlines with your accountant. Internal use; copy or download as Word and share with your board.
Board Health Brief
The AI button on the Predictions page. The Predictions page itself is free for everyone: it scores each active board member's attendance risk from their share of meetings attended and their recent trend, and lists the term cliff ahead, the seats coming up for renewal split into overdue terms, terms due within 90 days, and terms due within a year. Every score is transparent, computed in your browser from your own roster, attendance, and term dates, with the factors behind it shown in plain view.
This brief turns those scores into a short, prescriptive action plan for the board chair: which members to check in with and a tactful way to do it, which seats to start recruiting for now versus later, and the renewal conversations to schedule before a term lapses. Disengagement and term cliffs are both easiest to handle early, while there is still time to act.
The scores describe patterns in the data you have logged, not certainties about any individual. Treat the brief as an early prompt for a supportive conversation and a recruiting plan, never as a verdict on a board member. Internal use; copy or download as Word.
Board Report Compiler
Under AI Automations. One card, two ways to assemble the committee-reports section of your board packet. Set your organization name and the board meeting date at the top, both modes use them.
Paste-in compile. Add a row per committee, paste each chair's report text, and click Compile board packet. The AI merges them into one consistent, board-ready packet with an executive summary, a section per committee, and the decisions the board is being asked to make, all in the editor with the usual export options (copy, text, print, Word, email). Your rows are saved on your device so you can build the packet over several days.
Auto-collect. Committee chairs can submit reports straight to you from the Committees app, using its Committee Meeting Report automation: they address them to your sign-in email, the same email you use to sign in to All In One Nonprofit. Pick a since date (about 60 days back by default), click Load submitted reports, and everything submitted to you appears as a checklist with the committee, title, meeting date, and submission date. Untick anything you do not want, click Compile selected, and the packet is built from the originals, with a line at the end listing which submissions were used.
Real impact, cited. When your organization has entered program results in the Impact & Outcomes app, the compiler now weaves in your real measured impact (cost per outcome and results) so the packet cites actual numbers instead of bracketed placeholders, with a graceful fallback to the usual wording when no impact data exists yet.
Reminders. Keep a small roster of committee names and chair emails in the card (saved on your device). After you load submissions, the card shows which roster committees have not submitted yet. Send reminders to missing committees shows you exactly who will be emailed before anything goes out, then sends a friendly nudge signed with your name. Up to 25 recipients at a time. The card's 📅 Reminder Schedule panel can also email you automatically a few days before your monthly packet close day, so you never forget to run the compiler.
Pre-Meeting Board Packet Brief
Under AI Automations. Pick the upcoming meeting and, optionally, the prior meeting. The app synthesizes the agenda, last meeting's decisions, and open action items into a short, scannable pre-read: what to know at a glance, what was decided last time, open action items, what is on the agenda and why it matters, the decisions the board will be asked to make, and how to prepare.
A good pre-read is the difference between a meeting where everyone is up to speed and one that drags. It is sendable to your whole board. Review and edit, then copy, download as Word, or email it.
Board Composition Gap Analysis
Under AI Automations. The app reads your roster, the roles and committees represented, and which terms are ending soon, then produces a composition analysis: a snapshot, the gaps and risks (vacancies, thin committees, size relative to need), and a recommended profile for the next board member to recruit. Add any strategic priorities you are aware of and it factors them in.
It is honest about what it cannot see: if you have not tracked skills or backgrounds, it says so and suggests you start. Internal use; copy or download as Word for a board development discussion.
Engagement & Attendance-Risk Analysis
Under AI Automations. The app reads attendance across your logged meetings, calculates each member's attendance rate, and the AI turns it into a supportive prompt for the board chair: an engagement snapshot, the members worth checking in with (with a tactful suggested approach for each), what is going well, and a few ideas to lift engagement.
Disengagement is easiest to fix early, before a member quietly drifts away. It is framed as a nudge, not a scorecard, and it is for internal use. Record attendance on your Meetings first, then copy or download as Word.
Governance Self-Assessment Analyzer
Under AI Automations. Paste the results or notes from a board self-assessment (ratings, comments, or your own summary) and the app produces an analysis: the themes the assessment shows, strengths to build on, the areas to strengthen in priority order, and a 6 to 12 month action plan with owners and rough timing.
Many boards run a self-assessment and then do nothing with it; this turns it into a plan. Internal use; copy or download as Word for your board development discussion.
Succession Plan Drafter
On the Succession page. Set up a position (starting with your Executive Director), note the incumbent, an emergency interim, a planned successor, and a timeline, then click Draft full plan with AI. The app turns your inputs into a complete written succession plan covering both emergency succession (an unexpected departure) and planned succession (a thoughtful transition).
Succession planning is a core board responsibility most small boards postpone. This gives you a real document to react to and refine. Internal use; copy or download as Word.
ED Evaluation Summary Drafter
On the ED Evaluation page. Work through the annual review process (the page walks the chair through it step by step), fill in the worksheet (goals and criteria, strengths, areas for growth, next-year goals, and the compensation decision), then click Draft evaluation summary (AI). The app turns your notes into a professional evaluation summary with a purpose-and-process opening, performance against goals, balanced strengths and growth sections, and a compensation review paragraph written for your governance record.
It uses only what you wrote, never invents accomplishments or criticisms, and marks anything missing as [to confirm]. The documented compensation process supports your Form 990 Part VI answers. Internal use; copy, print, email, or download as Word from the export window.
Notes compiler. The same page also collects year-round input: paste notes from any number of board members (tagged by contributor) or upload a notes document (.docx, .pdf, or .txt), then click Compile notes into the worksheet (AI). The AI synthesizes every contributor's notes into draft worksheet sections, themes rather than quotes, flagging where contributors disagreed, and shows you a review window where you edit and choose what to apply before anything is written to the worksheet.
Continuity Plan 30-Day Drafter
On the Continuity Plan page. Fill in the four inventories (accounts and logins, keys and equipment, relationships that depend on one person, recurring duties) and the first-30-days worksheet, then click Draft the 30-day plan (AI). The app writes a day-one, first-week, first-month plan for the board: who is told and who takes charge, how money and accounts stay accessible, which relationships must hear from you, and which duties cannot slip, followed by a short list of what the board still needs to record.
It uses only what you entered. It never invents names, accounts, funders or amounts, and wherever something is missing it leaves a [bracketed] placeholder for you to fill. It never states or guesses a credential; it only refers to where a credential is recorded. A review window lets you choose whether the draft replaces or adds to the plan text already on the page. Internal use; build the full continuity plan document from the same page for Copy, Word, Print, Email or Save to Library.
Annual Budget Compiler
Under AI Automations. Assembles every committee's budget request into one consolidated draft annual budget the board can review and adopt. Set your organization name and the fiscal year at the top, both modes use them. The important design rule: every total is computed by the app, never by the AI. Per-committee totals, category subtotals, the grand total, the revenue total, and the surplus or gap are all calculated by code, and the AI is only allowed to write narrative around those exact figures.
Paste-in compile. Add a row per committee and paste each budget request as text, then click Compile draft budget. Because pasted amounts cannot be verified by the app, the compiled draft clearly flags those sections with an "[Amounts from pasted text: verify]" caveat and states no totals for them. Your rows are saved on your device.
Auto-collect. Committee chairs submit structured budget requests straight to you from the Committees app, using its Committee Budget Request automation, addressed to your sign-in email. Click Load submitted budget requests to see a checklist with each committee's code-computed total and a running grand total of whatever you have ticked. Compile selected builds the consolidated draft from the original line items, fully computed.
Revenue and gap analysis. Add projected revenue sources (dues, events, grants) in the small revenue table; it is included in both compile modes. The draft then shows the computed revenue total and a computed surplus or gap, with narrative options to close any gap. The document ends with a draft board resolution in whereas/resolved form, adopting the budget with your organization name, fiscal year, and the exact computed grand total filled in, plus next steps.
Reminders. Uses the same committee-chair roster as the Board Report Compiler above. After you load submitted budget requests, the card shows which roster committees have not submitted one yet, and you can nudge them all at once with a budget-specific reminder that names the fiscal year. The card's 📅 Reminder Schedule panels can also email you automatically on your annual budget kickoff date, plus two more annual nudges: Year-end summary season (default January 10, time to assemble year-end summaries) and Form 990 review (set it ~6 weeks before your filing deadline; calendar-year orgs file by May 15).
Spending & Invoice Approval Policy
Under AI Automations. Drafts a tiered spending and invoice-approval policy plus a quick-reference approval matrix. You set the inputs: your organization name, a tier-1 amount (default $500) and approver (default "any one officer besides the Treasurer"), a tier-2 amount (default $2,500) and approver (default "Finance Committee chair"), what always goes to the board (default: amounts over tier 2, new contracts, anything multi-year), your authorized signers, a backup approver, and any notes. The output opens in the usual document editor with copy, text, print, Word, and email export. Two universal rules are written into every draft: no one approves their own reimbursement, and no one approves a payment to a related party.
Invoice Approval Log. The same card includes a client-side tracker: log each invoice (date, vendor, amount, budget line, budgeted or not) and the app computes the required approval tier from your thresholds (Officer sign-off, Finance Committee, or Board resolution, with unbudgeted items stepping up one tier), then you record the approver, mark items paid or rejected, filter by status, and export the log as CSV. Saved on your device; it is your payment audit trail.
Action-Item Extractor
Under AI Automations. Select a logged meeting or paste its minutes, and the app pulls out a clean list of action items: the task, who owns it, and when it is due. Anything left unassigned or undated is flagged rather than guessed.
This is the fastest way to make sure decisions actually get followed up. Copy it, download as Word, or carry the open items into your next agenda.
Meeting Agenda Builder
Under AI Automations. Enter the meeting date, time, and location, list your new-business topics, and optionally point it at a prior meeting. The app builds a professional agenda from a standard nonprofit template and carries over unfinished items and open action items from the prior meeting's minutes under Old Business.
Review and edit, then copy, download as Word, or email it out with the meeting reminder.
Meeting Minutes Drafter
Under AI Automations. Paste your rough meeting notes and the app returns clean, structured minutes: call to order, attendance, approval of prior minutes, reports, old and new business, motions and votes, action items, and adjournment. If you select a logged meeting, attendance and the quorum check are pulled in for you.
It uses only what is in your notes and marks anything missing (like a second on a motion) as [to confirm] rather than inventing it. Review and edit, then copy, download as Word, or print for your records.
If you captured motions live during the meeting with the Motion Tracker on the Meetings page (each motion, its mover and seconder, the vote tally, and the quorum-checked result), use its Write motions into the minutes button first. That formatted motion record is then pulled into this drafter automatically, so your minutes come out with the formal motions and votes already filled in rather than retyped. See the Live Motion Tracker in the full guide.
Board Member Appreciation
Under AI Automations. Choose a board member and the app drafts a warm note thanking them for their service. Add an optional occasion (a service anniversary, year-end, the close of a project) and the app reflects it; years of service are calculated from their term start date.
Volunteers who feel genuinely appreciated stay engaged and stay longer. Review and edit, then copy, download as Word, or email it.
New-Member Welcome & Onboarding
Under AI Automations. Pick a newly added board member and the app drafts a warm welcome plus a practical first-60-days onboarding plan: what to read, who to meet, and how to get oriented. A good start sets the tone for a board member's whole tenure.
Review and edit, then copy, download as Word, or email it to the new member.
Term-Renewal Outreach
Under AI Automations. Choose a board member whose term is ending and pick one of two drafts: a warm invitation to renew for another term, or a sincere farewell thank-you if they are stepping off. The app uses their role, committee, and term dates, and estimates their years of service from the term start date.
Both are sendable and brandable. Review and edit, then copy, download as Word, or email the member.
Meeting Reminders & RSVP Included
Under AI Automations. Pick an upcoming meeting from your Meetings list and the app drafts a short, friendly reminder: the date, time, and location, a note of what is on the agenda, anything to review or bring, and a clear request to confirm attendance (RSVP). Add an optional line about what to prepare, and you are done.
Getting people to show up is half the battle for a small board. Review and edit the note, then copy it, download it as Word, or email it to your members directly from the app.
Conflict-of-Interest Disclosure Requests Included
Under AI Automations. Choose a board member and the app drafts the annual letter asking them to review the conflict-of-interest policy and complete and return their disclosure. Add an optional return-by date. The tone is warm and non-accusatory, because this is routine good practice for everyone, not a sign of suspicion.
Annual conflict-of-interest disclosure is a basic governance expectation and a question on the IRS Form 990. This is general governance guidance, not legal advice. Review and edit, then copy, download as Word, or email it to the member.