AI Automations Guide

Most contact software writes a nice message about nobody in particular. This one only knows what your team wrote down, which is exactly what makes it useful: it turns a logged history into the next message, and it refuses to invent a relationship you do not have.

How AI Automations Work

Open AI Automations from the sidebar, directly under All people. You can also draft from inside any person's record, in the Draft a message with AI card, which is usually where you want it: you are already looking at the history it is about to read.

  • It reads the record, not the internet. Every draft is built from that person's interaction log in this app, their open tasks and appointments, and, if they are also a donor or a volunteer, their giving or hours as those apps report them.
  • Nothing sends by itself. The draft opens in an editable window. You read it, change it, and then copy, download, print, or email it.
  • Every output carries the standard toolbar: Copy, Word, Text, Print, and Email to any address.
  • Pricing: included with your All In One Nonprofit All-Access subscription.
Where the words come from. If your log says "Alicia can take an extra pallet on Thursdays, wants a week's notice," the draft will say that back to her with the date you said it. If your log is a row of blank notes, the draft will be thin, and honestly so. The quality of what comes out is the quality of what your team writes down.
Relationships & Follow-up

Follow-up and Catch-up Drafter

The one automation in this app, and the one that makes a shared contact record worth keeping. Choose a person, say what the message is for, and it writes the next message from their history.

What it is for

  • Follow up on our last conversation. The default. It picks up the thread where the log left it, with the date.
  • Reconnect after a quiet stretch. For the partner or donor nobody has called in five months. It acknowledges the gap without making anyone feel bad about it.
  • Thank them. Only for something the record actually shows.
  • Make a specific ask. Tell it the ask in the optional box; it builds the case from what you already know about them.
  • Confirm a detail. The short, practical message: the delivery window, the meeting time, who to ask for at the door.

The optional Anything else it should say box is where you put the thing that is in your head but not in the log: the date you can offer, the amount you are asking for, the thing you promised. It uses what you type there and does not embellish it.

Email, Call Plan, or Text

The same history, shaped three ways.

  • Email gives you a subject line and a message of roughly 120 to 220 words, ending in one clear next step.
  • Call plan is not a script to read aloud. It is the page you glance at while the phone rings: why you are calling, what you already know with dates attached, the questions to ask, what to say if they say yes, what to say if they say not now, and the next step to log afterward.
  • Text message is one message under 320 characters, plain, with no sign-off block.
The call plan is the one worth trying first if you are skeptical. It is the difference between calling a partner agency cold and calling them already knowing that their second cooler came online in May and that Tuesdays got tight when the school route started.

What It Will Not Do

These limits are deliberate, and they are the reason the drafts are safe to send.

  • It will not invent a conversation. No meetings you did not have, no promises you did not make, no dates that are not in the record.
  • It will not thank anyone for a gift, a shift, or a favor the data does not show. This is the mistake that costs you a donor, so it is written into the instructions twice.
  • It will not fill a gap silently. Where a detail is missing that only you can supply, it leaves a [bracketed] placeholder. Search the draft for a square bracket before you send.
  • It will not fake a history that is not there. Draft for somebody with an empty log and it says plainly that this is a first note, then writes a short honest one.
Read it before you send it. This is a draft, written by a machine, about a real relationship you own. Check the names, check the dates, and replace anything in brackets. The Contact Manager keeps the record; you keep the judgment.

Getting Better Drafts

  • Log the substance, not the fact. "Called Alicia" gives it nothing. "Alicia can take an extra pallet Thursdays now the second cooler runs, wants a week's notice" gives it everything.
  • Write the note as if somebody else will read it, because somebody else will, possibly the AI, possibly your successor.
  • Log the promise. If you said you would send the schedule, put that in the note. The draft will pick the promise back up.
  • Use follow-up dates. An open follow-up tells the draft there is unfinished business and what it is.
  • Fix the record first. If the log is wrong, the draft will be wrong, and confidently. Correct the entry, then draft.

All automation output is a draft for a human to review, not finished correspondence and not professional advice. The Contact Manager is part of All In One Nonprofit. See also the User Guide, the Walkthrough, and your savings dashboard.