All In One Nonprofit · Operating manual

The Platform Workflows

Where to start and what to do, by role. The 25 apps do the work; this page is the operating manual that connects them: your first week, your monthly rhythm, and your annual rhythm, with the workflows that tie them together.

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Getting started (everyone)

Whatever your role, the on-ramp is the same five steps. Most people finish them in under fifteen minutes.

First, set up your organization. This is the same checklist you see at the top of your My Organization page. Do them in any order after the first:
  1. Create your organization on the My Organization page: name your nonprofit and start your workspace.
  2. Invite your team and board from that same page. Colleagues on your organization's email domain join automatically; others use an invite code.
  3. Connect online donations in Donor Management, under Organization Settings then Online donations, so gifts go straight to your own account.
  4. Connect your email tool in the Technology app, under Communications, for newsletters and email campaigns.
  5. Open your first app and try it. Your launchpad lists everything you have.

Then get to work. Wherever you start, these five habits make the platform pay off:

1Sign in once

Go to the member portal at app.allinonenonprofit.com and sign in with Google. The "My apps" launchpad lists everything you have.

2Open your suite's tools

Pick the suite that matches your job (formation, governance, operations & compliance, fundraising, or Executive Director & Board) and open its tools from the launchpad.

3Enter your basics once

Add your organization name, EIN, letterhead, and signature in Settings. Each app remembers, and your documents come out branded automatically.

4Let the AI draft

Open the AI Automations tab in any app (20+ tools have one) and let it draft your routine letters, plans, minutes, and reports. You review everything before it's used. See pricing for details.

5Check your Predictions

Ten apps now have a Predictions tab (under the Dashboard) that flags what needs your attention from your own data: donors about to lapse, members up for renewal, filings at risk, volunteers drifting away, indicators behind target, board seats coming up, and more. Every score shows the reasons behind it, and a one-click AI brief turns it into a short action plan. The scores and the AI brief are both included with the All-Access subscription.

Board member or volunteer, not the operator? You have your own passwordless home: the Member Portal. Enter your email, click the one-time link, and you land on one page that shows everything that involves you: documents to sign, your committee and board assignments, upcoming events, the org's shared files, training to complete, and where the strategic plan stands. No password, no app to install.
Not sure which role track is yours? If you run the organization day to day, read Directors & Executive Directors. If you hold a board office, read Officers. If you lead a committee, read Committee Chairs. They overlap on purpose: nonprofits wear several hats.
Looking for the money side? The Nonprofit Finances Workflow walks the whole financial lifecycle, budget through audit, with the tool for each step.

Directors & Executive Directors

Role track 1 of 3

You own the whole machine: governance, compliance, fundraising, and operations. Your job in the platform is to set up the trackers once, then run a steady monthly and annual rhythm. New Executive Director? The Executive Director app has a Getting Started page in its sidebar: a saved, step-by-step first-weeks checklist that links to the right tool at every step.

Your first week

  1. Sign in at the member portal (app.allinonenonprofit.com) and open the "My apps" launchpad. Create or join your team so the board shares one organization profile.
  2. Set up the Compliance Tracker: pick your state(s), confirm which filings apply, and let the deadline calendar populate. This is the single most important fifteen minutes you'll spend.
  3. Run the Tech Readiness Assessment in Technology & Digital Services. You'll get a letter grade and a prioritized fix list, each item points at the tab that fixes it.
  4. If you fundraise, load the basics into Donor Management: your donors and recent gifts, so acknowledgments and year-end statements can be generated from real data.
  5. Open the Executive Director app and work through the First 90 Days and Annual Work Plan worksheets. Its built-in Cadence Calendar gives you a month-by-month routine.
  6. Take the Operations Audit when you have an hour: it baselines your whole organization and hands you a prioritized to-do list tied to the right apps.
  7. Set up Training for your board and volunteers: assign a video and a quick acknowledgment or quiz (start from the ready-made library, board orientation, conflict-of-interest basics, governance 101, volunteer safety), and people complete it from their member portal. Certificates file themselves into your Document Library, and you can require a training before someone registers for an event.

Your monthly rhythm

  • Run the board packet cycle. Committee chairs submit their "Report to the Board" in Committees; the Board Report Compiler in Board Management auto-collects them and reminds stragglers. (See the diagram below.)
  • Send donor acknowledgments for the month's gifts from Donor Management: the letters include the IRS-required language.
  • Check the Compliance Tracker: what's due in the next 60 days, and mark completed filings.
  • Clear pending invoice approvals in the Invoice Approval Log in Board Management: the app computes which sign-off each invoice needs.
  • If you have dues-paying members, open Membership: see who's due to renew in the next 45 days and send the reminders, with your payment link included.
  • If you run a scholarship program, open Scholarship Management: collect applications, score them against your rubric with the selection committee, and record awards, all in one place.

Your annual rhythm

  • IRS Forms Assistant: confirm your Form 990 version, work the checklist, hand a clean package to your filer.
  • Annual Development Report: the compiler in Donor Management rolls a year of gifts and statements into one report.
  • Annual Effectiveness Review: committee self-assessments feed it; schedule it with the board.
  • Annual Report: tell the year's story with impact stats, financials, and donor recognition.
  • Review the strategic plan with the board in the Strategic Progress tracker: each goal shows a live status pulled from your Impact app numbers (on track, at risk, or behind). Add a board update, generate the one-page board report PDF, and the board can watch progress between meetings from their member portal.
  • Collect annual conflict-of-interest disclosures in Board Management: send each director a private signing link by email (no account needed, they type or draw their signature), and a signed disclosure marks that director complete automatically. The signed records file into the Document Library for you.
  • Annual tech plan: the Technology Plan Compiler builds it from your assessment, stage, and budget table.
  • Consolidated annual budget: chairs submit requests from the Committees app, and the Annual Budget Compiler in Board Management assembles the board draft, with computed totals, a gap analysis, and an adoption resolution.

The monthly board cycle

This is the platform's core loop. Committees do the work; the board sees it without anyone chasing email attachments.

The monthly board cycle: committees meet, chairs draft and submit reports, the Board Report Compiler collects them, the board meets, minutes and actions are recorded, compliance items are logged, and the cycle repeats. Committees meet work happens all month Chair drafts “Report to the Board” Committees app Submit one click per chair Board Report Compiler auto-collects the packet Board Management reminds stragglers automatically Board meeting packet in hand, on time Minutes & actions drafted, extracted, assigned Board Management Compliance items logged filings, renewals, resolutions Compliance Tracker repeat monthly THE MONTHLY BOARD CYCLE
The committee-to-board pipeline: chairs submit in the Committees app, the Board Report Compiler in Board Management assembles the packet and reminds stragglers, and compliance items land in the Compliance Tracker.

Officers: President, VP, Secretary, Treasurer

Role track 2 of 3

Each board office has its own playbook module in the Board Officers app, with worksheets and guidance for the role. Start there, then add the two or three apps your office actually owns. Prefer a checklist you can tick off? The Board Officers app has a Getting Started page in its sidebar: pick your role (President / Chair, VP, Secretary, or Treasurer) and work through a saved, step-by-step first-weeks checklist that links to the right tool at every step.

Your first week

  1. Open the Board Officers app and pick your role: President / Board Chair, Vice President, Secretary, or Treasurer. (Executive Directors: your app is here.)
  2. Fill in your role's worksheets in the Board Officers app: onboarding, role agreement, duties and focus, all saved in your browser to revisit anytime.
  3. Read (or generate) the board handbook in the Board Handbook so every officer is working from the same rules.
  4. Sign in at the member portal and join your organization's team so you share the roster and profile.
  5. Bookmark your Member Portal (sign in with a one-time email link, no password): it is your board-member home for documents to sign, your assignments, upcoming events, the org's shared files, any training assigned to you, and the strategic plan's progress.
  6. Complete any assigned training from the portal (a short video plus an acknowledgment or quiz); your certificate is filed automatically.
  7. Skim the Board Management course lessons on meetings and the board's legal duties, especially if this is your first board office.

Per-role pointers

New board chair? Your first week

  1. Learn the role before acting. In the Board Officers app, pick President / Board Chair, read the Role Duties & Focus, and sign your Role Agreement. The chair leads the board, not the organization.
  2. Meet the Executive Director. Set a standing one-on-one in your first two weeks; the Executive Director app has a ready-made Board Chair 1:1 Agenda your ED can bring. This partnership is most of the job.
  3. Get the year on paper. Confirm the meeting schedule and the annual governance calendar: conflict-of-interest signatures, the Form 990 review, officer elections, the ED evaluation, and budget approval. Load the dates into Board Management meetings and the Calendar.
  4. Check terms and succession. Board Management's Terms & Renewals shows which seats and officers turn over on your watch; the Board Officers Succession Plan keeps the handoffs orderly.
  5. Plan the ED evaluation. The chair leads the executive director's annual review on the board's behalf. Board Management's ED Evaluation view walks you through the whole process, from board input to the documented compensation decision the Form 990 asks about.

Who owns what

Who owns what: each officer mapped to their core tools and documents. President: agendas and governance. Vice President: committee oversight. Secretary: minutes and records. Treasurer: 990 and compliance. President leads the board Vice President oversees committees Secretary keeps the record Treasurer guards the money Board Management agendas & meeting flow President module playbook & role guide Board Handbook governance reference Committees charters & oversight VP module playbook & role guide Board Mgmt course chair-in-waiting prep Minutes drafters Board Mgmt + Committees Document Retention what to keep, how long Secretary module playbook & role guide Form 990 Prep annual return + UBIT Compliance Tracker every filing deadline Treasurer module playbook & role guide core tool you'll open weekly supporting reference
Each officer's two or three core tools and documents. Every module includes an in-app playbook and guidance for the role.

Committee Chairs

Role track 3 of 3

Your whole platform job fits one sentence: run good meetings, and turn each one into a one-page report the board actually receives. The Committees app does the heavy lifting.

Your first week

  1. Get added to your committee in the Committees app: ask whoever manages the team roster, or set the committee up yourself if it doesn't exist yet. If you already have a member list, you can import it in one step from the Team page: each committee has an Import members (CSV) button (columns Name, Email, Role).
  2. Check the charter. If your committee has one, read it; if not, generate one from the template library (126 templates) and run the AI charter gap review.
  3. Draft an annual work plan from the work-plan template so the committee knows what it owes the board this year.
  4. Confirm your meeting cadence and put the board packet deadline on your calendar: your report is due before the compiler closes the packet.
  5. Try the minutes drafter once on a past meeting so the after-meeting routine below takes ten minutes, not an evening.

After every meeting

  • Draft the minutes with the minutes drafter in Committees, review, and file them.
  • Draft your “Report to the Board”: decisions made, items needing a board vote, what's next.
  • Submit it to the packet. The Board Report Compiler in Board Management collects it automatically; if you forget, it reminds you.

Once a year

  • Run the committee self-assessment: is the committee doing what its charter says?
  • Send the results upstream: self-assessments feed the board's Annual Effectiveness Review.
  • Submit your budget request: the Committee Budget Request in the Committees app turns your line items into a clean request, totals computed by the app, and sends it to whoever compiles the annual budget.
  • Refresh the charter and work plan for the coming year.

From committee meeting to board packet

From committee meeting to board packet: meet, draft minutes, draft the Report to the Board, submit, the Board Report Compiler auto-collects and reminds anyone who hasn't submitted, and the packet reaches the board. Committee meeting Minutes drafter 10 minutes, reviewed Committees app “Report to the Board” decisions · votes needed Committees app Submit Board Report Compiler Board Management no report yet? automatic reminder Board packet complete, on time, no chasing FROM COMMITTEE MEETING TO BOARD PACKET
The submit / auto-collect / reminder loop: once a chair submits, the compiler does the rest, and nags anyone who hasn't.

Cross-platform workflows

Three more flows that run across multiple tools. Each one starts with a single action and ends with a document your board, your donors, or the IRS actually needs.

The donor flow

Every gift triggers the same chain, and the platform generates each link from the gift record you already logged in Donor Management.

Gift receivedlog it in Donor Management
Acknowledgment lettergenerated with the IRS-required language, on your letterhead
Year-end statementsevery donor's annual giving, compiled in one run
Annual Development Reportthe compiler rolls the year up for the board

The new-org formation journey

If you're starting from zero, the path runs free → guided → filed → compliant.

Free Starter Kitnine quick diagnostics: do you even need a 501(c)(3)? Start free
Nonprofit Formationstate-specific incorporation, articles, and bylaws
IRS Forms AssistantEZ-or-full 1023 wizard, narratives, and the public support test
First-year complianceCompliance Tracker deadlines + your first 990

The technology on-ramp

Start with the free audit before you sign in to anything.

Free Website Audit20 checks + an AI critique, right on the homepage, no account needed
Tech Readiness Assessmentfive plain-language sections in the Technology app; you get a letter grade
Prioritized fixeseach weak answer links to the tab that fixes it, with a concrete first step
Annual tech planthe Technology Plan Compiler turns it all into a one-page plan and budget

The sign-and-file flow

Any governance document that needs a real signature, a conflict-of-interest disclosure, a volunteer waiver, an officer role agreement, a policy acknowledgment, or a PDF you upload, runs the same short loop, and the signed copy lands in your vault without a separate save.

Send for signaturefrom the app, or upload a PDF; each signer gets a private email link
Sign with no accountthe signer types or draws their signature behind a consent check
Signed PDF filedthe finished document drops into the Document Library automatically
Status reconcileda signed conflict-of-interest disclosure marks that director complete on its own

The new board member or volunteer flow

Everyone who is not the operator, board members and volunteers, gets one self-service home. The Member Portal figures out what involves them from your existing rosters; you never build a members-only website.

Share one linkthe member portal; they sign in with a one-time email link, no password
Complete traininga short video plus an acknowledgment or quiz; the certificate files itself into the Document Library
Sign and see assignmentsdocuments to sign, committees, events, and the org's shared files, all in one place
Watch the planthe strategic plan's live progress, read-only, between board meetings
💡 One habit beats all of these: open the AI Automations tab in whichever app you're in. Twenty-one tools have one, and the drafts come from data you've already entered. See pricing for details on which features are included.

Real-world scenarios

A donor just designated their gift. A board member just resigned. An IRS letter just arrived. The Workflow Workflow Scenarios walks through 23 of the moments every nonprofit hits: step by step, with the right app at each step and the classic mistake flagged.

23 walkthroughs in five categories

  1. Money In: designated gifts, grants, stock and in-kind donations, fundraising events, year-end giving, and the donor list lifecycle.
  2. Money Out: vendor invoices, reimbursements and the accountable plan, and hiring your first employee.
  3. Governance: bylaws changes, elections, mid-term resignations, conflict-of-interest season, board onboarding, the handbook, the annual budget cycle, and publishing a newsletter, journal, or books.
  4. People: the member and volunteer lifecycles, each with its loop drawn out.
  5. Compliance & Risk: the annual compliance cycle, audits, expanding to another state, and the first 48 hours when something goes wrong.

Open the Workflow Scenarios →

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