Nonprofit Automation

Nonprofit Automation — 3-Hour Workshop
Nonprofit Automation From Spreadsheets to Smart Workflows — 3 Hours The Multiverse School 1. Setup & AI Basics — 15 minutes — Create ChatGPT or Claude account — Tell AI about your nonprofit: — • Mission, programs, role — • Communication tone & values — Test: draft donor thank-you email — Test: summarize board notes — Understand tokens & limits → AI knows your org by the end 2. AI for Nonprofits — 25 minutes — Expert personas on demand: — • Grant Writer — • Program Director — • Fundraiser — • Data Analyst — Build reusable prompt templates — Iterative prompting workflow → One AI, many specialists 3. Spreadsheet Analysis — 25 minutes — Upload CSV → instant analysis — Donor: trends, retention, lapsed — Programs: outcomes, demographics — Finance: budget vs actual — Generate board-ready reports — Segment donors by behavior → A day's analysis in 5 minutes 4. First Automation — 35 minutes — Make.com: visual workflow builder — Free tier: 1,000 ops/month — Build the 3-module flow: — Gmail → AI → Spreadsheet — Test with a real email — See it work end-to-end → Your first hands-free workflow 5. Email Triage System — 35 minutes — AI returns structured JSON — Router: branch by email type — Specialized agents per route: — • Fundraiser • Coordinator — • Grant Writer • General — Gmail DRAFTS — you review first — Urgent → team notification → No email falls through the cracks 6. Build Your System — 30 minutes — Map YOUR real process: — What triggers it? — What decisions get made? — What actions follow? — Build → Test → Fix → Deploy — Document for your team → Automate what matters to you 7. What’s Next — 5 minutes — Review what you built today — Free tier: plenty for most orgs — Total cost: $0–5/month — Going further: — • Batch data processing — • CRM integrations — • Advanced routing → Keep building! 10 min break The 3-Module Flow 1. Gmail Trigger Watch inbox for new emails 2. OpenAI (gpt-4o-mini) Categorize: type, urgency, summary Draft a brief reply 3. Google Sheets Log: date, sender, type, urgency, draft Cost: ~$0.05/month for 50 emails/day Free tier handles most nonprofits Email Triage Architecture Gmail: New Email AI: Categorize (JSON) type · urgency · summary · draft Router Donor Inquiry → Fundraiser Agent → Draft Thank-You → Log to Sheets Volunteer Signup → Coordinator Agent → Draft Welcome → Log to Sheets Grant Question → Grant Writer Agent → Draft Response → Log to Sheets General / Other → General Agent → Draft Reply → Log to Sheets Human-in-the-Loop: You review every draft AI drafts → appears in Gmail Drafts → you click Send URGENT items → instant Slack/Matrix notification Never miss a time-sensitive donor or funder inquiry All routes log to Google Sheets — complete audit trail Nothing falls through the cracks Common Nonprofit Automations — Donor follow-up: gift → thank-you draft → log → next touchpoint reminder — Volunteer onboarding: signup → welcome email → orientation info → program assigned — Grant deadlines: calendar trigger → status check → team reminder — Event registration: form → confirm → add to sheet → flag dietary/access needs — Program data: survey → extract → dashboard update → flag anomalies — Board reports: weekly schedule → pull metrics → AI narrative → draft email — Each follows the same pattern: Trigger → AI → Route → Act → Log Spreadsheet Analysis Tips — Upload ANY .csv or .xlsx to ChatGPT/Claude — Ask it to: — • Find the top 3 trends — • Identify donors at risk of lapsing — • Compare this year vs last year — • Segment by giving level — • Generate a board-ready paragraph — • Create a chart or visualization — ChatGPT: better charts & stats — Claude: better narratives & insights Your Build Checklist — ☐ Pick your repetitive process — ☐ Map: trigger → decisions → actions — ☐ Create scenario in Make.com — ☐ Add trigger module — ☐ Add AI extraction module — ☐ Add router (if branching needed) — ☐ Add action modules per route — ☐ Add logging (Google Sheets) — ☐ Test happy path — ☐ Test edge cases — ☐ Turn it on — ☐ Tell your team The Pattern Every automation follows one pattern: Trigger → AI Extract → Route → Act → Log The AI does the thinking. The router does the deciding. The actions do the work. You do the approving. What It Costs — Make.com free tier: 1,000 ops/month — OpenAI API: ~$0.05/month typical — Google Workspace: free for nonprofits — ChatGPT/Claude: free tiers available — Total: $0–5/month — Time saved: 20+ hours/month — ROI: immediate

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