AI Automations Guide
The Technology app can draft your technology plans, policies, budgets, website copy, announcements, and reminder emails for you. You review and edit everything before it goes anywhere. This guide covers each automation, listed A to Z.
How AI Automations Work
All 17 automations live on the AI Automations page in the left menu of the app, grouped by the plan tier they will belong to after beta (Autopilot Max, Autopilot Pro, Autopilot, Included). Each card shows a colored plan chip; tap a card header to open it.
The same safe pattern every time
Nothing is ever sent or published automatically. Each automation pulls from data you have already entered (your stage, assessment answers, tool inventory, and website worksheet), plus a short form on the card, and drafts a document on request. The draft opens in an editor where you can edit the text, then Copy it, download it as Text or Word, Print it, or Email it to any addresses you choose. You are always the final approver.
Signing in, beta access, and plans
AI drafting works whenever you are signed in to your Build Your Club account (the Google sign-in on the app, or at the member portal, app.buildyourclub.com, where every app you own appears in one place). It is free during beta, then becomes part of a paid plan; see current plans on the pricing page. The plan chips on each card show where each automation will sit after beta.
What the AI will and will not do
- It uses your stage, your assessment answers, your tool inventory (names, costs, owners, renewal dates), and your website worksheet to make documents specific to you.
- It does not invent figures or account names you have not provided. Where numbers must be exact (the budget, the renewal calendar), the app assembles them from your table; the AI writes around them.
- Drafts never use em dashes, matching the house style.
- If an endpoint is still coming online, the app says so plainly and keeps your inputs saved so you can run it again later.
A filled-in assessment and tool table yield a plan that reads like a consultant spent a day with you. Empty inputs yield a generic outline. Ten minutes on the assessment first pays for itself.
✨ Data Privacy Quick-Assessment Beta
AI feature, Autopilot Pro tier. Free during beta, then part of a paid plan. See plans.
What it does: reviews how your organization handles donor and volunteer data and returns plain-language risk flags, each with a practical fix.
What it needs: a short description of where donor and volunteer data lives today (spreadsheets, Drive folders, payment platforms), plus your stage and assessment answers.
What you get: an internal review document: what data you hold, where it is exposed, which risks matter at your size, and the fix for each, in priority order. It is a practical first pass, not legal advice. Export it for the board or your next privacy conversation.
✨ Domain & Renewal Reminder Emails Beta
AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.
What it does: drafts the reminder notices to whoever owns each account that is coming up for renewal, so the domain never silently expires.
What it needs: your Tech Plan & Budget table with renewal dates and owners filled in, plus how far ahead to look (30, 60, or 90 days).
What you get: ready-to-send reminder emails, one per renewing item, addressed to the responsible person, with the renewal date, the cost, and what happens if it lapses. Use the Email button to send them straight from the editor.
✨ Email Signature Generator Beta
AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.
What it does: generates a consistent, professional email signature block for your whole team.
What it needs: name, role, optional phone, and your website.
What you get: a clean signature block (and guidance for pasting it into Gmail or Outlook settings) so every message from your organization carries the same professional footer. Run it once per person, or share the pattern.
✨ Password Policy One-Pager Beta
AI feature, Included tier. Free during beta, then part of a paid plan. See plans.
What it does: drafts the minimal sane password policy for an organization your size, ready to adopt at the next board meeting.
What it needs: your organization name and stage. That is all.
What you get: a one-page policy covering unique passwords, the password manager, 2FA on email and bank, how shared logins are handled, and the two anti-phishing house rules (money never moves on email alone; never log in from an email link). Short enough that people actually follow it.
✨ Quarterly Tech Check-up Digest Beta
AI feature, Autopilot Max tier. Free during beta, then part of a paid plan. See plans.
What it does: re-scores your tech readiness, flags upcoming renewals and expirations from your tool table, and drafts the whole thing as an email-ready quarterly digest. Scheduled automatic delivery ships with this tier.
What it needs: your assessment answers and tool inventory; optionally, who the digest should be addressed to.
What you get: a quarterly summary the board can absorb in two minutes: current grade, what changed, what renews soon, and the one or two actions for the quarter. The quiet heartbeat that keeps tech from drifting.
✨ Tech Budget Draft Beta
AI feature, Autopilot Pro tier. Free during beta, then part of a paid plan. See plans.
What it does: builds an annual technology budget from your tool inventory and stage, with free nonprofit-program swaps highlighted anywhere you are paying retail.
What it needs: your Tech Plan & Budget table; optionally the budget year label.
What you get: a budget document with line items from your real costs, a hardware-replacement line, a contingency, and a savings section ("you pay $X for this; the nonprofit program covers it free"). Paste it into the annual organizational budget.
✨ Tech Help Request Drafter Beta
AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.
What it does: turns "it's broken" into a clear, answerable request to a vendor or volunteer.
What it needs: the problem in your own words, and optionally what you already tried.
What you get: a structured request: what happened, when it started, the exact error text, what was tried, and what "fixed" looks like. Specific requests get fast help; this writes them for you. Email it straight from the editor.
✨ Technology Plan Compiler Beta
AI feature, Autopilot Max tier. Free during beta, then part of a paid plan. See plans.
What it does: the flagship. Compiles your full annual technology plan from your assessment answers and tool inventory: current state, gaps, recommendations, budget table, account ownership map, and renewal calendar.
What it needs: a completed (or mostly completed) Tech Readiness Assessment and a filled-in Tech Plan & Budget table. Optionally, anything special the plan should address this year.
What you get: the multi-section, board-ready document that would otherwise take a volunteer four hours or a consultant four hundred dollars. Edit, export to Word, and put it in front of the board.
✨ Technology Policy Pack Beta
AI feature, Autopilot Max tier. Free during beta, then part of a paid plan. See plans.
What it does: drafts a compiled policy document for the board binder: acceptable use, device policy, and account/offboarding policy, sized to your stage.
What it needs: your organization name and stage; optionally anything specific to include (volunteer-owned devices, event laptops, and so on).
What you get: three short, adoptable policies in one branded document, written for a small organization rather than scaled down from a corporation. Pair it with the Document Retention & Security app, where the rest of your policy binder lives.
✨ Tool Stack Gap Analysis Beta
AI feature, Autopilot Pro tier. Free during beta, then part of a paid plan. See plans.
What it does: compares the tools you actually use against the stage-appropriate stack and recommends what to add and what to drop, with the annual cost impact of each move.
What it needs: your tool inventory and stage; optionally, any tools you use that are not in the table yet.
What you get: an internal analysis: gaps to fill (often with free options), overlaps to cut, and the net budget effect. The honest second opinion before any new purchase.
✨ Top-3 Quick Wins Beta
AI feature, Included tier. Free during beta, then part of a paid plan. See plans.
What it does: picks the three highest-impact fixes from your stage and assessment answers and writes one practical paragraph on each. The free taste of what the paid tiers do.
What it needs: your stage and at least a partly completed assessment.
What you get: three paragraphs you can act on this week, each pointing at the tab in the app that walks you through the fix. Run it after every re-assessment to see what rises to the top.
✨ Vendor / Tool Comparison Brief Beta
AI feature, Autopilot Pro tier. Free during beta, then part of a paid plan. See plans.
What it does: you name two or three tools you are weighing; it drafts a one-page comparison brief for the board.
What it needs: the options, and what job the tool needs to do.
What you get: a side-by-side brief: costs, fit for your stage, the maintenance question (who will run it in eighteen months?), and a recommendation. Board-meeting ready, exportable to Word.
✨ Volunteer Tech One-Pager Beta
AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.
What it does: drafts the "how we use email, files, and passwords here" orientation sheet for new volunteers, tailored to your stage and actual tools.
What it needs: your stage and tool inventory; optionally anything volunteers specifically need to know.
What you get: a friendly one-pager covering where files live, which addresses to use, how shared logins work, and the two security house rules. Print it into every volunteer welcome packet.
✨ "We've Moved to Professional Email" Announcement Beta
AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.
What it does: drafts the announcement of your new professional email addresses in two versions: one for the board, one for your community list.
What it needs: the new domain and the addresses to announce.
What you get: both announcements, warm and short, with the new addresses, why the change happened, and what (nothing) recipients need to do. The migration day in the Email & Domain Setup walkthrough tells you exactly when to send them.
✨ Website Audit Action Plan Beta
AI feature, Autopilot Pro tier. Free during beta, then part of a paid plan. See plans.
What it does: takes the results of your free Website Audit from buildyourclub.com and turns them into a prioritized, plain-language fix plan with effort estimates. The direct bridge from the homepage audit tool into this app.
What it needs: the audit results pasted in (or a description of the issues found), plus your stage and website worksheet for context.
What you get: a numbered plan: what to fix first, why it matters in donor terms, roughly how long each fix takes, and which fixes a volunteer can do versus which need the builder's support pages. No jargon survives the translation.
✨ Website Content Refresh Chain Beta
AI feature, Autopilot Max tier. Free during beta, then part of a paid plan. See plans.
What it does: reviews your saved one-page website content and drafts updated copy: programs, impact numbers, board list. It is designed as a chain: a follow-up reminder keeps nudging until the refresh is actually published.
What it needs: your website worksheet, plus what has changed since the site went up.
What you get: refreshed page copy ready to paste into your builder, structured exactly like the one-page template, so staleness (the most common credibility leak on small nonprofit sites) never sets in.
✨ Website Copy Drafter Beta
AI feature, Autopilot tier. Free during beta, then part of a paid plan. See plans.
What it does: drafts your About Us, mission statement, and donate-page paragraphs from your organization profile and website worksheet.
What it needs: your website worksheet answers; optionally a tone preference.
What you get: warm, donor-facing copy for the three sections every small nonprofit site needs, with your real programs and numbers woven in. For deeper marketing copy, the Marketing app goes further; this drafter covers the website essentials.
Questions?
The full app walkthrough lives in the Technology & Digital Services User Guide, including the Your Technology Workflow table mapping every automation to the stage of the work where it fits.
Build Your Club, LLC · buildyourclub.com
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