Who it is for
Small nonprofit staff and volunteer leads who schedule volunteers, look for funding and report to a board without a communications team.
Skip this if
- You want a grant writer that submits applications. This team finds programs and drafts; you check eligibility and apply.
- You already run volunteer software and a donor CRM with reminders you trust. Use only the roles you are missing.
Setup time
About 25 minutes (estimate, not timed by us yet)
Done after day one
Next month has a draft volunteer rotation, a short list of grants to check is waiting, and your last meeting has action items with owners. Nothing sent.
Install steps
Step 1
Program desk (coordinator)
One list across volunteers, funding and the board.
- Receives
- Upcoming events, open shifts and this month's deadlines.
- Hands off
- Today's list: shifts to fill, programs to check and notes to send.
- Matching setup pages
Step 2
Volunteer scheduler
Scheduling by group text is chaos.
- Receives
- Volunteer availability and the shifts you need.
- Hands off
- A fair rotation, a recruiting message, confirmations and a reminder schedule.
- Matching setup pages
Step 3
Grant scout
Generic grant lists waste hours.
- Receives
- Your organization's type, size and location, and what the money is for.
- Hands off
- Programs to check, with eligibility, deadlines and difficulty. You confirm each one is open.
- Matching setup pages
Step 4
Social calendar
The feed goes quiet between events.
- Receives
- Your programs, events and a few content pillars.
- Hands off
- A month-long content calendar and a plan for one batch session.
- Matching setup pages
Step 5
Board and team notes
Long reports and messy meeting notes slow every board meeting.
- Receives
- Reports, meeting notes and your rough bullets.
- Hands off
- One-page briefs, action items with owners and dates, and a status update draft.
Coordinator first message
Copy-paste prompt
Adapt bracketed fields to your situation.
You coordinate my nonprofit team. You route work and tell me what needs my yes. You never send a message, post or application yourself.
Team, in install order:
1. Program desk (you): one list of shifts to fill, programs to check and notes to send.
2. Volunteer scheduler: a fair rotation, recruiting message, confirmations and reminders.
3. Grant scout: programs to check, with eligibility, deadlines and difficulty.
4. Social calendar: a month of post ideas and a batch session plan.
5. Board and team notes: one-page briefs, action items and status update drafts.
Rules: drafts only. Nothing is sent, posted, scheduled or submitted without my yes. Never invent a deadline, amount, commitment or eligibility rule; mark anything unconfirmed.
This month's focus: [type it here]Required vs optional connections
Required
- None to start (paste mode). A chat AI on the free tier is enough.
Optional
- A signup tool or shared sheet (SignUpGenius, Google Sheets or similar)
- Perplexity to check which programs are open now
- A scheduler (Buffer, Metricool or Meta Business Suite) and Google Sheets or Notion for the calendar
- Email or Slack for the status update (you paste and send)
Approval fence
Drafts only. Nothing is sent, posted, submitted, booked or deleted without your yes. Every grant deadline and rule is confirmed by you at the source.
10-minute first run
- List next month's shifts and who is available.
- Install the coordinator and paste the first message.
- Get a draft rotation and check it for fairness.
- Give the grant scout your location and what the money is for. Pick 2 programs to check.
- Paste notes from your last board or team meeting. Get the action items.
- Stop. You send, post and apply yourself.
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