Organization Leader Guide

AidOrbit AI For Organization Leaders

AidOrbit AI is plan-based. Launch includes AI Assist for basic guidance, Orbit adds AI Intelligence for portfolio and Mission decision support, and Galaxy includes the AI Coordinator for cross-program planning. Countdown has no AI features. Organization Leaders can use AI for portfolio risks, approval workload summaries, program health comparisons, and board, donor, or grant-ready impact packages when their role has organization scope.

AI recommendations and drafts are not completed actions. Sensitive steps such as broad communications, requirement decisions, exports, portal visibility changes, and role or capacity changes require human approval.

Use the AI Copilot Prompt Library

Open AI Copilot and use the Prompt Library to start from the outcome you need, such as reviewing portfolio risks, preparing a board-ready report, or understanding an AidOrbit workflow. The library only shows prompts supported by your current persona, organization scope, plan entitlements, and permissions. Use Copilot preferences to choose response detail and suggestion settings; these settings personalize guidance but never broaden what Copilot can access or approve.

On the Organization Leader dashboard, review the AI portfolio briefing before moving into risk, staffing, reports, or communications work. Orbit shows organization-scoped insights for leaders who can view portfolio reports. Galaxy labels the briefing as AI Coordinator when the current plan supports coordinated follow-up planning.

Use the Galaxy AI Coordinator for organization leaders panel to prepare cross-program staffing, readiness, or impact-report plans. Review the generated steps, approve only plans that match authorized organization scope, and stage approved steps through the responsible AidOrbit workflow. The Coordinator does not directly send communications, export reports, change roles, waive requirements, or adjust capacity.

Purpose

Organization leaders use AidOrbit to run organization-wide volunteer operations, manage staff access, publish volunteer-facing hubs, monitor program health, and keep communications aligned. Use this guide when you need to set direction, delegate work, verify readiness, and make sure public-facing volunteer experiences match real operations.

Default Persona Access

Default access is based on the user's assigned persona and scope. A user can have more than one persona, and narrower location, program, Mission, shift, group, or team scopes can further limit what they see.

Persona	Default scope	Default access	Not included by default
Organization Leader	Whole organization	Organization profile and readiness, staff access, billing portal, volunteer hubs, organization communications, organization insights, and organization settings.	Program persona pages such as Missions & Events, program operations, volunteers, tasks, and reports unless the user also has program permissions; AidOrbit platform, support, and billing operations.
Organization Staff	Whole organization operations	Organization operations, volunteer hubs, organization profile and staff views, organization communications, organization insights, and organization settings.	Program persona pages such as Missions & Events, program operations, volunteers, tasks, and reports unless the user also has program permissions; billing management unless the user also has Billing Representative access; platform or support administration.
Billing Representative	Own organization billing	Customer billing portal, plan and usage review, invoices, payment methods, checkout, and billing support materials.	Program operations, volunteer management, Mission management, staff administration, and platform billing administration.
Program Leader	Assigned programs	Program readiness, applicants and training, requirements, program settings, program GoodNearby page, Missions & Events, assigned-program volunteers, communications, incidents, reports, and program staff coordination.	Organization-wide settings, billing, staff administration outside assigned scope, and unrelated programs.
Program Staff	Assigned programs, Missions, shifts, groups, or teams	Day-of attendance, assigned-program rosters, limited volunteer support, requirements view, communications, task queues, incidents, and scoped Mission support.	Program configuration, organization settings, billing, broad reports, and unrelated programs unless separately granted.
Volunteer	Own profile and approved volunteer relationships	Profile, applications, approved programs, eligible Missions, schedule, tasks and forms, credentials, teams, hours, impact, and recognition.	Staff workspaces, other volunteer records, program administration, billing, and organization settings.
Guardian	Linked minor or household context	Guardian consent, required forms, household profile updates, quiet hours, transport notes, and minor-related approvals where configured.	Staff operations, program administration, billing, and unrelated volunteer records.
Donor	Donation and impact context when enabled	Donor-facing impact updates and giving context for supported programs when donor features are enabled.	Donor workspace access is disabled by default in this phase; no staff, volunteer management, billing admin, or platform access.

Visual Map

🏢 Organization setup
  ↓
👥 Staff access
  ↓
📣 Volunteer hubs
  ↓
🧭 Program oversight
  ↓
📊 Reports and decisions

First Things To Confirm

Outcome: know whether your organization is ready for volunteers.

1. Open Organization Profile.
2. Confirm public name, description, headquarters, timezone, and primary contact.
3. Open Organization Staff.
4. Confirm admins, staff, program leaders, and program staff have the right scope.
   • Organization scope covers every location/site, department, program, Mission, shift, role, group, and team inside the organization.
   • Location/site or department scope covers only the child programs, Missions, shifts, communications, reports, exports, and portal edits below that node.
   • Program scope covers the program, its Missions, shifts, program GoodNearby page, reports, exports, and program communications.
   • Group/team scope covers only that roster, team response, group communications, and group reports.
5. Open GoodNearby Site.
6. Preview the draft GoodNearby page, publish when ready, then open the Published GoodNearby page link to confirm the live copy explains how volunteers get started.
7. Open Programs and review schedule, requirements, portal, and communication readiness.
8. Open Insights or Reports and confirm the filters match your organization.
9. Review the dashboard AI portfolio briefing for cross-program risks and recommended follow-up. Use it as decision support; approve sensitive actions in the relevant workflow before AidOrbit changes data, sends communications, or exports reports.
10. For Galaxy plans, open the dashboard AI Coordinator panel, choose a plan type, prepare the plan, approve reviewed steps, and stage only the actions that should move into the owning workflow.

✅ Done when a new volunteer can understand what you do, apply or sign up, and receive clear next steps.

Launch A New Organization

Outcome: start with a free Countdown workspace and move into a verified, resumable organization setup without duplicate records.

1. Go to the public AidOrbit website.
2. Choose the organization registration path.
3. Start with the free Countdown workspace and choose the rollout plan that best fits the organization.
4. Create the Organization Leader account and enter the organization name exactly as it should appear in AidOrbit.
5. Verify the email address from the inbox before expecting protected organization routes to open.
6. After verification, log in and resume Organization Readiness.
7. Save the organization profile, first Program, and GoodNearby Site starter content before sending staff or volunteer traffic into the workspace.

Use this path only for a true Organization Leader. Program-scoped staff should be invited after the organization exists instead of creating a separate launch flow.

Update Organization Profile

Outcome: keep public and operational organization information accurate.

1. Open Organizations.
2. Select Organization Profile.
3. Review public-facing fields: organization name, description, location, service area, website, and contact details.
4. Review operational fields: headquarters, primary timezone, and primary contact.
5. Open Branding and set the organization logo, public GoodNearby page background, primary color, and accent color. These AidOrbit branding values become the default GoodNearby Site branding unless a GoodNearby-specific override is set. Orbit and Galaxy plans can also add a GoodNearby banner image and welcome message; Galaxy can add program and Mission-level branding overrides.
6. Choose a primary contact who is an active AidOrbit user and can respond to staff or volunteer questions.
7. Save changes.
8. Open GoodNearby Site preview to confirm public-facing details still look correct.

📌 Tip: if your organization recently moved, changed programs, or changed leadership, update Organization Profile before updating hub copy.

Add or Review Staff Access

Outcome: make sure each person can do their job without seeing too much.

1. Open Organizations.
2. Select Organization Staff.
3. Find the staff member by name or email.
4. Use Review access to review existing access and effective permissions before adding a new role.
5. To review every program before assigning program-specific access, open Programs, then Overview, and use the program row action to manage staff for the right program.
6. Choose the narrowest role that matches the job:
   • 🏢 Organization Leader: broad organization administration and reporting.
   • 🧰 Organization Staff: cross-program operational support.
   • 🧭 Program Leader: program-specific ownership.
   • ✅ Program Staff: day-of, schedule, volunteer, or communications support within assigned programs.
7. If the role is program-specific, assign the correct program.
8. If the role should be narrower than a program, assign the correct location/site, department, Mission, shift, group, or team scope.
9. Save the assignment.
10. Confirm the effective access panel shows what the user can see before and after the change.

For a new teammate, select Invite teammate and send the invitation to the address they will use for AidOrbit. After they create and verify that account, AidOrbit activates only the organization-scoped role that was invited.

Need broad org control? → Organization Leader
Need cross-program ops? → Organization Staff
Need one program?       → Program Leader or Program Staff
Need one site/team?     → Scoped coordinator or analyst role

Govern Program Lifecycle

Outcome: create and govern Programs without automatically becoming their Program Leader.

1. Open Programs, then Overview.
2. Choose Create program to start a new Program as a draft, or Duplicate to copy a Program's name and description into a new draft.
3. Assign Program Leaders and Program Staff separately before activating the Program. Creating or duplicating a Program does not grant you Program Manager access.
4. Use Pause to stop new operational activity temporarily. Use Resume only after the Program is ready to operate again.
5. Use Archive only when the Program is permanently out of active operations. Archived Programs remain available for records and reporting and cannot be reopened; create or duplicate a new Program if service resumes.

Duplicate Programs never copy Missions, Volunteer records, staff assignments, portal content, communications, or operational history. This keeps the new Program's records and access decisions intentional.

Remove or Adjust Staff Access

Outcome: prevent stale or excessive access.

1. Open Organizations.
2. Select Organization Staff.
3. Find the user and open Review access.
4. Review active assignments and expiration dates.
5. Remove access that no longer matches the person's role.
6. Enter a reason before revoking scoped access so the change is captured in the audit trail.
7. Replace broad roles with narrower program-scoped roles when appropriate.
8. Save changes.
9. Confirm the user's effective access no longer includes the removed scope.

✅ Monthly habit: review admin access, inactive staff, temporary assignments, and people who changed teams.

Review Archived Programs

Outcome: keep retired program records available without showing them in active operations.

1. Open Programs.
2. Select Overview.
3. Use Archived Programs at the bottom of the page to review retired programs.
4. Confirm archived programs no longer appear in active program lists, Mission views, event calendars, or staff setup flows.

Transfer Organization Ownership

Outcome: move broad Organization Leader control to the true organization owner after a setup or trial handoff.

1. Open Organizations.
2. Select Organization Staff.
3. Confirm the person receiving ownership is already an active organization member.
4. Use Review access when you need to inspect their current scoped permissions or recent access history before the handoff.
5. Select Transfer ownership for that person.
6. Confirm the handoff.
7. Review the staff list to confirm the new owner is Organization Leader and the previous owner is Program Leader.

Use Review access instead when the person only needs a narrower staff role or program-scoped access.

Suspend Or Disable Staff Access

Outcome: pause or remove organization access with a clear audit trail.

1. Open Organizations.
2. Select Organization Staff.
3. Find the staff member.
4. Change the status to Suspended or Disabled.
5. Enter the reason for the change.
6. Load recent access activity if you need to confirm recent assignments, revocations, or ownership changes.
7. Confirm the user no longer has organization access until reactivated.

To restore a suspended or disabled person, change the status back to Active; their prior organization role and captured Program memberships are restored. To permanently remove a person's access to this organization, use Remove, confirm the prompt, and record the reason. Removal revokes organization and Program access but does not delete the person's AidOrbit account.

Require Staff Multi-Factor Authentication

Outcome: require an authenticator app before staff use protected organization or Program workflows.

1. Open Organizations, then Organization Settings.
2. Open Volunteer Profiles.
3. Turn on Require two-factor authentication for organization and program staff and save.
4. Tell affected Organization Leaders, Organization Staff, Program Leaders, and Program Staff to log in and complete authenticator-app setup in Account Settings.

When the policy is enabled, a staff member who has not enrolled yet is directed to Account Settings after password login; AidOrbit does not ask for an authenticator code until setup has been confirmed. Staff must finish enrollment before continuing protected staff workflows. AidOrbit supports Google Authenticator, Microsoft Authenticator, and 1Password. Volunteers are not included in this organization policy.

Publish a Volunteer Hub

Outcome: give volunteers a clear public path from interest to action.

1. Open Organizations.
2. Select GoodNearby Site.
3. Review organization-level hub content.
4. Review featured programs.
5. Confirm the hub and program previews use the organization logo, banner image, public messages, primary color, and accent color without AidOrbit header or footer branding.
6. For each featured program, confirm:
   • what the program does,
   • where volunteers serve,
   • who can participate,
   • what requirements apply,
   • what the volunteer should do next.
7. Open preview.
8. Read it like a first-time volunteer.
9. Fix unclear copy, missing contact details, stale program details, missing Orbit/Galaxy brand assets, or unpublished programs.
10. Publish when the preview matches real operations.
11. Open the Published GoodNearby page link and confirm the live page matches the approved content.
12. Use Embeddable Mission widget to generate the list, grid, or calendar iframe for the organization website.
13. Add only the approved website origin before generating the embed code.
14. Open the widget and confirm each Mission links back to the public GoodNearby page with source attribution.

Visitor lands 🌐 → understands mission 💡 → sees fit ✅ → applies or signs up 🚀

Check Program Readiness

Outcome: know whether each program can safely accept and manage volunteers.

1. Open Programs.
2. Select the program or program workspace.
3. Review schedule health and upcoming missions.
4. Review attendance and day-of readiness for active or near-term missions.
5. Review applicants, onboarding, credentials, and training.
6. Review program communications and recent messages.
7. Review portal and program settings.
8. Assign a staff owner to every blocker.

✅ Done when the program has a current schedule, clear requirements, assigned staff, and no unowned readiness blockers.

Monitor Volunteers and Requirements

Outcome: understand whether your volunteer base is ready to serve.

1. Open Volunteers.
2. Review roster health and profile completeness.
3. Open Readiness or Credentials to find missing waivers, trainings, certifications, or background checks.
4. Open Skills and Availability to see whether volunteers match upcoming mission needs.
5. Open Recognition or Impact to review hours and engagement.
6. Follow up with staff owners on gaps that affect active programs.

Send Organization-Wide Communications

Outcome: send one clear message to the right audience.

1. Open Organization Communications.
2. Choose the audience.
3. Write the message in plain operational language: what changed, who is affected, when it matters, and what to do next.
4. Review the recipient count.
5. Check recent messages to avoid duplicates.
6. Send or schedule the message.
7. Monitor replies, failed delivery, or follow-up tasks.

📣 Use organization communications for broad policy, seasonal, cross-program, or leadership updates. Use program communications for program-specific schedule, training, or mission instructions.

Review Organization Billing

Outcome: confirm plan, invoice, payment, and usage details without exposing billing data to program-scoped staff or volunteers.

1. Open Billing Portal.
2. Review current plan, invoice status, billing contacts, and usage details.
3. Use Stripe-hosted payment method actions when payment details need to change.
4. Confirm customer billing access is assigned only to Organization Admins and Billing Representatives.
5. Review internal SMS costs only with authorized billing users.
6. Escalate contract, waiver, credit, free SMS, or invoice accuracy questions to AidOrbit billing support.

Build a Leadership Report

Outcome: prepare a report for board, funder, executive, or internal planning conversations.

1. Open Reports or Organization Insights.
2. Choose the reporting period.
3. Confirm whether the report is organization-wide or program-specific.
4. Use the Organization Leader Program Portfolio Google Data Studio report when you need cross-program Mission volume, capacity health, participation, hours, and incident signals.
5. Use the Organization Leader Staff Coverage Google Data Studio report when you need to confirm every program has leadership and approval coverage.
6. Review participation, hours, attendance, applications, cancellations, and readiness trends.
7. Investigate unusual changes before sharing the report.
8. Export or schedule the report if you need a recurring rhythm.
9. Add context before forwarding: what changed, why it matters, and what decision is needed.

Governance Checklist

• ✅ Review admin access monthly.
• ✅ Review public GoodNearby page content before campaigns or seasonal launches.
• ✅ Review program readiness before major events.
• ✅ Review inactive staff and stale program assignments.
• ✅ Review reports before sharing externally.
• ✅ Review data privacy settings when policies, funder requirements, or public workflows change.
• ✅ Mark organization-wide Volunteer profile fields as required only when a missing answer should block Mission shift signup, and use staff-only or volunteer read-only when leaders must maintain the value.

Common Questions

Why can a staff member not see a page?

Check whether they are organization staff, program leader, or program staff. Program-scoped roles may need a program assignment before they can open program workspaces.

Where do I update public-facing organization information?

Use Organization Profile for organization identity and GoodNearby Site for public portal content.

When should I use Organization Communications instead of Program Communications?

Use Organization Communications when the audience spans multiple programs or the message is about organization-wide policy, announcements, or priorities.