Nonprofit Organisation

A nonprofit server: programs, a volunteer hub, a donors lounge, events, impact updates and a board room of its own.

9 categories
36 channels
9 roles
Medium

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Server structure

Channels

WELCOME CENTRE

our-mission
Who we serve, what we do and how this server is organised. Start here.
how-to-get-involved
Volunteer through the application panel, donate through the link, or just stay and talk in #supporters-chat.
impact-updates
What changed because of this work: numbers, stories, milestones. Follow it from your own server.
newsletter-archive
Every newsletter issue, posted automatically.

PROGRAMS

program-updates
Progress on each program, posted by staff. One thread per program keeps the history together.
program-planningHidden from @everyone
Next quarter's programs, budgets and staffing. Staff, coordinators, volunteer leads and the board.
beneficiary-stories
Stories people have agreed to share, posted by staff with consent on file. Never case notes.
partner-organisations
Who we work with, what each partnership covers and the contact on each side.

VOLUNTEERS

volunteer-hub
Volunteers and their leads. Questions, coordination, thanks.
shift-signups
The week's shifts, one message each. React to sign up; a lead confirms in a reply.
training-and-safeguardingHidden from @everyone
Required training, safeguarding policy and who to report a concern to. Posted by leads and staff.
volunteer-hours-log
Post your hours after each shift: date, program, hours. Leads total them monthly.
Volunteer Briefing

EVENTS

event-lineup
Upcoming events with date, venue and how to take part. Posted by staff.
event-volunteers
Roles needed at each event and who has taken them.
fundraiser-planningHidden from @everyone
Targets, sponsors, logistics and the ask. Staff, coordinators, leads and the board.
event-photos
Photos from events. Only post people who agreed to be photographed.

DONORS LOUNGE

donors-lounge
Donors, staff and the board. Ask anything about where the money goes.
where-your-gift-goesHidden from @everyone
Spending breakdowns and what each program cost, posted by staff.
donor-briefingsHidden from @everyone
Early notice of campaigns, annual reports and events for donors.
Donor Roundtable

COMMUNITY

supporters-chat
Everyone who cares about the cause. Volunteers, donors, staff and supporters together.
share-the-cause
Posts, articles and campaigns worth sharing. Grab the link and pass it on.
questions-for-staff
Ask the team anything. Case-specific questions are answered in private.

VOICE

Open Meeting
Cause Corner
AFK

STAFF ROOM

staff-room
Staff and coordinators. Vetox logs role changes here.
grant-applications
Open grants, deadlines, drafts and who is writing which section.
case-coordination
Coordination between staff on the people we support. Initials only; records live in the case system.
finance-and-reporting
Budgets, restricted funds, reporting deadlines and what the auditor asked for.
Staff Meeting

BOARD ROOM

board-room
Board members and the director. Governance, risk, the director's performance.
board-papersHidden from @everyone
Papers for the next meeting, posted by the director at least a week ahead.
governance-votes
One resolution per message. React to vote; the chair records the result in a reply.
Board Meeting

Roles

Executive DirectorAdministrator
StaffModerator
Program CoordinatorModerator
Board Member
Volunteer LeadModerator
Volunteer
Donor
Supporter

Overview

Built for a charity or community organisation that has staff, volunteers, donors and a board, and needs all four in one server without any of them reading the wrong thing. The Welcome Centre is read-only: #our-mission, #how-to-get-involved, #impact-updates as the announcement channel and #newsletter-archive. Programs shows the work: #program-updates and #beneficiary-stories are posted by staff, #partner-organisations is open, and #program-planning is visible to staff, coordinators, volunteer leads and the board only. Volunteers is hidden from supporters and donors and holds #volunteer-hub, #shift-signups, #training-and-safeguarding as a read-only shelf and #volunteer-hours-log, with a Volunteer Briefing voice room. Events keeps #event-lineup public and #fundraiser-planning private. The Donors Lounge is visible to the Donor role, staff and the board, with #where-your-gift-goes and #donor-briefings posted by staff and a Donor Roundtable voice room. Community is the open floor: #supporters-chat, #share-the-cause and #questions-for-staff. The Staff Room, with #grant-applications, #case-coordination and #finance-and-reporting, is hidden from every non-staff role, and the Board Room is hidden from staff too: #board-papers, #governance-votes and a Board Meeting voice room, visible to Board Members and the Executive Director.

When to use it

Volunteers sign up by email, donors hear from you twice a year, and the board's papers go out as attachments nobody can find. This layout gives volunteers a hub with shift signups and training, donors a lounge that shows where their gift went, supporters a place to talk, and the board a room of its own, while case work and grant writing stay with staff.

What makes it different

Volunteers get a hidden hub with shift signups, a training shelf and an hours log.
The Donors Lounge shows donors where their gift went and is invisible to supporters.
Program planning and fundraiser planning are visible to staff, coordinators, leads and the board only.
The Staff Room keeps case coordination and grant applications away from every volunteer role.
The Board Room is hidden from staff as well as volunteers, with read-only board papers.

Recommended Vetox setup

Applications
Take volunteer sign-ups through Applications in #how-to-get-involved so a Volunteer Lead reviews each one before granting the Volunteer role.
Reminders
Schedule a Reminder in #shift-signups each week when the new rota opens and one in #board-room a week before each Board Meeting.
Notifications
Feed the organisation's newsletter RSS into #newsletter-archive so every issue is kept in the server.
Embed Messages
Pin an embed in #where-your-gift-goes with the latest breakdown of spending so donors get the answer without asking.
Logs
Send Logs to #staff-room so role changes are recorded, since the Donor and Board Member roles each unlock a private category.

Questions

Who can see the Board Room?

Board Members and the Executive Director. The category denies ViewChannel to @everyone and grants it back to Board Member only; the director has Administrator. Staff cannot see it, which is the point of a board.

How do volunteers get in?

They apply through the Applications panel in #how-to-get-involved. A Volunteer Lead reviews the application, and approving it grants the Volunteer role, which opens the Volunteers category with the hub, the signups and the training shelf.

What do donors see that supporters do not?

The Donors Lounge: #donors-lounge for conversation with staff and the board, #where-your-gift-goes and #donor-briefings posted by staff, and the Donor Roundtable voice room. Everything else is the same as a Supporter.

Common mistakes

Posting beneficiary details in #beneficiary-stories without consent; the channel is for stories people agreed to share, not case notes.
Giving the board the Staff role so they can see everything, which puts case coordination in front of people who should not carry it.

Consider instead

Small Business Internal You have no volunteers, donors or board and only need an internal team space.

Do you have any doubts?

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