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Grant drafts
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Donor emails
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Time saved
est. at 20 min each
Recent Outputs
Select a tool
Donor & Newsletter Emails
Appeals, updates, and thank-you letters written in your voice.
Grant Writing
Narrative sections, impact statements, and program descriptions.
Board Reports
Clean, professional summaries of programs, finances, and outcomes.
Social Media Content
Engaging posts for Facebook, Instagram, and LinkedIn.
Volunteer & Event Comms
Recruitment messages, reminders, and event announcements.
Donor & Newsletter Email
AI-Powered
◫ Content Library — insert saved snippets
▸
Click any snippet to append it to your context field below.
Generated Content
Grant Writing Assistant
AI-Powered
◫ Content Library — insert saved snippets
▸
Click any snippet to append it to your program description field below.
Generated Content
Board Report Generator
AI-Powered
◫ Content Library — insert saved snippets
▸
Click any snippet to append it to your data field below.
Generated Content
Social Media Content
AI-Powered
◫ Content Library — insert saved snippets
Click any snippet to append it to your feature field below.
Generated Content
Volunteer & Event Communications
AI-Powered
◫ Content Library — insert saved snippets
▸
Click any snippet to append it to your event details field below.
Generated Content
Organization identity
Used in every generation automatically.
Program descriptions
Each program is available as a snippet inside any tool. Include metrics and outcomes for stronger AI output.
Reusable phrases & impact stats
These appear as quick-insert chips inside every tool panel. Great for boilerplate stats, taglines, or impact language you reuse often.
Donor segments
Describe your key donor groups. The AI uses these to tailor tone and messaging when you generate donor emails.
Voice & tone preferences
These preferences are injected into every AI generation to ensure consistent brand voice.
| Grant / Program | Funder | Amount | Deadline | Status | Actions |
|---|
Our Privacy Promise to You
GraceOps is built for faith communities who handle sensitive information — donor names, stories of transformation, and personal ministry data. We designed our platform around a simple principle: your data belongs to your ministry, not to us.
No donor data stored
No data sold or shared
AI prompts are not used for training
You can delete everything, anytime
No ads. Ever.
What we promise
We never store donor information
When you generate donor emails or newsletters, any names, giving amounts, or contact details you type into GraceOps are used only for that generation and are not stored in our database. We treat donor data as sacred to your ministry.
Your content library is yours alone
The mission statements, program descriptions, and snippets you save in your Content Library are stored only in your account. No other organization can see them, and we don't use them to improve our AI models.
AI prompts are not used for training
The text you submit to generate content — your ministry context, program data, grant notes — is sent to Anthropic's Claude API and is not used to train AI models. We've configured our API access with data privacy protections enabled.
No third-party advertising or data sharing
GraceOps is a subscription product. We have no advertisers, no data brokers, and no affiliate data-sharing agreements. We make money when you find the platform valuable — not by selling your information.
Full data deletion on request
You can request complete deletion of your account and all associated data at any time. We'll confirm deletion within 5 business days and send you written confirmation. No waiting periods, no hidden retention.
Transparent about what we do collect
We collect your organization name, email address, billing information (via Stripe, never stored on our servers), and usage data (generation counts). That's it. We use usage data only to improve platform reliability — never for marketing profiling.
Common questions
Can Anthropic (the AI company) see what I type into GraceOps? ▶
When you generate content, your prompt is sent to Anthropic's Claude API. Anthropic's enterprise API terms prohibit using API inputs to train their models. Your prompts are processed to generate a response and are not retained for training purposes. You can review Anthropic's API privacy policy at anthropic.com for full details.
Is GraceOps HIPAA compliant? ▶
GraceOps is designed for nonprofit ministry operations, not healthcare data. We do not handle Protected Health Information (PHI) and are not positioned as a HIPAA-covered platform. If your ministry operates health-related programs, please do not enter PHI into GraceOps content fields.
Who can see our organization's Content Library? ▶
Only users in your organization's GraceOps account can see your Content Library. Your mission statements, program descriptions, donor segments, and voice preferences are private to your account. GraceOps staff do not access customer content libraries except in rare cases with explicit written permission for support purposes.
What happens to our data if we cancel our subscription? ▶
Your account data is retained for 30 days after cancellation in case you choose to reactivate. After 30 days, all account data including your Content Library, grant tracker entries, and account details is permanently deleted from our systems. You can request immediate deletion at any time by contacting support.
Do you share data with churches or partner organizations? ▶
No. GraceOps does not share your data with any churches, denominations, ministry networks, or partner organizations — even those you may have listed in your profile. Your data is strictly internal to your GraceOps account.
How do I request a copy of all data GraceOps holds about us? ▶
Email [email protected] with the subject line "Data Export Request." We'll send a complete export of all data associated with your account within 5 business days in a standard JSON format.
Share this with your board or donors
Consultant Setup Guide
Your step-by-step playbook for onboarding a new nonprofit client onto GraceOps. Follow these SOPs in order — each section takes 5–15 minutes.
1Before the onboarding call — what to gather
Send the client a pre-call questionnaire
Ask them to have these ready before you meet: mission statement (1–2 sentences), primary audience served, city/state, faith tradition or denomination, 2 key programs with 2024 stats (participants, sessions, outcomes), and their preferred email sign-off. The onboarding wizard will use all of this.
Do not skip the pre-call prep
The biggest reason GraceOps outputs sound generic is that the Content Library was filled with vague placeholder text. Specific program stats and a real mission statement are what make every generation useful. If the client doesn't have them ready, reschedule.
Also ask for active grant deadlines
Get funder names, amounts requested, and due dates for any applications in the next 90 days. These go directly into the Grant Tracker during setup — it's one of the highest-value features for first-time users.
2Running the onboarding wizard with the client
Open GraceOps with the client on a shared screen
The onboarding wizard launches automatically on first open. Walk through each of the 5 steps together — don't let the client do it alone the first time. You'll catch incomplete answers in real time.
Step 1 — Organization: fill in every field
Org name, location, mission, faith tradition, and primary audience. Every blank field is a missed opportunity for the AI. The more specific the better — "Men ages 18–55 in Central Texas" outperforms "men in our community" every time.
Step 2 — Programs: include numbers
For each program, include participant counts, session counts, and at least one outcome metric. "47 participants, 38 sessions, 2 professions of faith" produces dramatically better grant and donor content than "our men's group."
Step 3 — Tone: choose carefully with the client
Read each option aloud with the client and ask which one sounds most like them. "Warm & pastoral" vs "Inspiring & bold" produces very different outputs. Also set scripture preference — many faith-based orgs want scripture in donor emails but not in grant applications. For now the setting applies globally; advise them to override per-generation as needed.
After wizard completion: Generate one test piece immediately — a short donor email or social post. Show the client the output before the call ends. Seeing real content in their voice closes the sale and builds confidence faster than any explanation.
3What a successful setup session looks like
Onboarding wizard completed with all fields filled (not left as defaults)
At least 2 programs entered with real stats
3+ snippets added to the Content Library (impact stat, tagline, sign-off)
All active grant deadlines entered in the Grant Tracker
One real piece of content generated and shown to the client before the session ends
Client shown how to navigate the 5 tools and the Output History tab
Time target: A full setup session should take 45–60 minutes. If you're running over 90 minutes the client came underprepared — end the call and reschedule after they gather their program data.
1Why the Content Library is the most important part of setup
Every AI generation pulls from the Content Library automatically. A well-filled library means outputs sound like the org. A poorly-filled library means generic AI text that the client will rewrite from scratch — and then stop using the platform.
The test: After setup, generate a donor email without filling in any context fields. If the output sounds like the org, the library is working. If it sounds generic, go back and add more specific program data and tone notes.
2How to fill each library tab
Organization tab — be specific about audience
The "Primary audience served" field has the biggest impact on output voice. Don't write "community members." Write "Men ages 18–55 in Waco, TX — particularly those who are unchurched, recently incarcerated, or struggling with addiction or isolation." The more specific, the more emotionally resonant the outputs.
Programs tab — always include metrics
For grant writing especially, program descriptions without numbers produce weak narrative. Every program entry should have: participant count, session frequency, year, and at least one outcome. "2 professions of faith" is more powerful than "spiritual growth outcomes."
Snippets tab — start with these 4
Every client should have at minimum: (1) a headline impact stat for the current year, (2) a one-sentence program tagline, (3) a partnership statement naming key churches or partners, (4) a financial stat if available. These become the chips in every tool drawer.
Donor Segments tab — map their actual donor base
Ask the client to describe their top 2–3 donor groups — not by giving level alone, but by relationship to the org. "Long-term church partners," "young professionals who found us through events," "board members who give at year-end." The AI uses these to match tone and messaging when generating donor emails.
Voice & Tone tab — the two fields that matter most
"Language to always avoid" is underused but critical. For faith-based orgs: add corporate buzzwords, guilt-based fundraising language, and overly formal phrasing here. The "Additional voice notes" field is where you capture the org's personality — this is the place to write "We speak peer-to-peer, not top-down" or "Our leaders are vulnerable about their own journeys."
3Library maintenance — what to update and when
Monthly
Update impact stats
Refresh the headline impact snippet with current-year numbers. Stale stats in grant narratives are a red flag to funders.
Quarterly
Review program descriptions
After each program cycle ends, update participant counts and add any new outcomes or partnerships.
As needed
Add new snippets
When a client sends you a quote, story, or stat they want reused — add it as a snippet immediately.
Annually
Full library audit
Before year-end giving season, audit every field. Outdated program data undermines donor trust.
1Setting up the Grant Tracker for a new client
Enter every known grant opportunity on day one
During the setup session, ask the client to name every funder they're actively pursuing or plan to apply to this year. Add each one to the tracker with a status, deadline, and requested amount — even rough estimates. An empty tracker is a missed opportunity; a full one creates immediate visible value.
Use the status field consistently
Teach the client the status workflow: Researching → Drafting → Submitted → Awarded/Declined. The dashboard summary cards update automatically. A client who sees "2 submitted, awaiting response" in their stats row feels the platform is tracking their work — which increases retention.
Show the one-click draft bridge immediately
The "Draft ✦" button on each tracker row is GraceOps's strongest differentiator. During setup, click it on a real grant entry and show how it pre-populates the Grant Writing tool with the funder name, amount, and notes. This single feature typically produces the "wow" moment that closes the consulting relationship.
Notes field is critical for grant quality
The notes field in each grant entry feeds directly into the AI prompt when you click "Draft ✦." Encourage clients to add funder priorities, key contacts, and any requirements here — not just in a separate document. "Focus on scalability narrative. Funder prioritizes faith-community partnerships." produces a dramatically better grant section than an empty notes field.
2Managing the tracker in ongoing retainer engagements
At the start of each month, review the tracker together — update statuses, add new opportunities
Flag any deadlines within 30 days — the red "days left" badge appears automatically at 7 days
When a grant is awarded, update status to "Awarded" and add the report due date as a new entry in the notes
When a grant is declined, add notes on why (if known) — this becomes research for the next application cycle
1Donor & Newsletter Emails — best practices
Always fill in the "Key Updates" field
The tone selector and email type matter less than the context field. A blank context field produces generic ministry boilerplate. Even 2–3 sentences of real updates — "We completed year 3, served 47 men, just hired a part-time coordinator" — transforms output quality dramatically.
Use the donor segment chips for targeted emails
Open the Content Library drawer and click the relevant donor segment chip before generating. The AI will then tailor tone and CTA to that specific audience — major donors get a more dignified ask, monthly givers get a community-focused update.
Always review the subject line before sending
The AI-generated subject line is a starting point, not a final answer. For year-end appeals especially, the subject line is the highest-leverage edit. Spend 30 seconds testing 2–3 options before sending.
2Grant Writing — best practices
Always name the funder in the Funder field
Even if you don't have specific funder intelligence, naming the funder ("Lilly Foundation") prompts the AI to write in a more targeted register than a generic section. Add any known funder priorities to the context field.
Build grant applications section by section
Don't try to generate a full proposal in one pass. Generate each section separately — Executive Summary, Statement of Need, Program Description — and refine each one before moving to the next. Use Output History to compare versions.
Grant outputs always need human review
AI grant sections are first drafts, not final submissions. Check every number, every claim, and every funder-specific requirement manually before submitting. GraceOps saves hours of drafting time — not the final editing pass.
3Board Reports, Social Media & Volunteer Comms
Board Reports
Data in = data out
The board report tool is only as good as the data you give it. Paste in real numbers — attendance, financials, program stats — before generating. A vague input produces a vague report. Use the "Looking Ahead" section for board action items, not just reflections.
Social Media
Use "All three" for efficiency
The "All three (multi-post)" option generates Facebook, Instagram (with hashtags), and LinkedIn versions in one generation. This is the highest time-saving feature for clients who manage multiple platforms. Review each platform version separately before posting.
Volunteer Comms
SMS option is underused
The Text/SMS channel option generates sub-160-character messages — perfect for volunteer reminders. Most clients don't discover this without being shown. Demonstrate it during setup for any client who coordinates volunteers regularly.
All tools
Regenerate before editing
If the first output misses the mark, click Regenerate before manually editing. A second generation with the same inputs often produces a notably different result. Use Output History to compare both versions and take the best elements from each.
1Which export format to use and when
Copy for email
Donor emails & newsletters
Use this when the client will paste directly into Gmail, Outlook, or Mailchimp. Adds a clean footer line with the org name and date. Cleanest for email use.
Copy as Word-ready
Grant sections & board reports
Adds a formatted header with content type, org name, and date. Paste into Word or Google Docs for further editing. Best for content that needs significant polish before delivery.
Download .txt
Archiving & handoffs
Best for saving a record of a generation or sharing raw content with a client who will format it themselves. Filename includes org name and timestamp.
Print / Save PDF
Board reports & grant sections
Opens a clean, print-formatted page in a new tab. Use browser "Print to PDF" to save. Professional enough to send to a board or funder with minor cleanup. Check page breaks before sharing.
2Consultant delivery workflow
For retainer clients — batch content in sessions
Rather than generating one piece at a time, run a monthly content session: generate all donor emails, social posts, and one grant section in a single sitting. Export everything, do your editing pass, and deliver a content package. Clients on retainer should receive at minimum: 1 donor email, 4 social posts, and 1 grant section per month.
Use Output History as your session log
Everything generated in a session is automatically saved to Output History. At the end of a client session, open History, filter by tool, and you have a complete record of everything produced. Screenshot or export this as your session summary.
Never send AI output without a human review pass
Every piece of content that leaves GraceOps and goes to a donor, funder, or board member should have at minimum a read-through for accuracy, tone fit, and any org-specific details the AI might have missed. Budget 5–10 minutes per piece for this. Your professional reputation is attached to every output.
1Common issues and fixes
Output sounds generic / doesn't sound like the org
Almost always a Content Library issue. Check: (1) Is the mission statement specific or vague? (2) Do program descriptions include real numbers? (3) Does the Voice & Tone tab have detailed notes — not just the dropdown? (4) Are snippets added? Fix the library and regenerate before editing the output manually.
"Error connecting to AI service"
This means the API call failed. Check: (1) Is there an internet connection? (2) Is the platform being served over http:// (not file://)? Local file:// access blocks API calls in most browsers. Use `npx serve .` in the terminal to serve it locally, or host it on Netlify. If connection is confirmed, wait 30 seconds and try again — occasional API timeouts are normal.
Content Library / Grant Tracker data disappeared
Data is stored in browser localStorage. It can disappear if: (1) The browser's history/data was cleared, (2) The file was moved to a different location, (3) The platform was opened in a different browser. Fix: always open from the same browser and location. For protection, export a .txt backup monthly using the Export button in the toolbar.
Sidebar navigation not responding
This was caused by a Cloudflare script injection issue in certain browser environments. Fix: make sure you're serving the file via `npx serve .` or Netlify rather than opening it directly as a local file. Hard-refresh (Cmd+Shift+R / Ctrl+Shift+R) to clear any cached broken state.
Output is too long / too short
Add a length instruction to the context field — "Keep this under 200 words" or "This should be at least 400 words for the full section." The AI respects explicit length instructions reliably. Alternatively, use Regenerate — length varies between generations with the same prompt.
Onboarding wizard won't reappear
The wizard is suppressed after first completion. To relaunch it: go to Organization Settings → Plan & Usage → click "Re-run" next to Setup Wizard. This clears the completion flag and reloads the page with the wizard open.
2When to escalate — things GraceOps can't fix
Persistent API errors after confirming internet connection → the Anthropic API may be experiencing downtime. Check status.anthropic.com
Data syncing across multiple devices or users → localStorage is single-device only. This requires a backend deployment (Supabase). Flag as a future upgrade.
Client needs multi-user team access → not yet supported. Current version is single-user per browser. Flag as a future upgrade.
Client needs Mailchimp or Planning Center integration → not yet built. Workaround: use "Copy for email" export and paste into Mailchimp manually.
For all escalations: Document the issue and the client's need in your feedback log. These become the priority backlog for the next development sprint.
Organization Profile
Organization name
Irons Sharpen Irons
Mission statement
Equipping men to walk in faith, community, and purpose.
Primary contact
Justin Havens
Location
Waco, TX
AI Writing Preferences
Default tone
Warm & faith-rooted, conversational
Always include
Scripture reference when appropriate
Avoid
Corporate jargon, overly formal language
Plan & Usage
Current plan
Starter — $19/month
Generations used
48 of 100 this month
Renewal date
January 1, 2025
Setup wizard
Re-run the onboarding flow to update your profile
Reset all data
Clear Content Library, Grant Tracker, and settings