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Ayuna Core Documentation

website·Indexed 31 days ago

https://docs.ayunacore.com

Comprehensive guides for managing non-profit operations, including volunteer recruitment and tracking, fundraising and sponsorship package design, point-of-sale (POS) management for ReStores, and custom reporting dashboards.

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What's inside Ayuna Core

  1. Overview of AyunaCore Reporting module capabilities

    The Reporting module allows users to transform operational data into insights for staff, leadership, and external stakeholders. Key capabilities include:

    • Running pre-built reports available for every module.
    • Creating custom reports from scratch.
    • Composing dashboards for high-level, at-a-glance data views.
    • Exporting report results in CSV, Excel, or PDF formats.
    • Scheduling reports to be sent automatically via email.

  2. Overview of Ayuna affiliate management platform

    Ayuna is a secure, multi-tenant platform designed for Habitat for Humanity affiliates to manage their operations in one system. It includes modules for:

    • Volunteers: Tracking hours, managing events, and coordinating registrations.
    • Fundraising: Managing donor profiles, donations, campaigns, events, and tax receipts.
    • Thrift Stores: Point-of-sale (POS), inventory management, and sales reporting.
    • Homeowners: Processing applications and tracking construction projects.
    • Communications: Sending template-driven email and SMS.
    • Reporting: Building dashboards and exporting data across all modules.

  3. Overview of the Sponsorship Report Suite

    The sponsorship report suite provides visibility into revenue, fulfillment, and the renewal pipeline. Key reports include:

    • Sponsorship summary: Totals for committed and received funds, broken down by event, tier, and sponsor type.
    • Active sponsorships: Current sponsorships including payment and fulfillment status.
    • Renewals: History of past sponsors by tier, last commitment date, and suggested actions.
    • Benefit fulfillment status: Tracking of outstanding benefits by deadline.
    • Year-over-year comparison: Revenue trends over time.

  4. Overview of Ayuna Volunteer Reporting data sources

    Ayuna uses a report builder where users select a data source and customize columns, filters, grouping, and sorting. For volunteer reporting, there are four primary data sources:

    • Volunteers: One row per volunteer. Includes status, type, start date, background check status, total hours, events attended, and skills.
    • Volunteer Hours: One row per hour entry. Includes hours, activity date, activity type, project, event, approval status, and approval timestamp.
    • Volunteer Events: One row per event. Includes date, location, capacity, registration count, attendance count, and project.
    • Court-Ordered Volunteer Hours: One row per volunteer per court order. Includes court order reference, supervising authority, court order date, and approved/pending/total hours.

  5. Overview of the Communication module capabilities

    The Communication module provides tools to send personalized, branded messages and track engagement across email and SMS channels. Key capabilities include:

    • Building reusable email and SMS templates.
    • Sending one-off and bulk messages to specific user segments.
    • Triggering automated communications based on key events.
    • Monitoring delivery status, open rates, and replies.

  6. Overview of Volunteer Management workflows in AyunaCore

    Volunteer management in AyunaCore is organized around the natural lifecycle of a volunteer program, divided into the following functional areas:

    • Building Your Program: One-time setup of skills catalogs, requirements, and waivers.
    • Recruiting: Adding volunteers via direct entry, website signup forms, invite links, or email invitations.
    • Running Opportunities: Managing the full lifecycle of an opportunity, including planning, check-in, day-of coordination, and recording hours.
    • Corporate and Group Volunteers: Onboarding companies and groups where external organizers manage their own rosters.
    • Managing Records: Handling volunteer profiles, skill verifications, hours review, requirement completions, and waiver approvals.
    • Reporting and Recognition: Utilizing coordinator dashboards and engagement reports to track and recognize volunteers.
    • Volunteer Experience: Tools and actions available to the volunteers themselves within the system.

  7. Overview of Peer-to-Peer (P2P) Fundraising in Ayuna

    Peer-to-peer (P2P) fundraising allows supporters to fundraise on behalf of an affiliate. Instead of the affiliate soliciting donors directly, participants sign up to create personal fundraising pages with their own photos, stories, and goals. They share these pages with their own networks, and the resulting gifts are attributed to the affiliate while crediting the participant.

  8. Overview of Ayuna Fundraising capabilities

    Fundraising in Ayuna is designed to manage the full lifecycle of donor relationships, including tracking gifts, running campaigns and events, stewarding sponsors, and mobilizing peer-to-peer fundraisers. The system integrates with other core modules: Volunteers (managing the dual role of donor/volunteer), Communications (handling receipts and appeals), Accounting (managing funds and general ledger links), and Homeowners (linking restricted gifts to specific builds).

  9. Understand Ayuna's automatic donation receipt generation

    Ayuna automatically generates and emails a receipt to donors as soon as a payment is captured. This occurs for all donation types, including online forms, card-present terminals, manual entries, recurring runs, and pledge payments. While the layout and IRS-compliance language are fixed in a built-in template, the system dynamically injects affiliate-specific values such as name, EIN, address, logo, and the 501(c)(3) statement.

  10. Monitor fundraising health using the Donor Relations Dashboard

    The donor relations dashboard provides a real-time pulse of a program's fundraising activity. It updates continuously as activity occurs rather than as a daily snapshot. Key metrics surfaced include:

    • Total raised (current period vs. prior period)
    • Active donor counts and trends
    • New donor acquisitions
    • Lapsed donors (donors who gave previously but not within the defined window)
    • Recurring donor count and total value
    • Top campaigns by amount raised
    • Recent gifts for quick review and acknowledgment

  11. Manage volunteer requirements in Ayuna

    Requirements are affiliate-defined conditions used to gate event registration. A requirement consists of a definition (name, description, document upload settings, and expiration) and completions (records showing a specific volunteer has met the requirement, including the verifier and date).

    When creating an event, coordinators can set requirements as either mandatory (blocking registration if not completed) or optional (encouraged but not required).

  12. Understand volunteer event requirements

    Requirements are prerequisites set by an affiliate for safety, liability, or eligibility reasons (e.g., volunteer orientation, background checks, minimum age, or driver's license verification). Events may have mandatory requirements that must be met before registration is possible, or optional requirements that are encouraged.