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A simple guide for local organizations to what each platform module does, how it helps your organization and how it's used day to day. The platform is free for eligible local organizations.
How it works.
AidLabs adapts to your organization's workflow, not the other way around. These are the five steps we go through together, from the first conversation to an evidence-backed decision.
Understand
We start from your organization's information and program needs.
Configure
We activate the AidLabs modules that serve that workflow.
Collect or integrate
We gather new field information or integrate what already exists.
Analyze with AI
AI-assisted analysis and structuring, always reviewed by your organization's own team.
Decide
The resulting evidence becomes program decisions, donor conversations or advocacy.
Nothing is shared until your organization reads it, corrects it and approves it. The interpretation is always yours.
Project Management & Monitoring
Your whole project in one place: what you planned, what you've done and what's left.
This is where your organization organizes each project, from design to the final report. The plan, the budget, the progress and the proof of what has been achieved all live together here. You no longer have to hunt for information across different folders, emails or chats.
How does it help you?
- Know how the project is going at any time, without having to ask each person on the team.
- Spot early if something is falling behind or if the money won't stretch.
- Prepare donor reports in much less time.
- Keep the project on track even if the person coordinating it leaves.
How does it work?
- 1
You register the project.
You write down what you want to change in the community, what you will do to achieve it and how you will know if it worked. The platform guides you through the formats donors usually ask for, such as the Theory of Change (the explanation of how your activities lead to the change you are seeking) and the logical framework (the table of objectives, results and indicators). You also upload the budget.
- 2
You record progress as you go.
Every time the team carries out an activity, they log it and attach the evidence: attendance lists, photos or documents. Each update is linked to the result it contributes to.
- 3
You check the project's health.
The platform shows simply whether the project is on track, needs attention or is at risk. That way you can act before a problem grows.
- 4
You generate the report.
When the donor asks for a report, the platform prepares a first draft with everything the team has already recorded. Your team reads it, corrects what's needed and decides what gets sent.
An example
A foundation runs an entrepreneurship project for 60 women in two rural villages. Every week, the coordinator logs the workshops and uploads the attendance lists. In the third month, the platform shows that attendance in one village has dropped by half. The team catches it in time, talks with the participants and changes the schedule. At the end of the semester, the donor report is almost ready, because all the information was saved along the way.
Needs Analysis
What your team hears in the community, turned into a document others can read, understand and use.
This is the tool for collecting information in the field and turning it into clear analysis of what a community needs. Your organization knows the territory better than anyone; this module helps you show it with organized data and professional documents.
How does it help you?
- Stop having information scattered across paper, chats and Excel files.
- Present your community's needs with evidence to donors, authorities and coordination forums.
- Strengthen your funding proposals.
- Use data to decide where and how to focus your organization's work.
How does it work?
- 1
You create your forms.
You write the questions you want to ask in the community. No technical knowledge needed.
- 2
You collect information in the field.
Your team fills in the forms on a phone or tablet, even in places with no internet signal. The data is saved and sent once the connection is back.
- 3
All the information arrives in one place.
Responses from every visit and survey are automatically combined into a single database belonging to your organization.
- 4
You choose the document you need.
Depending on what you'll use it for, you choose one of these products:
- Needs Assessmentto understand in depth what a population or territory needs.
- Comprehensive Needs Analysisto look at several sectors together, such as health, education, food and protection.
- Needs Overviewa clear summary to present to partners or donors.
- Emergency Resource Mobilizationto request rapid support when an emergency strikes.
- Situation Reportto report periodically on how the situation is evolving.
- 5
Artificial intelligence prepares the draft.
It organizes the information, finds the most important patterns and writes the document with the right structure.
- 6
Your team reviews and decides.
Nothing is shared until your organization reads it, corrects it and approves it. The interpretation is always yours.
An example
After a flood, a community organization visits 150 families with a form on a phone, even though the area has no internet. When they return to town, the data syncs. Within a few hours, they have an Emergency Resource Mobilization document showing how many families lost their crops and how many need drinking water. With that document, they go to the mayor's office and to two donors.
Living Diary
Your team's field notebook, but digital, shared and connected to your reports.
It is a diary within each project where your team notes what happens day to day: what was done, what went well, what was difficult and what is changing in the community. It is designed to be used quickly, in a few minutes, without filling in long forms.
How does it help you?
- Keep important things from being forgotten or lost among WhatsApp messages.
- Avoid reconstructing from memory, weeks later, what happened in order to write a report.
- Preserve the history of your work even when team members change.
- See how the situation in the territory changes over time.
How does it work?
- 1
You record it in the moment.
When you finish an activity or something important happens, you open the diary and tell it however you prefer: by writing, recording a voice note or uploading photos and documents.
- 2
Everything stays organized.
Each entry is saved with its date, its project and the person who made it.
- 3
A pulse of the territory takes shape.
Entries from the whole team build a picture of how the community is evolving, beyond the project's numbers.
- 4
It feeds your reports.
When you prepare a report, what the team recorded in the diary is already available to use.
An example
A community outreach worker leaves a meeting with village leaders and records a two-minute voice note: the community asked to move the workshops because the road is in poor condition. That note stays in the project diary. Months later, when the donor asks why the activities changed location, the answer and the exact date are already on record.
Human Resources
Everything related to your team, organized and in one place.
This is the module for managing your organization's staffing processes: finding and selecting the people who join the team, hiring them and paying them. It is made for small organizations that neither need nor can afford an HR system designed for large companies.
How does it help you?
- Run recruitment processes that are orderly, fair and documented.
- Keep each team member's information in one place.
- Manage payroll without relying on complicated spreadsheets.
- Show donors and auditors that your organization manages its staff transparently.
How does it work?
- 1
You open the recruitment process.
You define the position you need and register the people who apply.
- 2
You evaluate the candidates.
You administer technical tests and keep a record of the results and the decision made.
- 3
You formalize the hiring.
The information about the selected person and their contract is saved on the platform.
- 4
You manage payroll.
You keep track of your team's payments from the same place where you manage your projects.
An example
An organization receives a new project and needs to hire two facilitators. It registers the 12 people who apply, gives them a short test and saves the results. When the donor reviews how the hiring was done, the organization can show the whole process clearly.
Case Management & Follow-up
Every person you support, with follow-up that doesn't get lost.
This is the module for recording and following up on the people or families your organization supports individually. For example, a woman who needs legal guidance, a displaced family seeking access to health care, or a child who needs school support. Each case has its own secure, organized digital file.
How does it help you?
- Make sure no case is forgotten or left without a response.
- Know what has been done for each person, who did it and what is still pending.
- Ensure continuity of care when the person responsible for a case changes.
- Protect sensitive information of the people who trust your organization.
How does it work?
- 1
You open a case.
You record the person's basic information and the situation that needs attention.
- 2
You log every action.
Every call, visit, referral or support provided is recorded in the case history.
- 3
You schedule next steps.
You define what needs to be done and when. The platform alerts you when an action is pending or a deadline is approaching.
- 4
You close the case.
When the situation is resolved, the case is closed and its full history is saved.
Your information is protected. Only authorized members of your team can see each case. No other organization has access, and AidLabs does not share this information with anyone without your authorization.
An example
An organization supports 40 women through access-to-justice processes. The lawyer handling the cases changes jobs. Her replacement opens the platform and finds each case's history, the latest actions taken and the hearings scheduled for the month. None of the women have to tell their story again from the beginning.
Want to try AidLabs in your
organization?
The platform is free for eligible local organizations. Write to us and we'll respond within 3 business days.