AI Policy

Overview

EvolveAMS includes AI-powered features designed to help association staff work faster, never to replace human judgment. This policy explains in plain language what our AI features do, what data they can access, and the safeguards that keep you in control.

What Our AI Features Do

EvolveAMS ships three AI surfaces. Each one is described below, followed by an exhaustive list of the functions it can perform.

• Staff Assistant: a conversational assistant that helps staff look up records, create CRM contacts and accounts, draft invoices, and answer questions about their own organization's data.
• Member Assistant: a self-service assistant in the member portal that can only see the signed-in member's own records.
• AI Website Designer: analyzes an existing website or a written brief and proposes a design and draft pages for your public site. Staff must explicitly review and apply every suggestion.

Complete List of AI Capabilities

Every function below is tied to a specific staff permission. If a staff member's role lacks that permission, the assistant cannot use the function on their behalf. Functions marked (write) change business data; these require the assistant to confirm with the staff member before executing, and each successful write is recorded in the audit trail. Report creation and scheduling are lower-risk actions that are permission-gated and recorded in the conversation transcript.

Membership & CRM

• Get membership statistics and trends
• Look up an individual member's details
• List memberships that are expiring soon
• List top members by engagement or revenue
• Search members by name, email, tier, or status
• Create a CRM contact with names and optional contact details, after validation, a no-likely-duplicate check, and explicit staff confirmation (write; contacts:create)
• Create a CRM account with a name, type, and optional contact details, after validation, a no-likely-duplicate check, and explicit staff confirmation (write; accounts:create)
• View committee rosters, attendance gaps, and pending committee applications
• View sales pipeline deals and sponsor renewal status
• Get a 360° customer summary across membership, CRM, finance, store, sponsorship, and committee activity
• List application submissions (membership, certification, and other application forms) and view one application's detail; approval and rejection decisions remain human-only
• Search the member directory with each member's per-field privacy preferences already applied — fields a member has hidden are never surfaced, and the assistant can never change privacy settings or directory opt-in
• List the documents attached to a record (contact, account, event, committee, etc.); the assistant can never upload, move, or delete documents

Finance & Commerce

• Get financial summaries
• Search invoices and payments; find orders
• Create draft invoices (write)
• Update order notes (write)
• View open shopping carts, top-selling products, low inventory, and subscription churn
• Search the product catalog

Outreach & Communication

• List available email templates
• Send an email using a configured template or staff-reviewed free text (write)
• Draft outreach messages for review; AI-drafted call scripts are never dialed automatically
• Log an activity (call notes, meeting notes) on a record (write)
• Append an internal reviewer note to an application; the application's status and decision are never changed (write)
• View mass email campaigns with delivery and open metrics, and per-recipient outcomes
• Create a mass email campaign, always saved as a draft; the AI can never send, schedule, or launch a campaign. A human must review and send it (write)
• View AI outreach (SDR) campaigns, prospect pipelines, and message activity
• Check whether an email address or phone number is on a suppression or opt-out list — read-only; suppression lists can never be modified by the AI

Sales & Sponsorships

• Move a deal to a different pipeline stage (write)
• Mark a sponsor contract as renewed (write)

Chapters, Awards & Grants

• List chapters with member counts and health signals; view a chapter's roster and current leadership
• Append a timestamped staff note to a chapter roster member (write)
• List award, grant, and abstract programs with submission counts; view judging progress per round and category
• View the grant application pipeline by status and intake stage, and grant payout & compliance status
• The assistant can never change judging scores, award or grant decisions, or move money

Events & Reporting

• Get event statistics and registration figures
• List event registrants with outstanding balances (unpaid or partially-paid registrations), across one event or all events
• Run ad-hoc reports across your data
• Create a saved report
• Schedule a recurring report
• View recent activity across the organization

Staff Tasks & Data Imports

• List staff to-do tasks (their own or the team's), including overdue tasks and tasks due soon
• Create a staff to-do task with a title, assignee, and due date (write)
• Mark a staff to-do task as completed (write)
• View recent bulk data import jobs: status, row counts, and error summaries. The assistant can only report on imports — it can never start, commit, or roll back one, and it cannot modify imported data

Automation & Website

• Create automation workflows, always saved as inactive drafts; the AI can never activate, run, or execute a workflow. A human must review and switch it on (write)
• Analyze an external website to extract branding and structure for the website designer
• Apply an AI-proposed website design: draft pages only, dual permission-gated, and applied only after explicit staff approval (write)
• List public CMS Pages and News posts, create or revise public content as reviewable drafts, and return editor and preview links (read / write)
• Prepare a one-time publication review and publish or schedule the exact approved public CMS revision only after a later affirmative confirmation (write)

Help & Testing

• Search the built-in product documentation to answer how-to questions
• Guide staff through user-acceptance test scripts and submit test feedback
• Audit a single contact's or account's data quality (possible duplicates, formatting issues, safely inferable missing fields) — suggestion-only findings that staff accept or dismiss on the Data Cleanup and Duplicates pages

Member Assistant (member portal)

The member-facing assistant is strictly limited to the signed-in member's own records:

• View their own membership status and history
• View their own profile
• View their own invoices
• View their own event registrations
• Search member-facing help articles
• Participate in guided testing scripts and submit feedback

What AI Can Never Do

• Activate, run, or execute an automation workflow; drafts only, always.
• Place phone calls; call outreach produces draft scripts for humans.
• Send a mass email campaign or an SMS message; campaign drafts are sent only by humans.
• Add to or remove from suppression and opt-out lists.
• Publish CMS content without the server-enforced review gate, publish members-only content as SEO content, or publish a revision different from the one approved.
• Act beyond the permissions of the staff member using it, or see another organization's data.
• Start, commit, or roll back a bulk data import, or modify imported data; import tools are strictly read-only.
• Delete records, process payments or refunds, or change roles and permissions.

What Data AI Can Access

AI features operate only within your organization's own data, subject to the same tenant isolation and role-based permissions that apply to human users. An AI assistant acting on behalf of a staff member can only see and do what that staff member's role allows. We do not use your member data to train AI models, and one organization's data is never used to generate output for another.

Human Oversight & Safeguards

• Draft-first by design: consequential AI actions (workflows, website changes, call scripts) are created as inactive drafts. A human must review and activate them.
• Permission-gated tools: every AI capability is tied to an explicit permission that administrators grant or withhold per role.
• Audit trail: AI conversations and tool activity are recorded so administrators can review what the assistant did and why.
• Interruptible: staff can stop an AI assistant mid-task at any time.

Your Controls

Administrators decide which roles can use AI features and which tools each role may access. AI conversation review tools let administrators inspect assistant activity within their organization. If you prefer not to use AI features, they can simply be left un-granted; the rest of the platform works fully without them.

Questions

For questions about this policy, contact us at privacy@evolveams.ai. See also our Trust page, Privacy Policy, and Terms of Service.