Workspace setup
Set up your AI workspace
Configure Claude, ChatGPT, Copilot or Gemini once — with YMCA context and safeguards built in — so every conversation starts from the right place.
Which tool should I use?
An honest comparison — not a leaderboard.
All three tools are capable. The right choice usually depends on what your association already runs and what you'll do with it most often.
Claude
Anthropic
- Best for
- Long, careful writing and safeguarding-aware conversations.
- Data & training
- Team / Enterprise do not train on your data. Turn training off on personal plans.
- Fit with your existing workspace
- Complementary to either Microsoft 365 or Google Workspace shops.
- Cost tier
- Free, paid personal, and organisation plans.
ChatGPT
OpenAI
- Best for
- Everyday drafting, brainstorming and quick summaries.
- Data & training
- Team / Enterprise / Edu do not train on your data. Opt out on personal plans.
- Fit with your existing workspace
- Complementary to either Microsoft 365 or Google Workspace shops.
- Cost tier
- Free, paid personal, and organisation plans.
Microsoft Copilot
Microsoft
- Best for
- Working inside Word, Outlook, Teams and SharePoint.
- Data & training
- Tenant data is not used to train foundation models.
- Fit with your existing workspace
- Strongest fit for associations already on Microsoft 365.
- Cost tier
- Free web chat, plus paid organisation licenses.
Gemini
- Best for
- Drafting inside Google Docs and Gmail, working over Drive content.
- Data & training
- Workspace organisational accounts carry enterprise data protections. On personal accounts, review activity settings and restrict as needed.
- Fit with your existing workspace
- Strongest fit for associations already on Google Workspace.
- Cost tier
- Free personal tier, plus organisational Workspace offerings — including nonprofit plans.
Starting fresh? We recommend beginning with Claude — it's strong at careful, safeguarding-aware writing, and Claude Projects make it easy to give a whole team the same YMCA context. Already have Copilot or Gemini through your Microsoft or Google workspace? Start with what you have — every guide here uses the same YMCA template.
Set it up
Four tools. Same YMCA context.
Each guide takes about ten minutes on the beginner track. There's an advanced track underneath when you're ready to roll it out across a team.
Claude
Careful, long-form thinking. Strong on nuance and safeguarding-aware writing.
Best for: Board papers, safeguarding-aware conversations, long documents, careful drafting.
If you're starting fresh, this toolkit recommends beginning with Claude — its careful, safeguarding-aware writing and shared Projects fit the way YMCAs work.
Open the Claude guideOpenAIChatGPT
Broad general-purpose assistant with the widest tool and connector ecosystem.
Best for: Everyday drafting, brainstorming, quick summaries, image and file work, custom GPTs.
Open the ChatGPT guideMicrosoftMicrosoft Copilot
The AI layer inside Microsoft 365 — Word, Outlook, Teams, SharePoint.
Best for: Drafting inside Word and Outlook, meeting recaps in Teams, working over SharePoint content.
Open the Microsoft Copilot guideGoogleGemini
The AI layer inside Google Workspace — Gmail, Docs, Sheets and Meet — plus a capable general assistant at gemini.google.com.
Best for: Drafting inside Google Docs and Gmail, working over Drive content, meeting notes in Meet, and everyday assistance for Workspace-based teams.
Open the Gemini guideTwo tracks
Beginner today. Advanced when you're ready.
Beginner — 10 minutes
Sign in the right way, turn off data training on personal plans, and paste in a ready-made YMCA custom-instructions template so every conversation starts with your context.
Advanced — team rollout
Shared Projects, Custom GPTs or Copilot agents. Connect approved data sources safely. Bring the whole team onto the same starting point.
Before you finish setup — read the safeguards
Two minutes on what to never paste into any AI tool, whichever one you choose.