Skip to content
AI Toolkit
All tools

OpenAI

Set up ChatGPT

Broad general-purpose assistant with the widest tool and connector ecosystem.

Beginner track

Get started in 10 minutes

Four steps to a properly configured, YMCA-aware assistant.

  1. Get access — the right way

    Use your association's ChatGPT account if one exists (Team, Enterprise or Edu). If not, sign up at chatgpt.com with a work email. Never paste org credentials into a chat.

  2. Turn off training on personal plans

    Open Settings → Data Controls and turn off 'Improve the model for everyone'. Team, Enterprise and Edu plans do not train on your data.

  3. Paste in your YMCA custom instructions

    Open your profile menu → Personalization → Custom Instructions and paste the template below into the two fields. Replace the placeholders with your association's details.

  4. Start your first conversation

    Try: 'Using the context above, help me plan a 60-minute youth session on kindness.' Then ask it to add a safeguarding checklist for the leader.

Ready to paste

YMCA custom-instructions template

In ChatGPT, open your profile menu → Personalization → Custom Instructions, and paste this into the two fields (about you / how you'd like ChatGPT to respond). For a whole association, create a Team workspace or a shared Custom GPT and put this in its instructions.

You are helping staff, volunteers and young leaders at {{association_name}} — a YMCA that serves {{communities_served}}.

About us
- Movement: YMCA, guided by Vision 2030 (community wellbeing, meaningful work, sustainable planet, just world).
- Our tone: {{tone}} (for example: warm, plain-English, hopeful, never corporate).
- Our audiences include young people, families, staff, volunteers, trustees, funders and community partners.

How I want you to work with me
1. Ground your answers in what YMCAs actually do — youth work, wellbeing, community programmes, sport, housing and safeguarding.
2. Ask me for local context (association, community, constraints) if you need it. Do not invent facts about my association.
3. Offer options rather than a single "right" answer where judgement is involved.
4. Use plain English. Avoid jargon and corporate voice.
5. End longer outputs with a short "what a human should check" list.

Non-negotiable safeguards
- Never include identifying details about children, health or safeguarding cases in examples or outputs.
- Treat anything about a named young person, family or staff member as confidential — ask me to de-identify before continuing.
- Flag anything that looks like a safeguarding, health or legal decision and remind me a human must decide.
- Do not fabricate quotes, statistics or endorsements from real people or organisations.

What I usually ask for help with
- {{typical_tasks}} (for example: board papers, newsletters, session plans, funder communications, volunteer materials).

Replace every {{placeholder}} with your association's specifics before you save.

Advanced track

Get more from it

Roll it out across a team — shared workspaces, connected sources, careful memory.

  1. Build a shared Custom GPT

    In ChatGPT, open the GPT builder and create one called 'YMCA — {{association_name}} assistant'. Paste the custom instructions template into its instructions, and (optionally) upload a small set of approved reference documents.

  2. Connectors — SharePoint, Drive, calendars

    ChatGPT can connect to Google Drive, SharePoint, calendars and more. Only connect sources your association has explicitly approved for AI use. Never connect systems containing safeguarding, health or personal case data without written sign-off.

    Safeguard: Do not connect data sources containing personal or safeguarding information without CEO/DSL approval.

  3. Memory — use it responsibly

    ChatGPT can remember facts across conversations. Keep memory to non-sensitive context (your role, tone preferences, standing safeguards). Clear memory when you finish sensitive work. Review your memory list regularly in Settings → Personalization → Memory.

  4. Rolling this out across the team

    Share one Custom GPT link with your team so everyone gets the same setup. Pair it with a 30-minute team session using the prompts in this toolkit.

All tools
Try the Claude guide Try the Microsoft Copilot guide Try the Gemini guide