In single-beneficiary nonprofit mode, TidyOne keeps one person as the primary beneficiary. The profile can include name, sex, birth year, an automatically derived approximate age, phone, email and legal representative/parent. In relevant workflows, the app fills the primary beneficiary automatically: transactions and projects use that person as their default beneficiary, while AI document review hides the beneficiary and case selectors and saves the primary person when the document is confirmed. Multi-beneficiary case selection and split allocations are not requested in this mode.
When the primary-beneficiary model fits
Use this mode when the nonprofit is mainly organized around one person—for example a child or adult for whom the organization raises donations and pays for therapy, treatment, travel, equipment or other needs. The goal is to remove repetitive selection: the same person becomes the default nonprofit context.
If the organization starts managing several people separately, each with their own cases and allocations, the multiple-beneficiary nonprofit mode is a better fit.
1. Configure the primary beneficiary during onboarding or in Settings
During onboarding, choose the option for an organization supporting one person / a family member and complete the primary-person profile. You can manage the same profile later under Settings → Association.
Settings lets you select an existing beneficiary record or create a new one directly from the profile. Saving links that record to the organization as its primary_beneficiary_contact_id.
2. Which fields exist in the primary-person profile
| Field | Current behavior | Note |
|---|---|---|
| Name | Required | Identifies the primary person across nonprofit workflows. |
| Sex | Optional | You can leave it unspecified. |
| Birth year | Optional | Used to derive approximate age. |
| Approximate age | Calculated automatically | Current year minus birth year; month and day are not used. |
| Phone | Optional | Stored on the beneficiary contact record. |
| Optional | Stored on the beneficiary contact record. | |
| Legal representative / parent | Optional | Stored as the representative name. |
current year − birth year. Depending on the person’s actual birthday, the number can differ by one year from exact age.3. How the primary beneficiary is used in transactions
In Finance, when the organization is in single-beneficiary mode, the beneficiary and case fields are hidden. When income or an expense is saved, TidyOne uses the primary beneficiary automatically as beneficiary_contact_id and does not set a case from this form.
Split allocations across several beneficiaries are available only in multi mode. In single mode, donations and expenses use the primary-person context, while specific purposes are usually separated with projects and funds.
4. How the profile is used in projects
When you create or save a project in single-beneficiary mode, TidyOne automatically includes the primary beneficiary in the project relationship. You do not need to check the same person for each new project.
Use projects to separate concrete needs—such as surgery, therapy, travel or equipment—without creating duplicate beneficiary records.
5. How documents are linked to the primary beneficiary
In the nonprofit AI-review flow, single mode hides the beneficiary and case selectors. If the organization has a primary beneficiary configured, that person is selected internally as the document beneficiary.
When you press Confirm and save, the interface sends the primary beneficiary with the document. If the document creates or is linked to a transaction, the same context can also be retained financially. A file attached manually to a transaction inherits the beneficiary stored on that transaction.
6. Which profile data can enter AI context
In the inspected AI functions for document/receipt scanning and AI report drafts, the primary profile is reduced to name, sex, birth year and derived age. The backend treats these as user-provided facts, not as data extracted from the document.
Phone, email and representative name are not part of the primary_beneficiary_profile object used by those functions in the current version.
The backend instructions tell the model not to claim that profile demographics were read from the document unless visibly present, and not to infer diagnoses, health conditions or other medical facts from age, products, amounts or context.
7. What changes if you later move to multi-beneficiary mode
The organization settings allow the mode to be changed later. The UI states that changing mode does not delete existing documents, projects, cases or transactions. Once you move to multi mode, the “one implicit primary person” behavior no longer applies in the same way, and beneficiary, case and allocation relationships become explicit.
In the current code, saving multi mode clears the organization’s primary_beneficiary_contact_id link but does not delete the beneficiary contact record itself. After switching, review important projects and transactions to ensure the multi-beneficiary relationships match how the organization now works.
Example: a nonprofit created for one child
| Action | User action | TidyOne behavior |
|---|---|---|
| Setup | Adds name, birth year and representative | Saves the person as primary beneficiary |
| “Surgery” project | Creates the project and target | Links the project to the primary beneficiary by default |
| Invoice | Uploads the PDF and reviews the AI proposal | Hides beneficiary/case selection and saves the primary beneficiary on confirmation |
| Expense | Adds amount, project and fund | Saves the primary beneficiary on the transaction automatically |
| Report | Selects the relevant period/project | Can use the limited demographic profile as context for an AI draft |
Current limitations to know
Frequently asked questions
Do I need to recreate the primary beneficiary for every project?
No. When single-beneficiary mode is active and the primary person is configured, projects use that beneficiary automatically.
Do I have to choose the beneficiary for every expense?
Not in the current single-mode finance form. The beneficiary selector is hidden and the primary beneficiary is saved automatically.
Can I use an existing beneficiary as the primary person?
Yes. Settings includes an Existing primary person selector, or you can fill a new profile directly.
Does AI see the beneficiary’s phone and email?
In the AI functions inspected for this release, the primary-profile object contains name, sex, birth year and derived age. Phone, email and representative name are not included in that object.
If I switch to multi mode, are the beneficiary’s documents deleted?
No. The UI explicitly states that changing mode does not remove documents, projects, cases or transactions. You should still review relationships afterward because multi mode no longer relies on the same implicit primary-person behavior.
Can this profile replace a medical record?
No. It is an operational beneficiary profile. Use the document archive for medical files and apply your organization’s rules for sensitive-data access.
Continue with related guides
Start with the primary profile, then create one real project and review one document before building the rest of the structure.
This tutorial documents behavior found in the TidyOne V13.5.32 package inspected on September 24, 2026. It does not assume extra medical fields, automatic identity validation or multi-beneficiary allocation inside single mode.