Conservation & nonprofit workflow

Architectural alignment

Conservation teams lose field media on consumer drives and struggle to connect science records with public storytelling and location sensitivity. ArtInStack keeps Survey → Deployment → Observation on the same Media row that Portfolio publishes: two contexts, one asset. You set portfolio-level geo policy (exact, redacted, or internal-only), optionally show species on photo detail, and publish an Impact Map so donors see impact without nest-site precision. Commerce supports print, cart checkout, and donation / campaign flows; Events Manager handles ticketed field days or volunteer signups when your plan includes events. Classification tools such as MegaDetector or Wildlife Insights stay outside the product; you bring observations in, and ArtInStack makes them publishable, mappable, and fundable.

Keep the jobs separate: Events answer who registered; Surveys answer what was detected; Portfolio answers what the public sees.

Required module configuration

Area	Why you need it	Notes
Team (optional)	Field staff, comms, finance roles	Shared workspace
Media	RAW/JPEG ingest, EXIF, manual location, observations	Upload your first photos; Tag species and observations
Projects → Surveys	Survey + deployment structure for field studies	Plan capability for field surveys / bio-asset; Field surveys and deployments
Portfolio	Program collections; map privacy; optional public observations	Impact maps and location privacy; Public observations on photo detail
Pages + Impact Map / Evidence blocks	Public story, map, survey evidence timeline	Add an Impact map to a page; Evidence of Impact
Products	Prints, bundled event access SKUs	Same cart as donations where configured
Settings → Campaigns + donation products	Fundraising goals and CTAs	Fundraising campaigns for conservation
Events Manager	Paid workshops, free RSVP, volunteer signup + invites	Events and volunteers for conservation
Settings → Integrations	Stripe; optional GBIF (Instant Connect or Delegated Access)	Stripe for paid tickets and donations; GBIF when you Publish from ArtInStack (Prepare and publish to GBIF)

Field days and volunteer registration

For ticketed field days, open community RSVPs, or unpaid volunteer crews, use Events Manager, not a separate ticketing tool. Signup lists are not species records; tag day photos into a survey when the science step is ready.

1. Create the event and set Registration mode: Paid, Free (RSVP), or Volunteer signup.
2. For free or volunteer events, choose Auto-confirm or Manual review.
3. Publish and collect public signups, or Add volunteer from the Attendees tab to send an invitation email with an accept link.
4. Approve pending rows and check in on event day from the same roster.

Full steps (sessions, emails, capacity): Manage event sessions and registration. Modes at a glance: Events overview. Narrative bridge: Events & volunteers for field programs.

Step-by-step implementation blueprint

1. Media: Upload a representative field set; confirm EXIF location where appropriate, or set manual location when GPS is missing or must stay soft.
2. Projects → Surveys: Create a survey and at least one deployment (station metadata for partners and export).
3. Observations: On media in the library, add animal observations with GBIF-backed suggest; link survey/deployment when the study requires it.
4. Portfolio: Create a program collection; set Public map location (redacted vs exact vs hidden). Leave public species on photo detail off until disclosure is intentional.
5. Pages: Add an Impact Map block tied to that portfolio; enable public observations on photo detail only when the publishing bar is clear (Publishing sensitive species). Add an Evidence of Impact block tied to the survey when you want a provenance timeline (Evidence of Impact).
6. Export (optional): Download a Camtrap DP package from the survey for partners (Export a Camtrap DP package).
7. GBIF (optional): When your institution is an endorsed Publisher, Prepare a harvest package, choose Instant Connect or Delegated Access under Settings → Integrations → GBIF, then Publish, or upload the zip to your own IPT (Prepare and publish to GBIF; endorsement guide).
8. Settings → Campaigns: Create a campaign; link a donation product; place donate beside the story without loosening map precision (Fundraising for field sites).
9. Products: Add any conservation print SKU or event-access bundle your shop needs.
10. Events Manager: Create a field day: paid, volunteer signup, or free RSVP, then test public signup or Add volunteer invite.
11. Team: Invite comms or volunteer coordinators with roles that exclude billing if they should not see subscription screens.
12. Preview the public site: map pins respect redaction; Evidence timeline shows survey observations; species panel matches your opt-in; donation and event paths complete in test mode.

Verification framework

• Survey and deployments exist; observations appear on the intended media rows.
• Sensitive portfolio uses redacted or internal-only geo, not accidental full precision on the public map.
• Public observations stay off until intentional; elevated IUCN cases hide organism IDs and notes on the public path; deployment coordinates do not appear on the photo panel.
• Camtrap DP export downloads when partners need a package.
• When publishing to GBIF: survey license is CC0 / CC BY / CC BY-NC; Prepare builds; Instant Connect or Delegated Publish succeeds under your organization (or your IPT shows the package).
• Impact Map block loads on a published page with the intended portfolio scope.
• Evidence of Impact block loads from the survey; require-proof and place chips behave as intended.
• Donation or campaign checkout succeeds in Stripe test mode.
• Event registration (paid, free RSVP, or volunteer) respects capacity; pending → approve emails work when manual review is on.
• Dashboard Add volunteer invite email and accept link succeed for a test address.
• Team members see only the dashboard areas their role allows.

Related documentation

• Conservation and fieldwork overview
• Field surveys and deployments
• Tag species and observations
• Public observations on photo detail
• Export a Camtrap DP package
• Prepare and publish to GBIF
• Data Governance for conservation
• Impact maps and location privacy for conservation
• Evidence of Impact
• Fundraising campaigns for conservation
• Events and volunteers for conservation
• Field conservation’s two stacks
• Publishing to GBIF: endorsement first
• Publishing sensitive species
• Evidence storytelling for skeptical donors
• Events overview
• Manage event sessions and registration
• Portfolio geo visibility and impact maps
• Donations and fundraising campaigns
• Digital vs print products
• Invite a teammate