Project management for associations and non-profits
In an association, many people help out in their free time. Some every week, some twice a year. Project management for associations therefore has to be simple, cost little and not burn anyone out. KlangCity is software for non-profits and associations that pays attention to exactly that: tasks, chat, calls and general meetings in one tool. Plus a 3D city that shows who is carrying too much right now.
What it costs associations and non-profits
Money is almost always tight in an association. So here are the facts first:
- Try Pro free for 30 days. Every new organisation tries Pro from the moment it is set up, with no card and no subscription. The trial ends by itself.
- After that, Basic stays free for good for up to five people. With the city, Kanban, chat, video calls, calendar, file storage and the AI features, including 4 AI meeting minutes a month.
- Non-profit organisations get 50% off Pro and Business. In Germany, the exemption notice from the tax office (Freistellungsbescheid) is enough as proof.
- Guests are free. Members who only want to read along join as guests and never count as people in any plan.
With the discount you pay half the price of Pro or Business. We confirm the price for your country personally on request. All plans are on the page Plans and features.
Who actually does what?
Every association knows this: a few people carry almost everything. They organise the summer party, write the newsletter and look after the money. At some point they are exhausted and stop. And all their knowledge goes with them.
KlangCity makes this load visible. Every task is a building in the city, every group a district. KlangCity calculates 35 signals from your tasks, without any AI:
- “Overloaded”: Thick smoke above the house of a person whose open workload is more than three times the average.
- “Free capacity”: A party outside the house. Someone here has fewer than two open tasks and could take something on.
- “Task on ice”: Icicles on the building. This task hasn’t moved for more than 30 days.
That way the board sees where help is needed before someone throws in the towel. The guide Spotting overload in a team (German) describes how to notice overload early.
Sharing out tasks without putting on pressure
Nobody can give orders to volunteers. That is why KlangCity relies on people assigning tasks to themselves: whoever has time picks a task from the Kanban board. Recurring tasks such as “Minutes of the board meeting” you create once. Checklists with @mentions help with events that have many small steps.
Important for volunteers: quiet hours and away status keep evenings free. Anyone on holiday isn’t messaged all the time.
General meeting, board meeting, working group
KlangCity has its own video calls for one-to-one conversations, groups and all-hands meetings. They run on our own server. Before the meeting you vote on the agenda, and it arrives on everyone’s phone 48 hours ahead. Klangi reminds you of the appointment by direct message and invites you straight into the call when it starts.
During the call, our own speech recognition takes down what participants say, with their consent. The minutes are written from that, and the raw transcript is deleted afterwards. Anyone who wasn’t there can read what was decided. More under Meeting minutes and Chat and calls.
In the free Basic plan, group calls and all-hands meetings last up to 40 minutes. From Pro, there is no time limit.
How do you make decisions?
Every association decides differently. Some by vote, some on the board, some in working groups. KlangCity asks about this during setup: 14 short questions, your organisation’s “constitution”. KlangCity adapts to your answers, and every rule can be changed on its own. You can try the questionnaire beforehand, without an account. It takes about three minutes.
Example organisation, no sign-up. Works on your phone too.
Knowledge that stays with the association
When someone leaves the board, nobody should have to reinvent everything. For that there is:
- Company handbook (wiki) for processes, questions about your statutes and how-tos.
- File storage (Drive) for files, with a bin that keeps deleted items for 30 days.
- Inventory with minimum stock, for example for gazebos, flyers or drinks at the summer fair.
- Chat with channels for each group. Full-text search finds old agreements again.
Data protection your board will like
Associations process personal data about their members. That is why the servers are in Germany: the app at Hostinger, files and backups at Hetzner. Video calls and speech recognition run on our own server in Frankfurt am Main. For the AI features, text goes to Anthropic; this is set out, together with all other services outside the EU, in the data processing agreement. The agreement is included. Plus two-factor login, retention periods and a data export.
To be honest
KlangCity runs in the browser, on phones too, as an iPhone app on the App Store and as an Android app on Google Play. KlangCity does not offer membership administration, collecting membership fees or donation receipts. For those you keep using your association software.
Try it out: the demo city runs without signing up. Or start free right away.
Example organisation, no sign-up. Works on your phone too.
Frequently asked questions
How do we get the discount for non-profit organisations?
Non-profit organisations get 50% off Pro and Business. In Germany, the exemption notice from the tax office (Freistellungsbescheid) is enough as proof. Outside Germany? Write to us before you upgrade.
Is KlangCity really free for small associations?
Yes. Basic is free for good for up to five people, and before that you try Pro free for 30 days. Guests who only read along don’t count.
Can members read along without working along?
Yes, with the guest role. Guests come in with a guest code and can only read: the overview, the city, projects and tasks and the calendar of the whole association. They cannot change anything. They don’t see Drive, chat, email, meeting minutes, the weekly report or signals about people.
How long can general meetings last?
In the free Basic plan, up to 40 minutes. From Pro, there is no time limit.