AI powered programme management for community mentoring organisations. Built for the people doing the most important work with the least admin support.
Poto AI is named after a family member who passed. That is not a marketing story. It is the reason this platform exists. When you build something for people who work with young people, with families in crisis, with communities that need support, you do not build it to make a quick sale. You build it because the work matters and the people doing it deserve better tools than spreadsheets and paper forms.
Most mentoring organisations run on dedication and not much else. Programme managers are tracking sessions in notebooks, writing funder reports from memory at midnight, managing volunteer compliance in spreadsheets that nobody trusts, and spending more time on admin than on the young people they are there to support. Every hour spent on paperwork is an hour not spent mentoring. That is the problem Poto AI was built to fix.
The platform handles the entire programme lifecycle. When a mentor completes a session, they write their notes in Poto and the AI helps structure them properly. More importantly, the AI scans every session note for language that might indicate a safeguarding concern. If something is flagged, the programme manager sees it immediately. Not at the end of the week. Not when they get around to reading through a stack of handwritten forms. Immediately.
Funder reports used to take days. With Poto AI, the system generates them automatically from your actual programme data. Outcomes, attendance, demographics, case studies drawn from real session notes. The same goes for grant proposals. Poto understands what funders want to see because we built the reporting engine around actual funder requirements from Oranga Tamariki, MSD, and community trust boards across New Zealand and Australia.
Compliance is handled in the background. Police vetting expiry dates, first aid certifications, working with children checks, they are all tracked and the system alerts you before anything lapses. Financial tracking with receipt capture means your accounts are clean without the shoebox of receipts at the end of the quarter. School coordinator portals give your partner schools visibility into programme progress without you having to write another email update. Student progress timelines show the journey of every young person in your programme, from referral to graduation and beyond.
Poto AI exists because the people who mentor young people should not have to choose between doing good work and documenting it properly. Now they do not have to.
Every feature in Poto AI was designed specifically for mentoring programmes. Nothing was borrowed from a generic project management tool.
Mentors write session observations and the AI helps structure them into proper case notes. Consistent formatting, relevant detail, and nothing important missed.
Automatic scanning of session notes for language indicating potential harm, neglect, or risk. Flagged sessions are highlighted instantly for programme manager review.
Generate complete funder reports from your actual programme data. Outcomes, demographics, attendance, and case studies, all pulled directly from your records.
AI assisted grant applications that draw on your programme outcomes and impact data. Write stronger proposals in less time with evidence already embedded.
Police vetting status, first aid certification, working with children checks, all tracked in one place. Automatic alerts before anything expires so you are never caught off guard.
Budget management with receipt capture. Photograph receipts on your phone and they are logged against the right budget line. No more shoeboxes at quarter end.
Give your partner schools a login to see programme progress, session summaries, and student outcomes. They stay informed without you writing update emails.
Track every young person's journey from referral through programme completion. Visual timelines showing attendance, milestones, goals, and growth over time.
Built in survey tools for programme evaluation. Collect feedback from mentees, mentors, families, and school partners. Results feed directly into your funder reports.
We know mentoring organisations run on tight funding. Pricing is based on your programme size and needs.
Every programme is different. Book a meeting and we will walk through your needs, show you the platform, and give you a price that works for your funding model.
See Poto AI in action with a personalised walkthrough. We will show you how it works with your specific programme and funding requirements.
Lessons, product updates, and the occasional story from 20 years of building businesses.