# Survival Toolkit These are the ten tools you will use most in AIESEC in Denmark. Whether you are a brand-new member or a returning Vice President (VP), bookmark this page — it is your quick reference for the platforms and systems that keep the organization running. {% hint style="info" %} You do not need to master all ten tools on day one. Start with Slack and Google Drive in your first week. Expa and the others will be introduced as part of your functional onboarding. {% endhint %} ## 1. Expa **What it is:** AIESEC's global platform for managing exchanges — Exchange Participants (EPs), opportunities, applications, and approvals. Every exchange that AIESEC delivers worldwide is tracked in Expa. **Why you need it:** If you work in outgoing Global Volunteer (oGV), outgoing Global Talent (oGT), incoming Global Volunteer (iGV), or incoming Global Talent (iGT), Expa is your primary working tool. Even if you are in a support function (Marketing, Finance, Talent Management), understanding Expa helps you see the big picture. **How to get access:** Your VP or Team Leader (TL) will create your Expa account during onboarding (within the first 14 days). You will receive login credentials via email. **Key tips:** * Never share your Expa credentials with anyone * Log in at [expa.aiesec.org](https://expa.aiesec.org) * Complete the Expa tutorial modules assigned by your TL before using it operationally ## 2. Slack **What it is:** The primary internal communication platform for AIESEC in Denmark. All day-to-day communication — announcements, questions, coordination, and casual chat — happens on Slack. **Why you need it:** If you are not on Slack, you are not in the loop. Period. **How to get access:** Your VP Talent Management (TM) or Local Committee (LC) admin will invite you to the LC Slack workspace within 48 hours of acceptance. You will also be added to relevant national channels if applicable. **Key tips:** * Set up notifications so you do not miss messages from your team channel * Use threads (reply within a message) to keep conversations organized * Check Slack at least once daily during active term * Use your real name and a recognizable profile photo ## 3. Google Drive **What it is:** Shared cloud storage for all AIESEC in Denmark documents — meeting minutes, templates, reports, brand assets, and more. **Why you need it:** Every document you create, edit, or reference lives on Google Drive. The national Drive is organized into numbered folders (01 through 11) corresponding to the hub's structure. **How to get access:** Your VP TM or LC admin will grant access to the LC's Drive folder within 48 hours of acceptance. National-level folders are accessible to VPs and Local Committee Presidents (LCPs) by default; other members can request access through their VP. **Key tips:** * Never move files between top-level folders without checking with your VP or the MC * Follow the naming conventions described in the [Google Drive Index](/resources-and-tools/google-drive-index.md) * Use "Shared with me" or "Starred" to find files quickly * See the [Google Drive Index](/resources-and-tools/google-drive-index.md) for the full folder map ## 4. GitBook **What it is:** The platform that hosts this Knowledge Hub. GitBook renders Markdown files into a searchable, navigable website. **Why you need it:** You are reading it right now. The Knowledge Hub is your self-service resource for understanding AIESEC in Denmark's operations, standards, governance, and tools. **How to get access:** The Knowledge Hub is publicly accessible — no login required for reading. If you need to contribute or edit content, contact the MC TM Manager for editor access. **Key tips:** * Use the search bar (top of the page) to find specific topics quickly * Bookmark pages you reference often * If you find outdated information, flag it to your VP or the MC TM Manager ## 5. Dashboard **What it is:** AIESEC in Denmark's internal performance dashboard — a visual overview of key metrics across LCs, including exchange numbers, membership, and financial indicators. **Why you need it:** If you are in a leadership role (TL, VP, LCP), the dashboard helps you track your LC's performance relative to targets and other LCs. It is also used in national meetings and MC check-ins. **How to get access:** Access is typically shared via a link in the national Slack channels. If you cannot find it, ask your LCP or MC contact. **Key tips:** * Check the dashboard at least weekly if you are a TL or VP * Use it to prepare for EB meetings — come with numbers, not just feelings * If a metric looks wrong, verify the underlying data in Expa before raising an alarm {% hint style="warning" %} Dashboard access and the specific tool used may change between MC terms. Check with the current MC for the latest link and any login requirements. {% endhint %} ## 6. Canva **What it is:** A graphic design platform used for creating social media posts, presentations, posters, event materials, and other visual content. **Why you need it:** If you are in Marketing (MKT), you will use Canva daily. Other functions use it for presentations, one-pagers, and event materials. **How to get access:** AIESEC in Denmark may have a shared Canva Pro account. Check with your MKT lead or MC MKT Manager for access details. If no shared account is available, the free Canva tier covers most needs. **Key tips:** * Always start from the AIESEC brand templates (see [Brand Assets](/resources-and-tools/brand-assets.md)) * Use the brand colour palette and approved fonts — do not freestyle * Export final designs as PNG for social media, PDF for print ## 7. HubSpot **What it is:** A Customer Relationship Management (CRM) platform used for managing partnerships, tracking outreach, and coordinating business development activities. **Why you need it:** If you are in Business Development (BD) or External Relations (ER), HubSpot is where you track partner contacts, outreach status, and pipeline progress. Some LCs also use it for exchange lead tracking. **How to get access:** Your VP BD or MC BD Manager will set up your HubSpot account. Not all LCs use HubSpot — check with your LC leadership. **Key tips:** * Log every partner interaction in HubSpot — calls, emails, meetings * Keep contact information up to date * Use deal stages to track where each partnership is in the pipeline {% hint style="info" %} If your LC does not use HubSpot, a simple Google Sheet tracker can serve the same purpose for small-scale BD operations. The important thing is that you track somewhere, not nowhere. {% endhint %} ## 8. e-conomic **What it is:** An online accounting platform used for managing AIESEC in Denmark's finances at the national level, including invoicing, bookkeeping, and financial reporting. **Why you need it:** If you are involved in Finance (at the MC level or as VP Finance in a larger LC), e-conomic is where official financial records live. **How to get access:** Access is limited to the MC Finance Manager and designated LC finance leads. Contact the MC Finance Manager if you need access. **Key tips:** * Always reconcile bank statements with e-conomic records monthly * Use the correct account codes when entering transactions — ask the MC Finance Manager for the chart of accounts * Never create or modify invoices without approval from the MC Finance Manager {% hint style="danger" %} e-conomic contains sensitive financial data. Access is restricted and must not be shared. If you suspect unauthorized access, report it to the MC Finance Manager immediately. {% endhint %} ## 9. Google Calendar **What it is:** Shared calendars for meetings, events, deadlines, and conferences across AIESEC in Denmark. **Why you need it:** To know what is happening and when. LC-level calendars track team meetings, GBMs, and local events. National calendars track conferences, deadlines, and MC check-ins. **How to get access:** Your VP TM or LCP will share the LC calendar with your Google account. National calendars are shared via Slack or at national meetings. **Key tips:** * Add the AIESEC calendars to your personal Google Calendar so everything is in one view * Set reminders for important deadlines (report submissions, conference registration, etc.) * If you create an event, always include a location (or video call link), agenda, and relevant attachments ## 10. Conference Portals **What it is:** For each national conference, the organizing team may set up a dedicated portal or registration site (often built on Google Sites, Typeform, or a similar platform) for delegate registration, agenda access, logistics information, and materials. **Why you need it:** When a national conference is coming up, the portal is your one-stop-shop for registration, travel info, packing lists, and the agenda. **How to get access:** Links are shared via Slack and email by the MC or Conference Manager, typically 4–6 weeks before each conference. **Key tips:** * Register as soon as the portal opens — spots may be limited * Check the portal for updates in the week before the conference * Download any pre-work or preparatory materials before you travel ## Tool Access Summary | Tool | Who Needs It | Access Granted By | Typical Timeline | | ----------------------- | --------------------------------------- | ------------------------ | ----------------------------- | | Expa | Exchange functions (oGV, oGT, iGV, iGT) | VP / TL | Within 14 days of onboarding | | Slack | Everyone | VP TM / LC Admin | Within 48 hours of acceptance | | Google Drive | Everyone | VP TM / LC Admin | Within 48 hours of acceptance | | GitBook (Knowledge Hub) | Everyone | Public (no login needed) | Immediate | | Dashboard | TLs, VPs, LCPs | MC / LCP | Shared via Slack link | | Canva | MKT, all functions for presentations | MKT Lead / MC MKT | During onboarding | | HubSpot | BD, ER | VP BD / MC BD | During functional onboarding | | e-conomic | Finance leads only | MC Finance Manager | By request | | Google Calendar | Everyone | VP TM / LCP | During onboarding | | Conference Portals | Conference attendees | MC / Conference Manager | 4–6 weeks before event | *Last updated: April 2026 · Maintained by: MC Talent Management Manager* --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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