Getting started with Evidence Core

实证核心 · guide for admins & users · English (中文)

1. What it is

Evidence Core is a capture-first platform for community nonprofits. Your organization does real work every day — calls answered, seniors visited, workshops delivered — but the traces scatter across chat groups, camera rolls, and memories. Evidence Core captures the work as it happens and turns it into a searchable, reportable evidence library.

Three principles: the system accepts messy input (a photo, a voice memo, a half-bilingual note — organizing is the system’s job); AI structures but humans confirm (nothing is real until an administrator approves it); and the data belongs to the organization (full export, any time, no lock-in).

2. Core concepts

Evidence is the unit everything builds on: a metric (“87 calls this month”), a quote, a story, an outcome (an award, press coverage), a photo, video or voice memo, a document, or a data row imported from a spreadsheet. Each item carries its program, an optional activity link (“these all belong to the same event”), and when it happened — distinct from when it was imported, tolerant of vague precision (2026, 2026-05, or an exact day), and used to select material for reports.

Scope is the privacy master switch: internal (default — photos with faces always start here), funder reports, or public. Only admins can widen scope, and published photos can be revoked.

Channels are verified contact points (a phone number or email). Only verified channels can submit; strangers land in a quarantine for admin review. Verification is a one-time 6-digit code.

3. The workflow

frontline captures → AI drafts structure → admin confirms → library grows → reports generate from confirmed evidence

4. For admins

Sign in at cyphia.app/login with your admin email (magic link), then enroll a TOTP authenticator on first login. The queue: each submission appears as a card — check program, visibility, and date, then Confirm (or Confirm all, or Discard; the payload is editable inline). The library: click a thumbnail to select (a “Selected” band appears), bulk-edit scope/program/type, link items to an activity, or delete (soft-delete — gone from the library and reports, kept in the audit trail). Merge duplicate people deliberately; there is no unmerge. Imports: PDFs are mined automatically; spreadsheets get a reusable column mapping; newsletter links are segmented, you pick the blocks, then extraction runs. Re-imports are detected and never duplicate. Reports:pick a format, period, and programs — drafts use only confirmed evidence cleared for that audience, and honestly list what’s missing.

5. For staff & volunteers

Your organization gives you three entries (exact number and address come from your admin): text photos and notes to the org’s intake number, email (or forward emails) to the org’s intake address (org@evidence.cyphia.app), or use the web capture screen if you have a sign-in account.

First-time setup (two minutes, once): fill in the sign-up form at cyphia.app/your-org → your admin approves → you receive a 6-digit code by text → enter it under “Verify number” on cyphia.app. Done — from then on, just send.

What to send: numbers (“12 seniors came today”), quotes, photos, small stories — in English, Chinese, or both. Fragments are fine; the AI organizes and your admin reviews. Photo GPS data is stripped automatically, and photos with faces stay internal unless an admin deliberately publishes them.

6. Built-in robustness

7. Help

Ask your organization’s admin first; for platform issues write to info@cyphiasoft.com.