Welcome to your nonprofit donor data management toolkit!
💡 Why You Need This
CRM templates are a dime a dozen, but nothing easily accessible and free understands that operating a nonprofit isn’t the same a operating a retail business:
Nonprofit databases are based around relationships—relationships between people, and associations between people and organizations—and your organization’s relationships between individuals and the households and/or organizations they belong to are related but not the same.
📊 Guide to the Interface and Data Model
Each discrete entity your organization interacts with should have an Account record. Accounts come in two types:
. Contacts can have their own email addresses and phone numbers...because they usually do. However, Addresses are separate...
It’s much more likely for Contacts to share a mailing address than it is for them to share an email address—and it’s possible for Contacts to have multiple mailing addresses at different points in the year, for different types of mail, etc.
When you enter a Payment that reduces the Remaining Balance of the associated Donation to zero, the doc will automatically change its stage to “Closed Won” and make the Close Date the date of the last Payment.
You should record your donor interactions whenever possible—make notes on what you discussed, details you learn about their lives and families, why they love what your nonprofit does, etc. As your organization grows, you will use this information in increasingly complex ways—right now, focus on capturing what data you can, and over time you’ll see how your unique workflow guides the types of information you collect and the way you personalize this doc.
To make notes on an interaction with a donor, go to
. Organization names are entered manually into the Account Name field, while Household names are generated formulaically based on the contacts listed in the record—this automation copies the Household Name to the Account Name.
. Contacts are all associated with a single Household, either alone or with other contacts; because donation information is connected to Households/Organizations and not Contacts, all Contacts must have a Household.
Every weekday (Monday–Friday),
Filter the Contact table to generate the list of Contacts not associated with an account,
And for each, add a row to the Account table, with the account type “Household,” and add that Contact to the Contacts field of that row,
Then modify that Contact to include a lookup to the Household created for it.
Mark Donation Closed Won When Remaining Balance=$0
Always keep track of the status of your pledges, which will often be paid off in installments.
When the row is changed,
If the Remaining Balance is $0.00, the Donation stage is Pledged, and the Close Date is blank,
Mark the Donation Closed Won, and make the Close Date the date of the final payment.
Account The top-tier level of record in this database; either a Household or an Organization.
Affiliation A Connection between a Contact and an Organization.
Close Date The date on which the Donor Account submitted the final payment toward that donation.
Closed Lost The Donation is Closed (i.e. no further payment outstanding), and the total Donation Amount will not be received.
Closed Won The Donation is Closed, and the total Donation Amount has been received.
CRM Customer Relationship Management (retail) or Constituent Relationship Management (nonprofit); usually refers to a CRM system, a suite of software-based tools for recording and reporting on your interpersonal and financial transactions with your customer or donor base.
Hard Credit Attribution given to a donor for donations on which they’re listed as Primary Contact.
Household A group of people who live at the same address:partnered couples—married or not—and any children who live with them at least some of the time), roommates, etc.
LYBUNT Last Year But Unfortunately Not This; all Accounts that donated to you last year, but haven’t yet this year.
Organization A legal entity that exists separate from the people currently associated with it (e.g. retail business, another nonprofit, school, etc.).
Pledge A promise from a Donor Household or Organization to give your nonprofit money/gifts in kind/etc. that has yet to be fulfilled.
Pledge Date The date on which the Donor Account promises the donation. (If the Donation is paid in full upfront, the Close Date and Pledge Date are the same.)
Relationship A Connection between two Contacts.
Soft Credit Attribution given to a donor for donations you receive due to their influence that they didn’t give you directly (e.g. donations made in their honor, matching donations from their employer, etc.).
SYBUNT Some Year But Unfortunately Not This; all Accounts that have ever donated to you in the past, but haven’t yet this year.