Welcome to your nonprofit donor data management toolkit!
💡 Why You Need This
CRM templates are a dime a dozen
, but nothing
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
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:
Households are made 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.
Organizations are entities that exist separate from the people currently associated with them:
retail businesses, other nonprofits, schools, etc.
If every person currently associated with the account were to leave it,
and it would continue to exist
it’s an Organization,
not a Household.
section, you can search, view, and edit your organization’s records on people and the relationships between them.
Always search your existing data before adding something!
Throughout the document, records highlighted in
yellow are Contacts
blue are Households
green are Organizations
you receive are associated primarily with an Account
, with a Contact designated as the Primary Contact (and recipient of hard credit for the donation).
The people who make up Households and own and/or work for Organizations are
. 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.
can be associated with multiple accounts of various types (some people live where they work and vice versa).
Contacts are connected to each other and to Accounts via Connections. Connections come in two types:
are the Connections
between people and organizations
are the Connections
your Contact’s Affiliation after it’s no longer active;
their previous history with that Organization
is also worthwhile information to have.
To that end,
greyed and struck out Affiliations
have an end date and are not current.
To add a new Account, Address, or Connection
, go to
, select the appropriate section, and
SEARCH YOUR DATA
before entering anything new.
To create a new Relationship Type,
click the button above
section, you can keep records on your various fundraising efforts—the prospective donors you contact for each, the Donations you receive in response, and details about associated Campaign events.
To make one or more Contacts Members of a Campaign
, go to
and filter the contacts view until only your desired Campaign Members are visible. Then, click the button for the appropriate Campaign.
Tip: There are two sliders like this →
above the Add Campaign Members table. Use them to filter Contacts by lifetime Donation amount.
To create a new Campaign,
you can search and view information on Donations you have received.
To enter a donation payment,
To enter a new pledge or completed donation,
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.
to view basic reports on your donors:
To see all Open Pledges,
To see Accounts that donated
Last Year But Unfortunately Not This
To see Accounts that have donated
Some Year But Unfortunately Not This
To see total Donations by Campaign,
To see total Donations by Quarter,
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,
Make Household Name Account Name
Accounts come in two types:
. 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.
When a row in
row type is
AND (the row
Account Name is blank
different from the Household Name
Copy the Household Name to the Account Name field of that row.
Mark Affiliation Former When End Date Added
It is important to maintain data on your constituents’
to different organizations in your database, and distinguishing between current and former associations is key. Former affiliations are
greyed and struck out
throughout the database.
When the End Date column of a row in the
table has changed,
End Date is not blank
End Date is before Today,
Then check the Former box on that row.
Create Household Record for Contacts Without Household
The top-level record types in this database are
. 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.
Remaining Balance is $0.00
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.
The top-tier level of record in this database; either a Household or an Organization.
A Connection between a Contact and an Organization.
The date on which the Donor Account submitted the final payment toward that donation.
The Donation is Closed (i.e. no further payment outstanding), and the total Donation Amount
will not be
The Donation is Closed, and the total Donation Amount has been received.
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.
Attribution given to a donor for donations on which they’re listed as Primary Contact.
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.
Last Year But Unfortunately Not This; all Accounts that donated to you last year, but haven’t yet this year.
A legal entity that exists separate from the people currently associated with it (e.g. retail business, another nonprofit, school, etc.).
A promise from a Donor Household or Organization to give your nonprofit money/gifts in kind/etc. that has yet to be fulfilled.
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.)
A Connection between two Contacts.
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.).
Some Year But Unfortunately Not This; all Accounts that have ever donated to you in the past, but haven’t yet this year.