Database Cleanup, Configuration & Optimization

Maximize the Effectiveness of your Donor Database and Fundraising Tools

Your nonprofit has an established database system with basic functionality in place, but its full capabilities remain untapped.

Now is the time to finally leverage your donor management system to its full potential
and get more out of your investment.

Whether you're dealing with years of inconsistent data entry, a failed or out-of-sync integration, outdated records, or underutilized CRM features, we’ll get you back on track!

Your nonprofit also needs a clear, documented manual for consistent data entry, donor organization, and effective engagement strategies. From identifying and communicating with key donors, to reengaging lapsed supporters and delivering more meaningful outreach, a structured approach is essential.

We work closely with your team to fully leverage your donor management system, restoring data integrity while optimizing its features for more strategic, targeted donor communications.

 

EXAMPLES OF DATABASE CONFIGURATION AND OPTIMIZATION PROJECTS:
Most of our projects involve a combination of many of these tasks, and some may be uncovered and prioritized during the initial assessment or as the project evolves.

Integration Management

  • Choosing the right fundraising platform (for event management, peer-to-peer, online donations, etc…) for your organization’s specific needs and in sync with your current CRM.

  • Building, configuring, and troubleshooting integrations between your CRM and your fundraising platform, ensuring all systems work together seamlessly.

  • Connecting Quickbooks with your CRM or untangling a Quickbooks integration gone awry.

  • Email software integration (such as Mailchimp or Constant Contact) set up, clean up, and organization. We help you tag, segment, manage bounced or unsubscribed records, and make sure your CRM and email records get and stay in sync.

 

CRM Feature Configuration and Team Training

  • Building and automating filters, reports, and fundraising performance tracking.

  • Identifying and activating unused system features or custom-built tools, such as membership tracking and renewals, major gifts processes, workflow automations, receipting tools, wealth screening, volunteer modules, event modules, campaigns, and donation forms, etc…

  • Training your staff members on new or established features or on the overall system.

 

Constituent Record Clean-up and Organization

  • Creating and implementing a donor segmentation system inside your CRM, enabling more targeted, relevant communications with key groups of donors.

  • Building systems for managing constituent-related organizational elements such as tags, flags, codes, etc… for an organized, streamlined, and consistent data management system.

  • Organizing systems for campaigns, solicitations, appeals, events, etc… helping you classify your transaction-related data for consistency and accurate reporting.

  • Record deduplication, identifying and purging of outdated donor data to save you money and focus your energies on your most important constituents.

  • Establishing and documenting systems and procedures to ensure consistency in data-entry and system maintenance.

Our Process

 

Step 1 •Discovery

 
 

Step 2 •Roadmapping

 

We’ll begin with a brief call to discuss your organization’s needs, challenges, short-term and long-term goals and explore how we can best work together.

Duration: 30 minutes
Cost: None

 

In this phase, we’ll access your CRM and integrations, review your CRM’s current set up, data integrity, integration status, coding systems, and areas for improvement. We’ll meet with relevant members of your team to understand their needs and challenges. Then, we’ll craft and present our recommended approach. This phase concludes with a 1-hour meeting to discuss recommendations and next steps.

Deliverable: System Roadmap (current system assessment and implementation plan)
Duration: Typically 2-3 weeks depending on system complexity and availability
Cost: $1,250

 

Step 3 •Implementation

During this phase, We work within your system (and with your team) to ensure all technological pieces, donor-facing elements (such as online donation forms and acknowledgements) and integrations (such as email, quickbooks, eventbrite, etc…) are functioning smoothly.

Duration: Typically 3-4 months (determined during assessment phase)
Cost: $3,750-$5,000 (billed in monthly increments)