Soapbox Engage Blog

When you consider all the donors, staff members, volunteers, potential donors, event attendees, and other people to maintain relationships with, it can get downright overwhelming. Early on, it was probably manageable to use an Excel spreadsheet or even an old-fashioned Rolodex to manage your donor data and contact lists. But now, you need something that does more than just keep your data organized.

Whether you're a small organization with just a few dozen contacts or you've got thousands of donors, it's essential to be able to keep updated contact information, monitor your interactions, track donations, and grow your relationship with individuals and groups. That's where a CRM system comes in!

But there's an overwhelming number of CRM software options on the market with all kinds of bells and whistles. How do you know what to look for or which one is a good fit for your nonprofit? This guide will help you get started!

Table of Contents

• Nonprofit CRM system basics
• 7 things to consider when choosing a nonprofit CRM system
• A close look at the Salesforce CRM system

Nonprofit CRM System Basics

The acronym CRM stands for Customer (or Constituent) Relationship Management. So, a nonprofit CRM system is a software or database that lets you see and organize all your different relationships in one place. Really, any software that enables you to upload and track donor information could be considered a nonprofit CRM system.

Why are these systems important for nonprofits? Imagine having a system that reminds you to send a birthday or anniversary card to your top donors. Or think about how valuable it would be to access a list of all your supporters based on specific criteria.

A quality CRM system will give your nonprofit a centralized place and tool to collect, access, and use your data. It can even automate some of the process and data entry for you! The right software can help you stay on top of a variety of tasks including, tracking donations, interactions with donors, volunteer hours, and so much more!

Top 3 benefits of a CRM system

Every nonprofit needs an effective CRM system. With the time, money, and energy you'll save, a good CRM system will essentially pay for itself! Here are the top three benefits you can expect to enjoy from a quality CRM system.

1. Save precious time on a variety of admin tasks: Time is precious. You've got far more important things to do than spend endless hours entering donations on the back end of your current system or trying to locate the updated contact information of a potential donor.

A CRM system will save your team time and energy by streamlining all those essential tasks. The right software can even automate a lot of the data entry and updating process!

2. A quality CRM system can boost donor care: Remember, donor care is critical to long-term success and stability as a nonprofit. Think of a CRM system as an investment in the donor care process. It will help you track vital information about the entire donor process.

When you improve your donor relationships, you're very likely to see those donations increase, too! So, even though a CRM system is an investment, it can actually make you money.

3. Gather and use the right data for your nonprofit: Have you ever had to stop and think about the date of your last phone call with a donor? Do you keep track of attendance at various events year over year and identify returning guests? It's tough to keep up with all those little details, but a CRM system will help you collect and utilize the right data to the fullest.

7 Things To Consider When Choosing a Nonprofit CRM System

There's an overwhelming number of nonprofit CRM systems to choose from. We gathered some wisdom and first-hand knowledge from industry experts about selecting the right system for your organization.

Here are the top 7 things to consider when choosing a CRM system for nonprofits.

1. Know who will be using the CRM system

Who in your organization will be using the software? Many platforms charge per person or user. Will it be used by people in just one department, or will you need to grant broad access? If you have a large team that needs access, that can come with a hefty price tag. Before you start test-driving software, identify the people in your organization who will need access.

2. Know the content you'll be managing

Your CRM system should be robust enough to handle all your donors, volunteers, beneficiaries, event attendees, corporate sponsors, staff, and other groups of people that help carry out your mission.

A quality CRM system should enable you to gather, organize, and cross-reference data about individuals and groups of people to learn all kinds of valuable information.

The number of constituents you manage can affect the price tag of the software. It's essential to choose a platform that can grow with your nonprofit and stay within your budget.

3. Consider how you receive donations

How do you typically receive the majority of your donations? Are most of them online, or do you receive many matching, planned, or in-kind gifts? You'll want to find a CRM system that easily allows you to enter and track your donation information. Some software handles particular types of gifts better than others, so it's essential to consider this before making a big financial investment.

4. Consider the learning curve, ease of use, and user support

Take the time to test a variety of software options. Look for a CRM system that is intuitive, easy to learn, and can accommodate the size of your team. Consider whether it will require a lot of internal or IT resources and support to customize it and keep the system running.

When you're at this stage, it's a great time to read online reviews and ask for references and testimonials. Do nonprofits that are similar to yours use this CRM system? If so, consider reaching out and asking what they like about it and what their "pain points" are.

Also, take the time to learn about the quality of customer support the CRM system company offers. Do customers give good reviews about their experiences with customer support, or do they find it hard to get timely assistance when an issue arises?

5. Does the new CRM system offer data transfer support and integrate with other software you currently use?

This one might seem oddly specific, but if you're transitioning from one CRM system to another, make sure the new provider offers data transfer support. This will save you countless hours and a lot of frustration. Data transfer support helps move all the information from your old CRM system to your new one without jumbling things up. Trust us, it's worth it.

Also, does the CRM system integrate with any other software you use or website features? Many CRM systems can connect to your online donation page, email service, or other tools so that data transfers seamlessly from one app or tool to the other. Imagine every online donation automatically being entered into your CRM system!

6. Consider exactly what you need from the CRM system

Take the time to list the specific goals you'd like to accomplish with a new CRM system. What activities or features matter most to your team? Whether it's streamlining your donation tracking or tracking open rates for your email campaigns, it's critical to know exactly what you want to accomplish and find a CRM system that specializes in those tasks without a lot of extras and upsells.

7. Can the CRM system grow with your organization?

Finally, can the CRM software grow and expand with your nonprofit? It's not necessarily a good investment to purchase "too much" software and only use a small fraction of it. On the other hand, if you get a CRM system that fits you "just right," that doesn't give you much room to grow before you're right back to looking for new software!

Look for a CRM system that can grow with your team and your expanding donor list. Ask what kinds of add-on or upgrade features they have for potential future use.

A Close Look at the Salesforce CRM System

As we said before, countless CRM systems on the market either cater to or can accommodate nonprofits. At Soapbox Engage, we've seen (and tested) our share of CRM systems and can give two thumbs up to Salesforce.

Salesforce is a versatile CRM system that can expand or shrink to meet your specific needs. The Nonprofit Success Pack really customizes the Salesforce experience to nonprofits and offers an extra layer of support and community.

Additionally, Salesforce pairs seamlessly to the entire suite of Soapbox Engage apps. That means the data you collect from your online donation page, events app, or any other location migrates automatically to your Salesforce account. No more entering data manually! You'll save countless hours and eliminate potential entry errors.

Two other nonprofit CRM systems to consider

ActiveCampaign: While ActiveCampaign does not specialize in serving nonprofits, it is a lower-cost option with a relatively low learning curve. It's a bit limited in capability regarding features like donation tracking, but it's got some great email marketing features! ActiveCampaign is an excellent option to consider for smaller nonprofits that just want the basics.

Kindful: Kindful is a great option for nonprofits in the startup or growing phase. Their platform emphasizes online fundraising and donor tracking. Many small to mid-size nonprofits appreciate that it integrates easily with other tools like MailChimp and Quickbooks. It also boasts an open API, so tech-savvy developers can connect custom apps.

Here are three more resources to set your nonprofit up for fundraising success.

• Event Management Software: What Your Nonprofit Needs to Know: Planning fundraising events of any size can be exhausting and overwhelming. Event management software helps you plan better events with less stress, anxiety, and hassle. But there's a lot to consider when purchasing an event management software for your nonprofit. This blog will help you invest in the right option to meet your needs.
• 7 Fundraising Metrics Every Nonprofit Should Track: To improve your donor care, build relationships, boost your retention rate, and raise more money, you need to understand your donors! Tracking and using the correct data to assess your fundraising strategies can make all the difference. The key is to know which data points to pay attention to. We gathered the top metrics every nonprofit should track to understand your donors and care for them well.
• Website Optimization Projects for Nonprofits 5 Steps: Whether you've fallen behind on website maintenance or you've outgrown your current website, taking the time to upgrade your nonprofit site is critical. It can make a big difference in your online fundraising and donor engagement. This blog will walk you through the steps of a website optimization project and the benefits of working with a consultant through the process.