📘 SayPro Campaign Management and Donor Tagging.

Updating SayPro Donation Campaigns and Tagging Relevant Donors for Future Communication

🏢 Department Responsible:

SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
(In collaboration with SayPro Marketing Royalty and IT/CRM Management Team)

🔍 Overview

As part of its donor engagement and fundraising optimization strategy, SayPro regularly updates its active and historical donation campaigns and systematically tags donors within its CRM system based on their interests, behaviors, and contributions. This enables SayPro to personalize communications, track donor journey touchpoints, and enhance the relevance and effectiveness of future outreach efforts.

Tagging donors linked to specific campaigns also supports transparent reporting, campaign performance tracking, and improved donor retention through targeted follow-ups.

🎯 Objectives

• Keep SayPro’s donation campaigns current, accurate, and relevant
• Link donors to specific campaigns for tracking and reporting
• Enable personalized and targeted donor communication
• Increase donor retention and re-engagement
• Support segmentation for newsletters, appeals, and recognition campaigns

🔄 Campaign Update Responsibilities

1. Create and Manage Campaign Entries

• Every new campaign (e.g., education, health, youth, women empowerment) is entered into the SayPro CRM system or donation platform.
• Entries include:
  • Campaign title and unique campaign ID
  • Start and end dates
  • Fundraising goal
  • Description of impact and objectives
  • Assigned team lead
  • Campaign-specific branding materials (images, videos, stories)

2. Weekly Campaign Review

• Monitor ongoing campaigns to:
  • Track progress toward goals
  • Identify any inconsistencies in donor data or donation allocation
  • Make timely edits or add updates (e.g., milestones reached, new beneficiaries)
• Ensure campaigns on the SayPro website and donation portals remain relevant and fully functional

3. Close and Archive Completed Campaigns

• Once a campaign ends, it is marked as “Completed” in the CRM
• Final donations are reconciled, and a summary is generated
• Campaign data is archived for future reference and impact reporting

🏷️ Donor Tagging Responsibilities

1. Tagging During Donation Entry

• When a donor contributes to a campaign, their profile is tagged with:
  • Campaign name and ID (e.g., #YouthEmpowerment2025)
  • Campaign theme (e.g., education, health, environment)
  • Donation method (e.g., website, EFT, crowdfunding platform)
  • Donation type (e.g., once-off, recurring, in-kind)

2. Interest and Engagement Tagging

• Additional tags based on engagement behavior:
  • Attended SayPro events
  • Downloaded campaign materials
  • Opened or clicked on campaign emails
  • Shared content on social media

3. Automated Tagging via CRM Rules

• CRM system applies automated rules to tag:
  • Donors who give above a certain amount
  • Donors with repeat campaign support
  • Donors who requested follow-up information

4. Custom Tag Creation

• Teams can create custom tags for strategic purposes such as:
  • VIP Donors
  • First-time Contributors
  • “At-Risk” Inactive Donors
  • Legacy Campaign Supporters

📬 Future Communication Based on Tags

a. Segmented Campaign Emails

• Send targeted messages to donors based on their campaign history (e.g., updates about a project they supported)
• Personalize emails using donor name, campaign tags, and impact highlights

b. Follow-Up Campaigns

• Invite past supporters to contribute to similar or extended campaigns
• Share impact stories, testimonials, or progress reports

c. Recognition and Stewardship

• Recognize top contributors or recurring donors within specific campaign groups
• Offer exclusive content, donor badges, or access to SayPro donor appreciation events

🔐 Compliance and Privacy

• Tagging is done within the confines of SayPro’s data privacy policies and only for legitimate purposes (e.g., engagement, stewardship)
• Donors can update communication preferences or opt out of specific campaigns at any time
• Sensitive data is encrypted and stored with appropriate access controls

📊 Monitoring and Reporting

• Use tags to generate segmented reports:
  • Campaign performance by donor group
  • Donor response rate per theme or communication
  • Donor lifetime value based on campaign history
• Share insights with the Marketing Royalty and Management teams for strategic planning

🧰 Tools & Platforms Used

• SayPro CRM System (for campaign creation, tagging, and tracking)
• Email Marketing Tools (e.g., Mailchimp, Sendinblue)
• Donation Platforms (e.g., PayPal, Stripe, crowdfunding portals)
• Data Visualization Tools (e.g., Google Data Studio, Power BI)
• Google Drive / SharePoint for storing campaign assets and documentation

✅ Expected Outcomes

• Stronger donor relationships through relevant communication
• Improved campaign performance with better segmentation
• Accurate tracking of donor-campaign interactions
• Increased transparency in fundraising efforts
• Higher donor retention and reactivation rates