📘 SayPro Key Responsibilities.Manage and maintain the SayPro Donor Directory on a weekly basis via the SayPro website.

Weekly Management and Maintenance of the SayPro Donor Directory

🏢 Department Responsible:

SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Operating under SayPro Marketing Royalty

🔍 Overview

The SayPro Donor Directory is a centralized digital database accessible through the SayPro website. It captures, organizes, and reflects all donor-related data including personal information, donation history, engagement levels, and communication touchpoints.

Maintaining this directory on a weekly basis is critical to ensuring data accuracy, transparency, strategic insight, and effective donor relationship management. SayPro’s commitment to real-time information and donor care is reflected through its rigorous upkeep of the directory.

📌 Weekly Responsibilities

1. Data Entry and Updating

• Input new donor records (individuals, companies, foundations).
• Update existing donor information (e.g., changes in contact details, donation status, preferred communication methods).
• Log recent donations and assign tracking codes.
• Attach relevant notes or documents, such as donation agreements or event participation.

2. Verification and Accuracy Checks

• Cross-check donor entries with receipts, bank transfers, or payment processor reports.
• Flag and resolve inconsistencies in donation amounts, dates, or donor names.
• Use verification tools and communication follow-ups for unconfirmed records.

3. Categorization and Tagging

• Classify donors based on:
  • Type (individual, corporate, foundation)
  • Contribution tier (e.g., Platinum, Gold, Silver)
  • Recurrence (one-time vs. recurring donors)
  • Campaign or project association
• Apply tags to facilitate segmentation for communications and reporting.

4. Security and Confidentiality

• Ensure all donor data complies with privacy and data protection policies.
• Restrict access to sensitive financial information to authorized personnel only.
• Backup data weekly and secure it using encrypted storage protocols.

5. Engagement Tracking

• Record recent interactions such as thank-you messages, event invites, or recognition awards.
• Flag high-value donors or those at risk of lapsing for immediate follow-up.
• Monitor engagement trends and suggest strategies to strengthen relationships.

6. Reporting and Internal Communication

• Generate a weekly internal report summarizing:
  • New donors added
  • Total donations received
  • Outstanding verification issues
  • Noteworthy changes or trends
• Share report with senior management and fundraising leads.

7. Website Interface Maintenance

• Ensure the donor directory display (if public-facing) is clean, functional, and current.
• Coordinate with the SayPro IT and Web Development team to fix any user experience issues.
• Test search and filter functionality regularly.

✅ Tools and Platforms Used

• SayPro CRM and Donation Management System
• Email and communication software (e.g., Mailchimp, Outlook)
• Online payment processors (e.g., PayPal, Stripe)
• Google Drive or internal document management system
• Web dashboard for SayPro website backend

🎯 Expected Outcomes

• Enhanced donor trust through transparency and responsiveness
• Improved donor retention via personalized engagement
• Real-time insight into fundraising performance
• Streamlined reporting for executive decision-making
• Better segmentation for future campaign targeting