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📄 SayPro Monthly Donor Feedback Tracker.
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
Email: info@saypro.online Call/WhatsApp: Use Chat Button 👇
Document Title: SayPro Monthly Donor Feedback Tracker
Department: SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Reporting Cycle: Monthly (1st–30th/31st)
Platform: https://saypro.online
Access Level: Internal Use – Fundraising, Donor Relations & CRM Team
Version: 1.4
Approval Authority: SayPro Fundraising Lead & Donor Experience Manager
🔷 Purpose of the Feedback Tracker
The SayPro Monthly Donor Feedback Tracker is a structured monitoring and analysis tool designed to collect, categorize, evaluate, and respond to donor feedback in a timely and strategic manner. The feedback received is used to:
- Improve the quality of donor communications and impact reporting
- Strengthen donor trust, loyalty, and satisfaction
- Identify opportunities for personalization, engagement, and stewardship
- Address concerns or misalignments that may impact future giving
- Inform the quarterly SCMR fundraising strategy and campaign adjustments
This tool is a central component of SayPro’s commitment to transparency, responsiveness, and data-driven decision-making.
🔷 Scope of Application
The tracker applies to all forms of feedback received from donors, including:
- Comments on monthly SCMR-2 donor reports
- Reactions to email updates, newsletters, and video messages
- Input collected during donor calls, events, or webinars
- Suggestions via donor portal submissions or SayPro CRM forms
- Social media messages and private outreach via sponsored campaigns
It supports both individual donors and institutional funders (corporate, NGO, and grant-based).
🔷 Key Components of the Tracker
The SayPro Monthly Donor Feedback Tracker includes the following core components:
1. Donor Identification Details
| Field | Description |
|---|---|
| Donor Name | Full name or organization |
| Donor Type | Individual / Corporate / NGO / Anonymous |
| Donor Tier | Bronze / Silver / Gold / Platinum |
| Contact Email / CRM ID | Linked to donor profile |
| Project Supported | Name of initiative funded |
| Region | Local / National / International |
2. Feedback Source
| Feedback Type | Examples |
|---|---|
| Email Reply | Response to monthly report or campaign message |
| Online Form | SayPro portal feedback submission |
| Verbal | Notes from donor call, Zoom meeting, or event |
| Social Media | DM, comment, or tagged post on LinkedIn, Facebook, etc. |
| Survey | Post-report or end-of-quarter donor satisfaction survey |
3. Feedback Category
| Category | Description |
|---|---|
| Positive | Appreciation, encouragement, affirmation |
| Constructive | Suggestions for improvement, formatting, content clarity |
| Concerned | Issues with project alignment, transparency, or delivery |
| Neutral | General observations or questions |
| Strategic | Suggestions for scaling, partnerships, new directions |
4. Feedback Content (Direct Quotes)
A column to input actual donor quotes or paraphrased comments (e.g.,
“The update was beautiful and clear—thank you! It’s great to see the number of students rising.”
“Can we get more frequent updates on how the digital lab equipment is used?”)
5. Response Status
| Status | Description |
|---|---|
| Logged | Captured in system |
| Assigned | Forwarded to relevant project or reporting officer |
| Responded | Personalized reply or call completed |
| Resolved | Issue addressed, follow-up closed |
| Escalated | Sent to Fundraising Lead or Executive Director |
6. Follow-Up Action
Each item in the tracker includes notes on the appropriate next steps:
- Email reply with clarification
- Revised report or addendum issued
- Invitation to event or one-on-one call
- Recorded in AI Message Tracker for future personalization
- Escalation for leadership acknowledgment or involvement
🔷 Monthly Reporting Timeline
| Activity | Responsible | Date |
|---|---|---|
| Feedback Compilation | Donor Relations Officer | By the 3rd of each month |
| Categorization & Response Assignment | Fundraising Lead | By the 5th |
| Follow-up Completed | Assigned Team Members | By the 15th |
| Summary Report Uploaded | Donor Tracker Coordinator | By the 25th |
| Strategic Insights Shared | Marketing Royalty & Executive Team | By Month End |
🔷 Integration with SayPro Systems
The feedback tracker is tightly integrated with:
- SayPro CRM: For linking feedback to donor profiles and history
- SCMR-2 Donor Reporting Archive: To tag reports with feedback metadata
- SayPro AI-Powered Message Tracker: To refine donor appreciation language
- Donor Portal Dashboard: Where relevant suggestions are addressed transparently
- Google Sheets / Airtable / PowerBI: For visual dashboards and trend reports
🔷 Benefits of the Monthly Feedback Tracker
- Increases donor satisfaction and retention
- Builds a culture of listening and responsiveness
- Reduces churn by preemptively resolving concerns
- Improves the quality of reports and messaging
- Demonstrates SayPro’s accountability and professionalism
- Enables donor segmentation based on feedback behavior
🔷 Sample Dashboard Indicators
| KPI | Target | Actual (Monthly Example) |
|---|---|---|
| Total Feedback Logged | 50 | 63 |
| Positive Feedback | 70% | 72% |
| Resolution Rate (by 15th) | 90% | 88% |
| Average Response Time | <72 hrs | 68 hrs |
| Donor Suggestions Implemented | 3/month | 4 |
🔷 Compliance and Privacy
All donor feedback is managed in accordance with:
- POPIA and GDPR privacy laws
- SayPro’s Donor Data Protection Policy
- Internal communication and ethical branding standards
🔷 Final Notes
The SayPro Monthly Donor Feedback Tracker is more than a spreadsheet—it’s a strategic engine for organizational learning, donor stewardship, and communication excellence.
It reflects SayPro’s philosophy that impact is not only measured by outcomes, but also by relationships—and those are best nurtured through listening.
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