🔷 SayPro Strategic CRM Utilization for Planned Giving.

Title: Tracking and Following Up with Potential Planned Givers through SayPro CRM

Program Code: SCMR-2 – SayPro Monthly Donor Education
Department: SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Platform: https://saypro.online
Oversight: SayPro Marketing Royalty (SCMR) and CRM Management Unit

📘 Introduction

Effective donor management is foundational to any successful fundraising and legacy giving initiative. The SayPro CRM (Customer Relationship Management) platform plays a crucial role in enabling the organization to systematically identify, track, nurture, and follow up with potential planned givers.

This document outlines how SayPro utilizes its CRM system to build meaningful relationships with legacy donors, ensure timely and personalized engagement, and ultimately increase the number of long-term planned gifts that support SayPro’s sustainability and impact-driven mission.

🎯 Purpose and Strategic Importance

Tracking and managing planned giving prospects through the SayPro CRM serves several critical purposes:

• Maximizes Donor Lifetime Value by identifying key legacy contributors early
• Increases Engagement through tailored follow-up and communication
• Improves Donor Experience with consistent, relevant messaging
• Enables Data-Driven Strategy by tracking behaviors, preferences, and timelines
• Builds Institutional Memory to ensure continuity across teams and staff changes
• Drives Planned Giving Conversions through targeted nurturing workflows

By integrating CRM-powered follow-up into SayPro’s digital ecosystem, donor relations become less transactional and more relationship-driven—essential for legacy-focused giving.

🔍 CRM Features and Functionalities for Planned Giving

The SayPro CRM is equipped with specialized modules to support planned giving initiatives. Key features include:

📁 Donor Profiles & Segmentation

• Custom fields for planned giving interests, estate planning status, and legal advisors
• Tags for donor types: potential, confirmed, in consultation, stewarded, legacy society members
• Automatic behavioral segmentation based on interactions with SayPro’s planned giving content

🗂 Lead Scoring & Readiness Tracking

• Assigns a Planned Giving Score based on engagement levels, such as:
  • Downloaded a legacy brochure
  • Registered for a webinar
  • Submitted a consultation request
  • Opened multiple education emails
• Color-coded dashboards to identify high-priority prospects

📆 Follow-Up Tasks and Reminders

• Customizable task triggers (e.g., “Call donor after webinar attendance”)
• Workflow rules that notify SayPro education specialists and donor officers of pending follow-ups
• Integration with Google Calendar or Microsoft Outlook for task scheduling

📧 Automated Nurture Sequences

• Personalized email journeys based on donor actions
• “Legacy Track” campaigns educating on wills, trusts, and endowments
• Monthly digest updates, legacy donor stories, FAQs, and invitation links

🧠 Workflow: From Interest to Commitment

SayPro follows a structured engagement process for legacy giving, entirely managed through the CRM:

🗃️ Data Entry and Integrity

Maintaining data accuracy is critical. SayPro team members must:

• Log every donor interaction (calls, emails, event attendance, inquiries)
• Update fields promptly when a donor’s intentions or information change
• Verify email preferences and contact details every 6–12 months
• Use standard naming conventions for easy reporting and analysis

Quarterly CRM audits are conducted by the CRM Oversight Team to ensure compliance and quality assurance.

🤝 Integration with Other SayPro Systems

SayPro CRM integrates seamlessly with other SayPro digital tools to maintain a holistic view of donor engagement:

• SayPro Website (saypro.online): captures forms, downloads, and session signups
• SayPro Learning Hub: syncs video views and workshop completions to donor profiles
• SayPro Fundraising Dashboard: reports total value of legacy pipeline and conversions
• Email Marketing System: syncs campaign interactions with donor engagement levels

This unified ecosystem enhances donor intelligence and strategic decision-making.

📊 Monitoring & Analytics

The SayPro CRM generates detailed reports to evaluate the success of planned giving engagement strategies:

• Legacy Donor Pipeline Report: tracks donor flow through the engagement stages
• Follow-Up Completion Rate: shows how many tasks were completed on time
• Conversion Metrics: measures how many interested donors confirm planned gifts
• Donor Engagement Scores: provides insights into the responsiveness of specific segments

Reports are reviewed monthly by the Fundraising Office and quarterly by the SCMR Oversight Committee.

👥 Team Roles and Responsibilities

🎓 SayPro Education Specialist

• Inputs new donor leads and tracks consultation requests
• Sends follow-up messages and legacy education sequences
• Updates donor journey status and tracks responses

📈 Fundraising Officer

• Reviews lead scores and prioritizes high-value prospects
• Conducts strategic follow-ups and personalized outreach
• Ensures legal and compliance documentation is stored properly

🛠 CRM Administrator

• Maintains workflows, custom fields, and integration points
• Trains staff on CRM best practices
• Conducts data quality audits

🔐 Confidentiality and Ethical Handling

Planned giving data often includes sensitive legal and financial information. SayPro maintains strict protocols:

• Role-based access controls in the CRM system
• All staff must sign a Confidentiality and Data Protection Agreement
• Donor communication preferences must be strictly observed
• No financial or legal data is shared without donor consent

📞 Sample CRM Follow-Up Templates

Email Template – Consultation Invite:

Hello [Donor Name],

Thank you for your continued support of SayPro. We noticed you recently viewed our planned giving brochure. We would love to offer you a private consultation to explore how you can make a lasting impact through your legacy.

[Schedule a Session]

With gratitude,
The SayPro Legacy Giving Team

Task Template – Post-Event Follow-Up:

📌 Task: Follow up with [Donor Name] who attended the “Your Legacy, Your Impact” webinar.

➤ Deadline: [Insert Date]
➤ Assigned to: [Team Member]
➤ Priority: High
➤ Notes: Donor asked a question in chat about leaving a bequest in their will.

📘 Conclusion

Tracking and following up with potential planned givers through SayPro CRM is a cornerstone of the SCMR-2 Planned Giving Program. By systematically managing donor relationships within a sophisticated, integrated platform, SayPro ensures that every legacy prospect receives personalized attention, timely information, and consistent nurturing.

This process not only improves conversion rates but also reinforces SayPro’s commitment to professionalism, transparency, and ethical stewardship—values that resonate deeply with donors making life-long giving decisions.