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SayPro Donor Acquisition Tracking Spreadsheet Template.
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SayPro Donor Acquisition Tracking Spreadsheet. This can be used to track interactions with new donor prospects, conversion rates, engagement statistics, and other relevant metrics. You can set this up in a spreadsheet software (e.g., Microsoft Excel, Google Sheets), with columns for each of the key categories outlined below.
SayPro Donor Acquisition Tracking Spreadsheet Template
1. Sheet Name: Donor Acquisition Tracker
| Donor ID | Donor Name | Contact Info | Source/Lead Origin | Initial Contact Date | Campaign Name | Interaction Type (e.g., Email, Phone Call, Event, Social Media) | Date of Interaction | Follow-Up Date | Donor Status (e.g., New, Warm Lead, Pledged, Converted) | Conversion Rate | Amount Donated | Recurring Donation (Yes/No) | Engagement (Email Opened, Event Attendance, etc.) | Notes/Follow-up Actions |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 001 | John Doe | john@example.com | Referral from Jane Smith | 01/10/2025 | Winter Giving Campaign | Phone Call | 01/12/2025 | 01/15/2025 | Warm Lead | 25% | $200 | No | Opened Email, Responded to Call | Sent follow-up email, awaiting decision |
| 002 | Sarah Johnson | sarah@example.com | Social Media Ad | 01/11/2025 | Annual Fundraiser 2025 | 01/12/2025 | 01/18/2025 | New Donor | 100% | $50 | Yes | Clicked on Link, Made Donation | Thanked in email, added to monthly donors list | |
| 003 | Mike Brown | mike@example.com | Event (Gala 2025) | 01/09/2025 | Gala Fundraiser 2025 | In-Person Interaction | 01/09/2025 | 01/14/2025 | Converted | 50% | $500 | No | Attended Event, Pledged Donation | Sent confirmation email, invited to future events |
| 004 | Lisa White | lisa@example.com | Website/Donation Page | 01/08/2025 | Winter Giving Campaign | Website Interaction (Form Submission) | 01/08/2025 | 01/15/2025 | Pledged | 80% | $250 | Yes | Filled out donation form, no email open yet | Scheduled follow-up for February |
| 005 | Tom Green | tom@example.com | Referral from Existing Donor | 01/10/2025 | Annual Fundraiser 2025 | Social Media (Ad Click) | 01/10/2025 | 01/17/2025 | New Donor | 100% | $100 | Yes | Engaged with Post, Donated | Sent thank-you email, follow-up in one month |
Column Breakdown:
- Donor ID: A unique identifier for each donor or prospect (e.g., Donor ID #001, #002, etc.). This helps you easily search and track individuals.
- Donor Name: The full name of the donor or prospect.
- Contact Info: Includes email, phone number, or any other contact details for easy follow-up.
- Source/Lead Origin: The origin of the lead, such as “Social Media Ad”, “Event”, “Referral”, “Website” (this helps identify which marketing channel brought in the donor).
- Initial Contact Date: The date of the first contact with the donor, whether via email, phone, event, etc.
- Campaign Name: The specific fundraising campaign the donor is connected to (e.g., “Winter Giving Campaign”, “Annual Fundraiser 2025”).
- Interaction Type: How you interacted with the donor (e.g., email, phone call, event attendance, social media engagement).
- Date of Interaction: The specific date when the interaction occurred.
- Follow-Up Date: The planned or actual date for following up with the donor, which can be adjusted based on the donor’s response.
- Donor Status: The current status of the donor’s engagement, such as:
- New: A new prospect that has yet to donate.
- Warm Lead: A donor who has shown interest (opened emails, attended events) but has not yet committed.
- Pledged: A donor who has committed to a donation but has not yet made it.
- Converted: A donor who has completed a donation (either one-time or recurring).
- Conversion Rate: The percentage of leads that convert into donors. You can calculate this by dividing the number of converted donors by the total number of prospects.
- Amount Donated: The amount the donor has contributed in each instance, whether it’s a one-time donation or a recurring donation.
- Recurring Donation (Yes/No): Indicate if the donation is recurring or if the donor has agreed to provide ongoing support.
- Engagement (Email Opened, Event Attendance, etc.): Track any meaningful engagement with the donor (e.g., if they opened your fundraising email, attended an event, shared a post on social media, etc.).
- Notes/Follow-up Actions: Additional details, such as personal notes about the donor (e.g., “likes certain programs,” “responded positively to phone call”), and follow-up actions you plan to take (e.g., “send thank-you email,” “call to confirm pledge”).
Key Features of the Tracking Spreadsheet:
- Efficient Donor Tracking: This spreadsheet keeps track of the key information for each donor prospect, so you can easily monitor the progression from initial contact to conversion.
- Real-time Updates: Allows for the real-time updating of statuses, interactions, and donations, ensuring that your team is always on the same page.
- Clear Overview of Performance: You can quickly gauge how effective your campaigns are by looking at the number of prospects reached, the conversion rate, the total amount raised, and which sources were most successful.
- Targeted Follow-Up: Helps ensure no donor falls through the cracks by tracking follow-up dates and required actions, optimizing your outreach efforts.
This Donor Acquisition Tracking Spreadsheet can be customized to meet your specific organizational needs. By maintaining a well-organized and detailed tracking system, SayPro can effectively manage donor relationships and continuously improve its acquisition and engagement strategies.
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