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SayPro Donor Data Spreadsheet Template: A standard spreadsheet format.
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SayPro Donor Data Spreadsheet Template
Campaign Name: SayPro Monthly January SCDR-7 Campaign
Campaign Period: January 1–31, 2025
Prepared By: SayPro Resource Mobilisation Office
Spreadsheet Version: 1.0
Spreadsheet Structure Overview:
The spreadsheet is divided into the following columns for easy tracking and analysis:
- Donor Information
- Donation Details
- Engagement and Retention
- Communication Tracking
- Notes and Follow-ups
Column Headers and Descriptions
1. Donor Information
| Column | Description |
|---|---|
| Donor ID | Unique identifier for each donor (e.g., Donor001). |
| Full Name | The donor’s full name. |
| Email Address | The donor’s primary email address. |
| Phone Number | The donor’s phone number (if provided). |
| Donor Type | Type of donor (e.g., Individual, Corporate, Foundation). |
| Donor Location | City or region of the donor. |
| Date of First Donation | The date the donor first contributed to SayPro. |
| Preferred Contact Method | Email, phone, text, social media, etc. (for future communication). |
| Donor Segment | The group the donor falls into (e.g., Major Donor, First-time Donor, Repeat Donor). |
2. Donation Details
| Column | Description |
|---|---|
| Donation ID | Unique identifier for each donation (e.g., Donation001). |
| Donation Date | The date the donation was made (e.g., 01/15/2025). |
| Donation Amount | The amount donated (e.g., $100). |
| Donation Method | The method used for donation (e.g., Credit Card, Bank Transfer, PayPal, Check). |
| Campaign Fund | Which fund the donation was allocated to (e.g., Youth Empowerment, Education). |
| Recurring Donation? | Whether the donation is part of a recurring donation plan (Yes/No). |
| Donation Status | Status of the donation (e.g., Completed, Pending, Failed). |
| Tax Receipt Issued? | Whether the tax receipt was issued (Yes/No). |
3. Engagement and Retention
| Column | Description |
|---|---|
| Engagement Level | Donor’s level of engagement (e.g., Low, Medium, High). |
| Engagement Type | Type of engagement (e.g., Event Participation, Volunteer, Social Media Interaction). |
| Last Engagement Date | Date when the donor last engaged with SayPro (e.g., Event attendance, email response). |
| Event Attendance | If the donor attended any events (Yes/No). If yes, provide event details in a separate column. |
| Engagement Frequency | How often the donor engages (e.g., Monthly, Quarterly, Annually). |
| Donor Retention Status | Whether the donor is retained or new (e.g., Retained, First-Time). |
4. Communication Tracking
| Column | Description |
|---|---|
| Last Email Sent | Date when the last campaign email was sent to the donor. |
| Email Opened? | Whether the last email sent was opened (Yes/No). |
| Last Social Media Interaction | Date of the last social media interaction (e.g., Like, Share, Comment). |
| Social Media Engagement | Level of donor engagement with SayPro’s social media (e.g., Low, Medium, High). |
| Personalized Follow-up | Whether a personalized follow-up was made (Yes/No). If yes, include the follow-up details. |
| Notes on Communication | Any specific notes about communication preferences or issues (e.g., Donor prefers text messages). |
5. Notes and Follow-ups
| Column | Description |
|---|---|
| Follow-up Action Required | Whether follow-up action is needed (Yes/No). |
| Follow-up Date | Date the next follow-up is scheduled (e.g., phone call, email). |
| Follow-up Notes | Any important details regarding the follow-up (e.g., Donor requested more information on a program). |
| Special Requests | Any special requests from the donor (e.g., anonymous donation, specific use of funds). |
| Donor Feedback | If the donor provided any feedback on the campaign or engagement efforts (e.g., “Great experience, would love to know more about impact.”). |
Example Spreadsheet
Below is an example of what the SayPro Donor Data Spreadsheet might look like when filled out.
| Donor ID | Full Name | Email Address | Phone Number | Donor Type | Donor Location | Date of First Donation | Donation ID | Donation Date | Donation Amount | Donation Method | Recurring Donation? | Engagement Level | Last Engagement Date | Event Attendance | Last Email Sent | Email Opened? | Follow-up Action Required | Follow-up Date | Follow-up Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Donor001 | John Doe | john.doe@email.com | 555-1234 | Individual | New York | 01/15/2021 | Donation001 | 01/20/2025 | $100 | Credit Card | Yes | High | 01/25/2025 | Yes | 01/20/2025 | Yes | Yes | 02/10/2025 | Follow up on matching gift information. |
| Donor002 | Jane Smith | jane.smith@email.com | 555-5678 | Corporate | California | 05/10/2020 | Donation002 | 01/18/2025 | $500 | Bank Transfer | No | Medium | 01/21/2025 | No | 01/18/2025 | Yes | No | 02/15/2025 | Discuss corporate sponsorship options. |
Instructions for Use
- Input New Data Regularly: As donations and interactions occur, regularly update the spreadsheet with new donor details, donation records, and communication actions.
- Segment Donors: Use the Donor Segment and Engagement Level columns to categorize donors for future targeting and personalized communication strategies.
- Track Retention: Monitor the Donor Retention Status and Engagement Frequency to identify patterns in donor behavior and target strategies to improve retention.
- Follow-up Actions: Regularly review the Follow-up Action Required column to ensure timely engagement and improve donor relationships.
Benefits of Using This Template
- Centralized Donor Information: Keep all relevant donor details in one place for easy access and analysis.
- Personalized Engagement: Track donor preferences and tailor your communication and follow-up actions accordingly.
- Improved Retention: Use data to identify high-engagement donors and implement strategies to maintain long-term relationships.
- Data-Driven Decisions: Utilize the data for reporting, campaign analysis, and improving future fundraising efforts.
This SayPro Donor Data Spreadsheet Template will help the SayPro Resource Mobilisation Office track essential information about donors and their interactions with the January 2025 SCDR-7 Campaign. It also facilitates the identification of key trends, donor engagement strategies, and campaign effectiveness.
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