Donor Management Database Template

Overview

This Donor Management Database helps non-profits centralize donor information, track fundraising campaigns, and manage relationships efficiently. It replaces scattered files with a structured system designed to maintain accurate records of every gift, pledge, and interaction, ensuring your team has a single source of truth.

The template connects essential components seamlessly: Donors are linked to their Donations and Interactions, while Campaigns aggregate progress automatically via rollups. It also tracks Users (staff) to assign accountability for donor outreach, creating a clear history of who contacted whom and the outcome of every touchpoint.

Built-in AI features automate manual work by generating donor profile summaries from web data, drafting personalized thank-you emails based on donation amounts, and analyzing the sentiment of interaction logs to gauge donor satisfaction.

Why choose a Donor Management Database over Excel

Managing donor relationships in Excel often leads to fragmented data, version control issues, and accidental deletions that jeopardize fundraising efforts.

The power of Softr Databases

Unlike flat spreadsheets, Softr Databases use a relational structure where one donor profile connects to unlimited donation and interaction records without duplicating data. This enforces data integrity regarding emails, currency values, and dates, eliminating the fragility of VLOOKUPs. It follows the "one table = one object" principle, keeping your fundraising data organized, scalable, and secure.

Core features and functionality

This template goes beyond simple storage by using Database AI agents to enrich data and automate workflows. It automatically drafts thank-you notes and summarizes potential donor capacity from the web—tasks that are impossible in standard spreadsheets. Additionally, real-time rollups calculate lifetime value and campaign totals instantly, providing financial visibility without manual math.

Who is this Donor Management Database for

This template is designed for non-profit teams and fundraising organizations needing a centralized, scalable system.

• Fundraising Managers: Monitor campaign goals, analyze donor lifetime value, and track team performance in real time.
• Donor Relations Officers: Log calls and meetings while viewing complete interaction history to personalize outreach.
• Non-profit Administrators: Manage staff access and ensure secure handling of sensitive donor contact information.

How to take it further

1. Customize the database

You can easily adapt this template to your fundraising model. For instance, modify the "Type" choices in the Interactions table to include "Gala Invite" or add custom fields to the Campaigns table to track grant deadlines or specific funding restrictions.

2. Import your existing data

Transitioning from Excel is simple using the CSV import feature. You can map your existing donor lists and historical donation records directly into the relevant tables to populate your new system immediately.

3. Build an app on top

The logical next step is to create a secure internal portal using the interface builder. This allows your team to log in, view only the donors assigned to them via users and permissions, and update records through a user-friendly frontend rather than editing the database directly.