Donor Management
User Guide

1. About This Tool

Year-round donor stewardship, powered by your impact

Restricted-gift thank-yous, appeals, and year-end statements now pull the funded program's real results from the Impact and Outcomes app, so a donor reads exactly what their gift accomplished instead of a generic note. On any restricted gift, the Stewardship plan button lays out a full year of touches (a prompt thank-you, then impact updates through year-end, each dated) and adds a matching checklist to the Stewardship view so you can work the plan and mark each touch done. The weekly or daily digest reminds you when a touch comes due.

There is also an opt-in auto-send setting in the Stewardship view (off by default). When you turn it on, an update built from your own captured program impact is emailed to the donor for each touch that comes due, with your organization as the reply-to. The first thank-you is always left for you to send personally. Review the content and test it on yourself before enabling it for real donors.

Most nonprofits manage donor information in spreadsheets that grow organically into chaos. Three-year-old contacts, duplicates, inconsistent address formats, no record of last communication, no segmentation. As the donor base grows past 50-100 contacts, the spreadsheet stops being useful and starts being a liability, you can't find gift history when stewarding a major donor, you miss renewal cycles, you accidentally email someone who opted out.

Enterprise alternatives, Bloomerang, DonorPerfect, Salesforce NPSP, Little Green Light, cost $50-$300+/month and require staff to configure and maintain. For a nonprofit with under 500 donors and a $500K budget, that's overkill.

The Donor Management app is the middle ground: a structured tool with the workflows of a real CRM (donor records, gift tracking, segmentation, stewardship pipelines, reports) without the configuration complexity or monthly subscription. Your donor and gift data is stored securely in your account, so it is the same on every device your team signs in from and is backed up, not stuck in one browser. You own it and can export it any time.

2. Your First Session

This is the fastest path from opening the app to a fully recorded, acknowledged gift. Follow it in order the first time and you will have used the core of the CRM end to end. The labels below match exactly what you see on screen.

3. Getting Started

Who this is for

• Executive Directors at organizations without dedicated development staff
• Development Directors at nonprofits where a full enterprise CRM is overkill
• Founders moving past the "donor list in Excel" stage
• Board treasurers who want visibility into giving patterns
• Volunteer development committees needing a shared view of donor relationships

What you'll need to begin

• Your current donor list (Excel, Google Sheets, exported from another CRM, or hand-collected)
• Historical gift records if available (at least last 12-24 months)
• Any existing donor segmentation (major donors, monthly givers, board, etc.)
• Your gift acceptance policy if one exists
• Privacy notice expectations, what donors were told about data use

How long it takes

Initial donor import: 30-60 min for under 200 donors. Configuration of segments and pipelines: 30 min. Ongoing: 5-15 min per gift; 30-60 min weekly for stewardship and pipeline review.

4. Adding & Managing Donors

Donor record fields

Each donor record captures core contact info plus the relational and giving context:

• Identity: Name (separate first/last), salutation, organization, gender pronouns if disclosed
• Contact: Email, phone, mailing address, social media handles
• Relationship: Source (how acquired), date acquired, relationship owner, household linkage
• Preferences: Communication channel, mail frequency, list opt-outs
• Designation: Donor segment, major donor status, board affiliation, employer matching eligibility
• Notes: Free-text record of interactions, interests, history

Adding donors

1. Single entry: manually add one donor
2. Bulk import: paste a CSV with column headers; automatic field mapping
3. Export CSV: the Donor Directory and the Gifts page each have an Export button that downloads what is currently shown (respecting your search and filters) as a spreadsheet, using the same columns the importer accepts so it round-trips straight back in
4. Demo data: load sample donors to practice before importing real data

Maintaining donor records

Records grow stale quickly. Industry data suggests 5-10% of donor contact info changes every year. Build maintenance into your workflow:

• Update contact info immediately when bounces happen
• Review records over 24 months without engagement quarterly
• Honor every opt-out request immediately
• Append notes after every meaningful interaction

Additional Emails & Shared Contact Records

Donors often give from more than one address over the years: a personal email, a work email, or a new address after a move. The donor editor now has an Additional emails field where you can store several addresses for one donor, separated by commas. Those addresses are saved with the donor, they are searchable (so the donor turns up whether you search their primary or an alternate address), and they show under the primary email in the directory.

The same person is often a donor, a volunteer, and a member all at once. A shared contact record lets you keep that one person's name, emails, and phone in a single place instead of maintaining them separately in three apps. When you open a donor record, a shared-record panel shows whether that person is also a volunteer or a member in your other apps.

If someone with the same email already exists in your Volunteer Management or Membership app, the panel offers a one-click Link to that person. If there is no match, you can Create a shared record so the connection is there next time. Once a donor is linked, editing their name, email, additional emails, or phone here updates the shared record everywhere it is used, so you correct it once and every app stays current.

Your donors also appear automatically in the Contact Manager, one searchable list of every person your organization touches, where you can log calls and meetings, set follow-up dates, schedule tasks and appointments, and see each donor's gift count, lifetime total, and recent gifts right on their record. Nothing is retyped and nothing moves: this app stays the system of record for donors and gifts.

5. Recording Gifts

Gift record fields

• Amount · Date · Type (cash/check/online/stock/in-kind/recurring)
• Designation (net assets): a clean three-way FASB ASC 958 net-asset class, Unrestricted, Temporarily restricted, or Permanently restricted, plus a free-text purpose note (for example "Education" or "Building fund")
• Campaign (annual appeal, event, capital campaign, monthly, major gift, year-end)
• Acknowledgment (status and date) · Tax receipt (status)
• Pledge tracking for multi-year commitments (track installments separately)

Gift acknowledgment best practice

Acknowledge every gift within 48 hours. The IRS requires written acknowledgment for any gift of $250+ for the donor to claim a deduction. Beyond IRS requirements, the speed and quality of acknowledgment is the single most-cited factor in donor retention research.

Recurring gifts

Track as a single donor commitment with individual transaction records. When a recurring gift fails (card expired, bank changed), reach out within 7 days, most failures are technical, not intentional.

Accepting Online Donations

Donor Management can accept donations online and record them for you automatically. The money goes directly to your organization's own Stripe account. All In One Nonprofit never holds your funds and charges no platform fee.

How it works: connect your Stripe account and set a notification email on the My Organization page (under “Online donations”), then share the public donation link you are given. When a donor gives, they are thanked instantly, your treasurer is notified, and the gift appears here in the CRM, matched to the donor and attributed to the appeal it came from.

Online gifts arrive marked unacknowledged, so they still flow through your normal Tax Acknowledgments process. You can keep recording cash and check gifts by hand as usual.

For the full setup walkthrough, fees, and testing steps, see the Online Donations guide.

Giving funds: what a donor can choose

You decide which funds a donor may give to. On the My Organization page you name each fund, write a short line explaining it in words a donor will understand, and tick whether gifts to it are genuinely restricted by the donor.

• The list starts empty, and while it is empty your giving page asks nothing at all. Most organizations have no restricted funds, and a donor should never be shown a question they have no way to answer.
• Donors pick from your list. They cannot type a fund name. A typed name becomes a misspelling or a joke sitting in an accounting record forever.
• You state whether a fund is restricted. It is never guessed from the name. A "Founders Circle" or an "1919 Society" is a giving society, not a donor restriction, and a "Physician Wellness Program" may well be restricted despite not containing the word. Getting this wrong is a compliance problem, so a person decides it rather than the software.

The fund a donor picks travels with the gift: onto the donor record, onto the acknowledgment, and into the fund column of your ledger.

Your gifts reach your books

A gift no longer stops at the CRM. It also writes an entry in Financial Management, so nobody keys the same gift in twice and your books are not short by whatever the platform collected.

• Online gifts book when the payment is taken, as gross income plus the real processing fee as a separate expense. The fee is the true figure read back from Stripe for that payment, not a percentage estimate.
• Cash and check gifts you record here book too. Gifts that arrived online are skipped, because they were already booked at the payment, and only gifts new to your organization are added, so re-syncing never doubles anything.
• Adding a very large batch at once is deliberately refused. If a single save would book more than twenty five new gifts, none of them are booked and the refusal is logged. A visible refusal can be put right; a silent flood of entries cannot.
• Deleting a gift reverses its entry rather than removing it, and editing an old gift updates its entry only if that gift already had one, so editing history cannot conjure an entry into existence.

QR code for your giving link

In My Organization, under “Online donations,” a QR code button sits right next to the Copy button for your public give link. It generates a branded, printable “Scan to give” QR code that points to your mobile giving page, with Download PNG and Print options. Use it on flyers, event signage, table tents, slides, and on-screen at events so supporters can give from their phones in seconds.

Let donors cover the processing fee

On the donation page, donors can tick a box to cover the payment processing fee so your organization receives the full intended gift. When they do, the recorded gift and the thank-you reflect the base gift plus the covered fee, so your books and your acknowledgment both show exactly what came in. Your ledger entry is the full amount that reached your bank, not the smaller figure the CRM calls the gift, so your books and your bank statement agree to the penny.

⛪ Church & Faith-Based Giving

When your organization type is set to Church or faith based on the My Organization page, this app adds tools built around how a congregation actually gives: numbered offering envelopes, a weekly counting screen, and a safeguard on gifts directed to a person. The wording across the platform also changes to match your language (donation becomes offering, donor becomes giver, a recurring gift becomes a tithe), and you can fine-tune any term with the per-term overrides on My Organization, which is where words like elder, deacon, vestry, or session belong since traditions differ.

Offering envelope numbers

Churches that pass a plate reconcile by envelope number, not by name. Assign each giving household its numbered envelope once, and from then on the counting team only needs the number. If you type a number that already belongs to someone else, the app tells you who has it and asks before reassigning, so two households can never silently share a number. You can also manage every assignment in one place: open Gifts → ✉️ Offering count → Envelope assignments to see the full numbered list, add assignments, or remove them.

The Offering count (weekly batch entry)

This is the Sunday counting screen. As you type each envelope number the giver’s name appears beside the row, so the counting team can spot a wrong number immediately. A row with no envelope number is recorded as a loose offering (plate cash with no giver attached). If a number is not assigned to anyone, the row shows Unknown envelope in red; you can still record it, and the gift is saved without a giver so you can assign the number afterward and fix the gift. Every line becomes an ordinary gift on the giver’s record with the envelope number noted, so year-end giving statements, thank-yous, and reports all work exactly as they do for any other gift.

Gifts directed to a person (love offerings)

If a gift’s designation or notes look like they direct the money to a specific person, a love offering for the pastor, a wedding or funeral fee, an appreciation gift, the app shows a caution at the point of entry: money the congregation directs to a person is taxable compensation to that person, not a charitable contribution, and should not appear on their giving statement (IRS Publication 517). If it is pay for ministerial service, run it through payroll using Clergy Compensation in the HR Management app. If the gift is truly to the church for its ministry, word the designation for the ministry rather than the person, and it stays an ordinary charitable gift.

Tithes, pledges, and recurring giving

Scheduled, committed giving is what this app already calls recurring gifts and pledges, and for a church those screens display as tithes: set up the commitment under Recurring or Pledges, and record each payment as it arrives (or let online giving record it automatically). Designations handle your funds, so a building fund or missions fund is entered as a restricted designation on the gift, and the accounting export carries the restriction. Year-end giving statements, including the quid pro quo wording the IRS expects, work unchanged.

6. Reports & Exports

Standard reports

• Donor list: sortable by name, last gift, total lifetime giving
• Gift history: filterable by date range, campaign, designation, segment
• Stewardship status: pending acknowledgments, owed thanks, pending tax receipts
• Pipeline view: active major-gift cultivation by stage
• Lapsed donor list: no gift in last 12/18/24 months
• Top donors: ranked by lifetime, by year, by recency
• Annual giving summary: totals by category for the Annual Report

Exports

• CSV: for Excel/Sheets analysis or import to another tool
• Word (.docx): acknowledgment letters, board reports, printable donor lists
• PDF: donor stewardship one-pagers

Accounting CSV export with restriction class

The Gifts page has an accounting CSV export built for your bookkeeping software. Every row carries a Restriction column with the FASB ASC 958 net-asset class derived from each gift's Designation (net assets): Without donor restrictions or With donor restrictions (permanently restricted gifts are marked accordingly). That means restricted versus unrestricted support imports into QuickBooks, Xero, or Aplos without re-categorizing each line by hand.

Predictions

The Predictions page sits directly under the Dashboard in the left sidebar, right next to AI Automations. It scores your own donors so you can see, at a glance, who needs attention first. There are two scores. Lapse risk measures how overdue each donor is against their own giving rhythm, a donor who usually gives every three months and has been silent for five is flagged before one who gives once a year on schedule. Giving capacity and ready-to-upgrade looks at gift size, frequency, and recency to spot donors who appear able and willing to give more, and it suggests an ask amount you can use as a starting point. Donors are listed highest priority first.

The AI brief button

The Predictions page also has one AI button, the Donor Portfolio Brief. It turns the scored data into a short, prescriptive action brief: who to focus on this week, which win-backs to start, and which donors are ready for an upgrade conversation. See the AI Automations Guide → for details.

✨ AI Automations

This app can draft your donor outreach for you: thank-yous, first-time welcomes, lapsed-donor win-backs, cultivation briefs, a weekly "who to call" list, segment appeals, and year-end giving statements. You review and edit everything before it goes anywhere.

These have their own dedicated walkthrough so this guide stays focused on the core CRM. See the AI Automations Guide → for how each one works, or just open AI Automations in the app and use the guide link at the top of that page.

Your Donor Workflow (and where AI fits)

The features above are not separate tools, they are stages in one repeating cycle: bring a donor in, thank them, keep the relationship warm, and invite the next gift. The table below lays out that cycle and shows which AI automation does the drafting at each stage. Every automation produces a draft you review and edit before anything is sent.

7. Why a Donor CRM Matters

Donor relationships are the single biggest determinant of long-term nonprofit sustainability, bigger than program quality, bigger than board strength, bigger than Executive Director talent. A nonprofit with strong donor relationships survives executive transitions, recessions, and strategic pivots. A nonprofit with weak donor relationships dies the moment its largest funder pulls out.

What a CRM enables

• Continuity through staff turnover: donor knowledge stays with the organization, not the individual
• Personalized stewardship at scale: a 200-donor base is too large to remember everything
• Renewal discipline: most donors lapse not because they're dissatisfied but because no one asked them at the right moment
• Major gift cultivation: cultivation cycles span 12-36 months; without tracking, gifts get lost in the cracks
• Data-driven appeals: knowing who gives when and at what level lets you target campaigns instead of mass-emailing
• Board engagement: a board treasurer with visibility into giving trends provides better oversight

What happens without one

• Donor data lives in the development director's head, the Executive Director's email, and 4 different spreadsheets
• 50%+ of donors lapse without ever being asked to renew
• Stewardship is reactive (thank only when reminded), not systematic
• Major gift opportunities die because cultivation conversations weren't tracked
• Tax acknowledgments are sent late or not at all, exposing the organization
• When the development director leaves, institutional donor knowledge walks out the door

8. What Donor Data to Capture

More data isn't always better. Capture what you'll actually use.

Essential (capture for every donor)

• Full name (separate first/last for proper salutations)
• Preferred salutation
• Mailing address (if you send physical mail)
• Email · Phone
• How they were acquired (source) · Date first added
• Communication preferences (channel and frequency)

Useful (capture when relevant)

• Spouse/partner name (if you address mail jointly)
• Employer (for matching gift eligibility)
• Profession (for ask sizing)
• Birthday or anniversary (for relationship touches)
• Connection to organization (alumni, parent of beneficiary, beneficiary, volunteer)

Major donor specific

• Cultivation stage (Identification / Cultivation / Solicitation / Stewardship)
• Relationship owner (who at the org owns this relationship)
• Wealth indicators (foundation directorships, business ownership)
• Connections (who introduced; who else they know)
• Programs of interest · Capacity estimate

Don't capture unless legally required or specifically requested

• Social Security numbers · Credit card details (use a processor)
• Race/ethnicity unless donor explicitly volunteered for a specific program purpose
• Detailed health information · Political or religious affiliation

9. Donor Segments & Pipelines

Common segments

Major gift cultivation pipeline

1. Identification: prospect identified through research, referral, or pattern
2. Cultivation: building relationship through engagement before any ask (6-18 months)
3. Solicitation: the ask itself, ideally in person, ideally by someone with peer relationship
4. Stewardship: post-gift relationship maintenance; sets up the next gift conversation

Most major gift losses happen because donors get stuck in Cultivation (never asked) or rushed straight from Identification to Solicitation (asked too soon). The pipeline view surfaces stuck prospects.

10. Stewardship Best Practices

Stewardship is everything you do between gifts to maintain the relationship. Most donor lapse research shows the lapse trigger isn't dissatisfaction, it's that the donor never heard from you between gifts.

The minimum cadence

• Gift acknowledgment: within 48 hours of receipt
• Tax receipt: by January 31 for prior year gifts $250+
• Year-end donor letter or annual report: once per year, customized to giving level
• Mid-year touch: non-asking impact update (story, outcome, photo)
• Renewal ask: aligned to giving anniversary or year-end

For major donors, add

• Quarterly personal touchpoints with no ask
• Site visits or program observations 1-2x per year
• Custom impact reports showing how their specific gift was used
• Invitations to small leadership events
• Personal involvement from Executive Director or Board Chair

Stewardship documentation in the CRM

Every meaningful interaction should be logged: date, channel, summary, follow-up needed. Creates institutional memory.

11. Major Gifts Cultivation Cycle

Major gifts (top 5-20% of donors by capacity) generate most of your revenue. They also require the most relational discipline.

Phase 1, Identification (1-2 months)

• Giving pattern analysis (5+ years; recent upward trend; capacity exceeded current giving)
• Referrals from board members or current major donors
• Wealth screening tools (DonorSearch, iWave) for larger orgs
• Public records (foundation directorships, recent business sales)
• Community connections (alumni networks, professional associations)

Phase 2, Cultivation (6-18 months)

• Plan a series of engagements appropriate to interest level
• Small-group events (briefings, behind-the-scenes tours)
• One-on-one meetings with Executive Director or Board Chair
• Custom impact reporting on issues the prospect cares about
• Strategic asks: advisory role, peer introductions, expertise requests (before money)

Phase 3, Solicitation (single event, well-prepared)

• In person whenever possible
• By a peer or someone with the right relationship
• Specific ask amount based on capacity and engagement
• Specific purpose, specific timeline
• Avoid vague "consider supporting us"

Phase 4, Stewardship (immediate + ongoing)

• Personal thank-you within 24 hours (separate from formal acknowledgment)
• Custom impact report on use of the gift within 90 days
• Continued engagement (events, updates, peer introductions)
• Re-cultivation cycle begins for the next gift

12. Data Hygiene Discipline

CRM data degrades constantly. Without active hygiene, even well-set-up systems become useless within 2-3 years.

Daily/weekly hygiene

• Process bounces immediately (don't leave invalid emails in the system)
• Update contact info when notified of changes
• Honor every opt-out the same day
• Log interactions while they're fresh

Monthly hygiene

• Process pending acknowledgments (none over 14 days old)
• Review recurring gift failures
• Run duplicate detection (merge as appropriate)
• Update stewardship records for major donors

Quarterly hygiene

• Review records over 24 months without engagement: re-engage or mark inactive
• Verify mailing addresses for major donors (USPS NCOA service)
• Run pipeline review, surface stuck major gift prospects
• Reconcile gift records against accounting system

Annual hygiene

• Full duplicate detection and merge
• Honor communications-preferences changes
• Archive deceased donors (with respect, don't continue mailing)
• Renew data backup procedures

13. Donor Privacy & Data Protection

Donor data is sensitive personal information. Mishandling creates legal exposure, reputational risk, and donor trust erosion.

Legal frameworks that may apply

• CCPA (California): applies if you have California donors and meet revenue thresholds
• GDPR: applies if you have European donors
• State breach notification laws: all 50 states have requirements
• PCI DSS: applies if you handle credit card data directly (use a payment processor)
• FERPA: if donors are students or include student information

Operational privacy practices

• Privacy notice: give donors a written notice at the point of collection
• Honor opt-outs immediately: a "do not contact" request applies the same day, all channels
• Limit access: only people who need donor data should have it
• Don't share/sell: never sell, rent, or trade donor lists without explicit consent
• Acknowledgment confidentiality: don't publicize names without permission
• Data minimization: don't capture fields you don't need
• Secure storage: don't store credit cards; use processors; restrict access to sensitive fields
• Breach response plan: written procedures for what happens if data is compromised

14. Common Pitfalls

Treating the CRM as a contact list

A CRM with just contact info plus gift history misses the relational dimension. Without notes on conversations, stewardship history, cultivation stage, and relationship owner, the CRM is just a fancy spreadsheet.

Inconsistent data entry

Two people entering donors differently produces a CRM where searches don't return everything. Adopt simple standards: name format, address format, source conventions. Document them. Train new users.

Acknowledgments at scale, not personalized

Form letters for small donors are fine. Form letters for major donors are insulting. Tier the acknowledgment process: form for under $250, semi-customized for $250-$1,000, personally signed for over $1,000.

No designated relationship owner

For major donors, "everyone's responsibility" means no one's responsibility. Assign each major donor a specific relationship owner (Executive Director, Board Chair, Development Director). Track it in the CRM.

Tax acknowledgment failures

IRS-compliant tax acknowledgment letters require specific language: amount, date, whether goods or services were received. Missing language can disqualify the donor's deduction. Use a template; don't free-form these.

Treating recurring gift failures as cancellations

Most recurring gift failures are technical (card expired, billing address changed), not intentional. Reach out within 7 days, fix the technical issue, retain the donor.

Letting opt-outs slip

A donor who opts out and then receives another mailing is gone forever, and may complain publicly. Honor opt-outs immediately, all channels. Audit periodically.

Skipping stewardship between gifts

If the donor only hears from you when you want money, you've trained them to expect that. Mid-year impact updates with no ask, anniversary notes, occasional personal outreach, these build the relationship that makes the next ask easier.

🎨 Document Branding

Brand the documents this tool generates. Your organization identity, branding (letterhead, footer, and signature), language, and connections are all set once on the My Organization page and carry across every app. You can even customize your organization's language there, renaming platform terms like donation or donor to the words your organization uses. What you can set:

Your organization can save more than one signature on My Organization (for example the executive director and the board chair), each with a name and title and one marked as the Default. Every Word export in this app offers a Signature pull-down listing them, with the Default preselected, plus No signature; the signer's name and title print under the signature image.

• Letterhead (shared by your whole team), upload your organization's letterhead image; it appears at the top of every Word/PDF document.
• Footer (shared by your team), address, phone, email, website, and EIN, plus optional page numbers, print at the bottom of every page.
• Signature (personal to you), upload your signature image; on letters it's placed right at the closing, above the signer's name and title.

Set it up once and it's applied automatically to your exports.

Signature details. Beyond the signature image, you can also save a default closing (for example, "Sincerely,"), your name, and your title. These are added with your signature when you export a document, so letters sign off correctly without retyping them each time.

Snippets and stats. Your settings also include a Stats & Snippets panel. Save reusable blocks of text you use often (your mission statement, standard boilerplate, a recurring call to action) and copy any of them into a document you are drafting, so you never rewrite the same wording twice.

Clean Up Duplicates & Import

Tools on the Donor Directory keep your data clean and make it easy to bring in records you already have.

Find duplicates. Click Find duplicates to detect donors that share an email address or name. Review each suggested group, choose the record to keep (the one with the most gift history is recommended), and merge. Merging combines the records, moves every gift, pledge, recurring gift, and communication onto the donor you keep, unions the tags, and preserves notes. Use Undo last merge if you change your mind.

Import CSV. Click Import CSV for a guided wizard: upload your spreadsheet saved as a CSV, map each column to a donor field (common headers are pre-matched for you), preview how many rows are new versus matched to an existing donor by email, then import. Existing donors are updated (blanks filled, tags added) and new ones are created, with an undo if needed.

Import gifts. On the Gifts page, Import gifts brings in a gift-history CSV (donor email, amount, date, designation, appeal). Each gift attaches to the matching donor by email, and a minimal donor record is created when there is no match.

Import from another CRM

If you are switching to All In One Nonprofit from another donor CRM, the Import from another CRM sidebar item runs a guided migration wizard that brings over your donor records and your full giving history in one pass, so you do not start from an empty database.

Built-in export guides for five CRMs. The wizard has step-by-step export instructions for Bloomerang, DonorPerfect, Neon CRM, Little Green Light, and Kindful, plus a generic Other CSV option for any other system. Pick your current CRM and the wizard shows you exactly how to export from it.

Coming from an association system like MemberClicks? The column mapper recognizes association-system headers too (the wizard's synonym maps are shared across vendors, so a MemberClicks Profile List export maps the same way a donor CRM export does), and there is a dedicated step-by-step migration guide at allinonenonprofit.com/switch/memberclicks covering where each export lives in MemberClicks and which app each file imports into (members to Membership, donors and gifts here, transactions to Financial Management).

How it works, step by step:

• Pick your current CRM and follow its built-in export guide.
• Upload your constituents (donors) CSV, and optionally a separate gifts (donations) CSV if your system exports giving history in its own file.
• Review the column mapping. The wizard auto-maps your columns to the right donor and gift fields; you can adjust any mapping before continuing.
• See a preview (dry run) showing how many donors are new versus already in your account, and how many gifts will import. Nothing is written yet.
• Run the import with one click, then review the summary. If anything looks wrong, use the one-click Undo to remove everything that batch added.

No duplicate donors. The wizard de-duplicates by your source CRM's donor ID first, then by email address, so importing the same file twice never creates duplicate records.

Import History & Events

After you bring over your donors and gifts, the Import history & events sidebar item finishes the migration by bringing over the three record types that used to be re-entered by hand. You can import each from a simple CSV, one file at a time:

• Recurring gifts: your active monthly and sustaining donors and their schedules (amount, frequency, status).
• Pledges: multi-year and capital-campaign commitments, including the total pledged and the balance remaining. If you leave the balance blank, we assume the full amount is still outstanding.
• Event history: your past events and who attended, so each constituent's engagement history comes with you.

How it works. Pick what to import, follow the short export tips, upload your CSV, and review the column mapping (it is pre-matched for you). Each row is linked to the right constituent automatically by donor ID, then email, then name, so the imported records attach to the people already in your account. The most important column is the one that identifies the donor (their ID from your old system, or their email). A preview shows how many records matched before anything is written, and every import has a one-click Undo.

Event History

The Event History area (in the Engagement group) is your CRM record of past events and who attended. Each event shows its date, type, attendee count, and total raised, and each attendee row links to the constituent so their event participation appears right on their donor record under Events attended. It is also included in the donor profile sheet you can export to Word.

You can add events and attendees by hand, or bring your whole registration history over at once with Import history & events. This is a lightweight history archive that lives with your donor data; to run a live event with online ticketing, paid registration, and check-in, use the Fundraising & Development app instead.

📱 Install on Your Phone & Notifications

Donor Management can be installed on your phone, tablet, or computer like a regular app, and stays usable offline for reviewing data you have already loaded.

Install it. On iPhone or iPad, open donors.allinonenonprofit.com in Safari, tap the Share icon, then choose Add to Home Screen. On Android or a computer, open the same address in Chrome and choose Add to Home screen (or Install) from the browser menu. An icon is added to your home screen and it opens full screen, no browser address bar.

Turn on notifications. In My Organization, under Notifications, click Enable notifications. Your daily or weekly digest then arrives as a push on that device: gifts that still need a thank-you and pledges coming due. You also get instant alerts: a new online donation the moment it lands, and the first charge of a new recurring gift. On iPhone or iPad, install the app to your Home Screen first (Apple only allows notifications for a site that has already been installed that way), then open it from its icon; the settings panel will tell you to do this if you have not yet. On a desktop or laptop computer, no install is needed.

Or enable once for every app. Instead of turning notifications on app by app, use the Notifications card on your organization's dashboard at app.allinonenonprofit.com to enable them once for all apps. We recommend one path per device, the per-app panel or the portal card, not both; otherwise digest alerts arrive twice.

Who receives team notifications. The organization owner and admins always receive them. Other members receive a category only when it is granted to them in the Notification Permissions card on the My Organization page at allinonenonprofit.com/team.

Turning notifications off is one button in the same panel. Removing the installed app from your device deletes no organization data.

Administrator Access

The Donor Management app supports an Administrator role with elevated permissions for managing user accounts and application data.

First-Time Setup

From the sign-in screen, click Administrator Access in the side links. On first use, set an admin password. Stored as a hash in your browser's local storage.

Subsequent Sign-In

After setup, the Administrator Access link prompts for the password and grants administrative permissions.

Forgot the Admin Password?

The password is browser-local and cannot be recovered. Use Reset All Data on the Admin Settings page. Export work first.

Contact & Support

This Donor Management app is part of All In One Nonprofit, a growing library of self-service tools for nonprofit organizations.

Looking for help beyond the platform? See our Helpful Resources page for vetted external resources on legal and tax filing, funder research, governance training, insurance, technology discounts, and more.

From our Learn library: 25 DAF and major-gift ideas and earning a Candid Seal of Transparency.

Related fundraising apps

This app is part of your All In One Nonprofit plan. See what comes with each plan. See pricing →. Related fundraising apps you also get:

• Fundraising & Development, a full fundraising-strategy course
• Marketing, campaign calendars and messaging templates
• Grant Management, a grant pipeline, proposals, and reporting
• Annual Report, a polished, donor-facing annual report

Related All In One Nonprofit tools

• Document Retention & Security Policy Generator, produces the Privacy Notice and Data Breach Response Plan referenced in donor privacy practices
• Nonprofit HR Management Policy Generator, relevant if you have paid development staff
• Risk Management & Insurance Audit, cyber liability coverage protects against donor data breaches
• IRS Forms Assistant, donor data feeds Schedule B and Schedule M reporting
• See everything in your subscription & pricing

Questions, suggestions, bug reports

Reach us through the contact form on allinonenonprofit.com.

Important disclaimers

This tool helps organize donor information and gift records. It is not legal, tax, or financial advice. Tax acknowledgment requirements, privacy law compliance, and IRS reporting obligations should be confirmed with a qualified CPA or attorney.