Bata ng Calabnugan
Empowering a nonprofit with a custom Google Sheets CRM solution
Overview
Bata ng Calabnugan is a nonprofit organization focused on Providing a safe and caring environment for orphaned and at-risk girls in Sibulan, Dumaguete City and the surrounding areas in Region VII on the Island of Negros. They needed help with managing their growing donor database and tracking book donations.
ArcherWeb Automation developed a fully-featured Google Sheets CRM that transformed their donor management process, automated book tracking, and provided actionable insights—all without requiring any coding knowledge from their staff.
The Challenge
Bata ng Calabnugan faced several challenges with their manual data management system:
- Tracking individual donations and maintaining inventory required hours of manual bookkeeping
- Generating reports for stakeholders was time-consuming
- Limited budget prevented investment in expensive software
- No system existed to identify patterns in donor behavior or optimize fundraising efforts
The Solution
We created a comprehensive Google Sheets CRM tailored to their specific needs:
- Developed a centralized donor database with custom fields for tracking relationships and donation history
- Created dynamic dashboards for instant visualization of key metrics and donor trends
- Implemented automated donor segmentation and filtering capabilities
- Added custom formulas and scripts that run automatically without user intervention
- Designed the system to be intuitive for non-technical staff to maintain and update
Implementation Process
Our approach focused on creating a powerful yet simple system that the nonprofit's staff could easily manage:
Requirements Analysis
We began by conducting detailed interviews with the organization's staff to understand their specific donor management and book tracking needs. We analyzed their existing spreadsheets and workflows to identify pain points and opportunities for automation.
Database Design
We designed a comprehensive database structure in Google Sheets with linked sheets for donors, donations, book inventory, and distribution. The design incorporated normalized data principles while remaining accessible to non-technical users.
Automation Development
We implemented custom Google Apps Script functions to automate repetitive tasks like data validation, donor categorization, and report generation. These scripts run in the background without requiring user intervention, ensuring data consistency across the system.
Dashboard Creation
We developed interactive dashboards that visualize key metrics including donor growth, donation trends, book inventory levels, and distribution statistics. These dashboards update automatically, providing real-time insights without manual data compilation.
Testing and Refinement
We conducted extensive testing with actual data, making iterative improvements based on staff feedback. This collaborative approach ensured the final system precisely matched their workflow and reporting needs.
Training and Documentation
We provided comprehensive training for all staff members who would use the system, creating detailed documentation including video tutorials. This ensured they could confidently use and maintain the CRM without ongoing technical support.
Technology Used
Key CRM Features
Donor Management
- Comprehensive donor profiles
- Automatic categorization by giving level
- Donation history tracking
- Custom tags and notes system
Reporting & Analytics
- One-click report generation
- Custom date range filtering
- Donation trend visualization
- Distribution impact measurement
- Forecasting and goal tracking
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