Email Marketing & Donor Management

Minute Read

At DonorDock, it is our mission to provide you with an industry leading, one-stop CRM system to manage, communicate, and track activities linked to your donors. To be inclusive of all these things, the DonorDock system (any CRM system for that matter) requires not just data, but correct data to be there.  

A commonality we’ve heard when it comes to email marketing and donor management is our clients would prefer to just use DonorDock, but have years of contact data in multiple systems, like Constant Contact and MailChimp, to name a few.

We understand setting aside some time to take care of what may prove a daunting task can be quite the motivation staller.  However, we would like to highlight a few scenarios that may be perplexing hurdles with regard to your donor data and give you the tools to be efficient with managing that data within DonorDock.  

1.   Do I Have to Start With a Clean Slate?

If you are anything like me, you may find data entry or handling a lot of data a bit overwhelming. While we recommend importing as much data about your contacts as possible, you can easily get started by importing a database of your donors with just their name and preferably an email address. Here’s how you get rolling in a few easy steps:

1.    Download and save the Import file template from theDonorDock Imports page

2.    Input or copy and paste your data into the template

3.    Upload your import file back into DonorDock and bam! Donor database!

For more detailed instructions and a how-to video, check out the Importing Net New Contacts article.

2.   How do I Consolidate Duplicates or Create New Contacts With Outside Data?

With most email marketing systems, there is a way in which you can export your data you have stored there. We recommend pulling as much data as possible, including any unique identifier assigned to a donor that you use, as this will help with the matching process.

Did she say matching? Well yes, I did! With DonorDock, you can create new donors in your database AND update existing donors with data you have stored in your other databases with one import!

Much like Starting With a Clean Slate you will use the same import file template. What’s cool about this template is if the system doesn’t recognize a match from the data, it will create a new contact with the information you have uploaded. If it does find a donor match, your contact’s data will be updated with the field information you populate in the template, making contact updates easy.

A video and instructions on mapping the data and importing it into DonorDock can be found in Importing Batch Data for New and Existing Contacts.

3.   I Love DonorDock but I Also Want to Keep Using Other Platforms.

Zapier allows you to connect to other software applications you would commonly use within your organization. If you choose to keep your bulk email system separate from DonorDock, there are ways to automate the creation of new contacts in DonorDock from that system and vice versa. You can also integrate other data, like the creation of new gifts, campaigns, appeals, etc.

The way it works is with a series of zaps you will manually set up once for automation of data sharing, using DonorDock as the trigger to create information in another system, or as the action to create information in DonorDock from another system’s trigger.  

You can connect DonorDock to over 2,000 apps and services to automate data sharing between systems. As it pertains to email marketing, you can review the MailChimp Integration Guide for instructions on a MailChimp integration. Reviewing DonorDock and Zapier will give you more generalized information you can apply to any of the integrations.

4.   DonorDock Stores All My Contacts and I Want to Make Sure They Stay Up-to-Date.

If you are having regular contact with your donors like calls, emails, coffee meetings, etc., you will be able to organically update their information. However, with a large database of donors it is hard to keep up with life changes, even if you are constantly reaching out.

The NCOA can help you address (see what I did there?) those changes for a small fee.

The NCOA, National Change of Address, is a database that houses updated mailing information, supporting you in reducing your undeliverable mailings. It’s a simple process, where you export your donor data and run it through the database resulting in updated data that you can import back into DonorDock, shown in this step-by-step Donor Management Using NCOA video.  

Whether you are getting started, want to consolidate your systems, continue to use multiple systems, and/or need help with keeping your donor information up-to-date, we hope this outline of scenarios helps you achieve that!

April 6, 2021

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