One tool to replace three (and a whole lot of headaches)

From CRM chaos to streamlined success

Running a nonprofit often feels like juggling flaming batons on a tightrope while scheduling an event, managing donor records, and crafting a heartfelt email campaign.

For Kyle Gilbert and his team, the struggle was real.

Before switching to DonorDock, they were split across three different platforms:

• DonorSnap for donor data
• Planning Center Online for international contacts
• MailChimp for email campaigns
  

“We were in a place where everything was very fragmented. It was a nightmare.”

With data siloed in different tools, staying on top of donor engagement meant bouncing between platforms and, inevitably, things got missed. Communication wasn’t seamless. Processes weren’t standardized. And follow-ups? Well, they often fell through the cracks.

That all changed in January 2024.

One CRM to Rule Them All

When Kyle’s team adopted DonorDock, it felt like flipping on a light switch in a cluttered room.

“It feels simple, but the more we worked on it, the more we realized this is a very, very robust solution.”

Instead of stitching together multiple tools, they found one integrated hub that brought everything together:

• Donor records
• Communication logs
• Email campaigns
• Task assignments
• Reporting

Now, everything’s in sync, and there’s no lag between updates in one area and changes in another. That means no more scrambling to find who sent what, or when.

“We don’t have one piece of software that’s out of date or that has information needing to be updated manually. It’s all synced together.”

For a team juggling international work and local donor care, that kind of simplicity doesn’t just save time, it amplifies impact.

“It’s Almost Like Adding Another Person to the Team”

One of the most powerful features Kyle’s team discovered? Automations.

Before DonorDock, setting up a follow-up process for new donors was time-consuming and manual, when it happened at all. Now, it happens automatically.

Here’s how they’ve leveled up their donor experience:

• When someone gives for the first time, they’re automatically assigned to a team member for follow-up.
• Donors receive a timely thank-you email, then a second email a few weeks later to deepen the relationship.
• Additional tasks (like a check-in call or handwritten note) are auto-generated, so nothing slips through the cracks.
  

“Whatever we want to throw at it, we’re able to create automations. It saves a lot of time from an administrative standpoint.”

It’s not about adding more to your plate. It’s about making the plate less crowded—ruthless elimination of more, as we like to say.

Time Wasted is Mission Delayed

For Kyle, the biggest frustration before DonorDock wasn’t just technical. It was emotional.

“The amount of time wasted moving information from one place to another is such a time killer.”

Every minute spent duplicating data was a minute not spent building relationships, writing grants, or working directly toward the mission. DonorDock turned that around by creating one centralized, up-to-date hub.

And the benefits go beyond saving time:

• Staff burnout is lower when tasks feel manageable.
• Donor engagement improves with more consistent communication.
• Team alignment strengthens because everyone’s working from the same playbook.
  

“If I could have started off in DonorDock, it would have saved us so much time. I wish we’d started years ago.”

Built for Growing Nonprofits Who Are Ready to Focus

DonorDock isn’t just a CRM. It’s a donor management assistant, team alignment tool, and strategic partner rolled into one. For organizations like Kyle’s, that means spending less time on clunky systems and more time building real relationships.

“The past year has been incredible. We do not regret the decision in any way.”

Whether you’re running a lean team or wearing way too many hats (sound familiar?), DonorDock is here to ease your mental load and help you focus on what matters most: your mission.

Is Your Team Stretched Across Too Many Tools?

You’re not alone. Many small and growing nonprofits start off patching together tools out of necessity. But as you grow, so does the chaos.

If you’re:

• Duplicating data across multiple platforms
• Losing track of donor follow-ups
• Struggling to onboard new staff into a maze of tools

…it’s time to consider a change.

Kyle’s story is a powerful reminder: You don’t have to stay stuck.

Here’s how DonorDock can help:

• Unify your systems into a single, user-friendly platform
• Automate outreach so no donor feels forgotten
• Track every touchpoint without drowning in spreadsheets
• Gain clarity on what’s working (and what’s not) with visual dashboards

When your tools actually work together, your whole team does too.

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Ready to simplify your operations and reclaim your time?

Start building meaningful donor relationships today. Schedule a demo.

Your future self—and your donors—will thank you.