What online survey/CRM software can I use to manage all these clubs?
October 28, 2015 3:19 PM Subscribe
I work for a non-profit organization that services about 100 clubs in our region. Every year, each club has to fill out paperwork re-affirming their partnership with us plus each club’s membership and roles. This process is still being done largely by hand. Please help me streamline it. Snowflake details inside.
I’m keeping some details intentionally vague to maintain anonymity.
The paperwork includes contact info for the club plus names and contact info for five to fifteen members per club — under 1,000 contacts total. Additionally, all members of the club have to sign to confirm their contact info and that they will abide by club rules (we’ll call this the Rule Agreement).
This data changes very little from year to year, so the survey forms would pre-populate with last year’s info. Given the amount of data, doing this with google forms is not practical.
Ideally, we would send out a email to each club’s leader linking to a form prepopulated with the club’s data, including email addresses (at least) for all the members. After the leader confirms/submits all that and agrees to the Rule Agreement, all of the other members would get an email asking them to confirm their own individual info and agree to the rule agreement. Repeat on an annual basis, with easy reporting on changing data, club memberships, and who is or isn’t up-to-date. In an ideal world, an individual in the database would be able to belong to multiple clubs.
I know enough HTML, CSS, and PHP to tweak our org’s WordPress site, and I’m great at Excel, but that’s about it. I’m the one-eyed man in the land of the blind. We’ve got a free Salesforce for Nonprofits membership, but it mostly sits unused. I’ve looked a little bit at other, lighter-weight CRMs (e.g. Zoho, Neon), but I’m honestly not sure where to start, or even if a CRM is what I should be looking for. Doesn't have to be free, but cheap is good.
I’m keeping some details intentionally vague to maintain anonymity.
The paperwork includes contact info for the club plus names and contact info for five to fifteen members per club — under 1,000 contacts total. Additionally, all members of the club have to sign to confirm their contact info and that they will abide by club rules (we’ll call this the Rule Agreement).
This data changes very little from year to year, so the survey forms would pre-populate with last year’s info. Given the amount of data, doing this with google forms is not practical.
Ideally, we would send out a email to each club’s leader linking to a form prepopulated with the club’s data, including email addresses (at least) for all the members. After the leader confirms/submits all that and agrees to the Rule Agreement, all of the other members would get an email asking them to confirm their own individual info and agree to the rule agreement. Repeat on an annual basis, with easy reporting on changing data, club memberships, and who is or isn’t up-to-date. In an ideal world, an individual in the database would be able to belong to multiple clubs.
I know enough HTML, CSS, and PHP to tweak our org’s WordPress site, and I’m great at Excel, but that’s about it. I’m the one-eyed man in the land of the blind. We’ve got a free Salesforce for Nonprofits membership, but it mostly sits unused. I’ve looked a little bit at other, lighter-weight CRMs (e.g. Zoho, Neon), but I’m honestly not sure where to start, or even if a CRM is what I should be looking for. Doesn't have to be free, but cheap is good.
Best answer: This is very doable with Wordpress and a plugin like Pods. Wordpress built-in capabilities for handling users can be extended by using Pods to add a couple of fields to the user profiles ("member belongs to club x", "i agree to the rule agreement").
posted by Foci for Analysis at 3:43 PM on October 28, 2015
posted by Foci for Analysis at 3:43 PM on October 28, 2015
If ever you want to go beyond the roll-your-own setup you might want to look into iMIS, it's a CRM/donor engagement tool aimed at supporting nonprofits that have a large membership base or chapters.
posted by furtive at 4:14 PM on October 28, 2015
posted by furtive at 4:14 PM on October 28, 2015
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posted by DarlingBri at 3:42 PM on October 28, 2015