Best Practices for Increasing Recurring Donations at the End of the Year

Nonprofits work tirelessly to connect with their communities, but truly understanding those connections can be challenging. When your supporter data lives across multiple systems, such as event registration tools, donation platforms, volunteer spreadsheets, and email marketing software, it’s nearly impossible to see the full story of a person’s involvement. Why a Unified View Matters Fragmented data hides powerful insights. A loyal donor might also volunteer every summer. A board member could be one of your most consistent event participants. A sponsor may have first discovered your organization through a child's participation and later deepened their support through ongoing sponsorship. Without a unified record, those connections stay invisible and opportunities to engage more meaningfully slip away. When your organization can view a person’s complete history in one place, you can: Recognize every way they contribute, not just their latest donation Tailor your outreach based on real activity and interests Build trust by showing that you truly know and appreciate their involvement Identify people ready to take on bigger roles, like becoming a team lead, board member, or major donor If your organization isn’t doing this yet, now is the time to start consolidating your data. What a Full Supporter Record Includes Picture opening one supporter record and seeing everything you need to understand their relationship with your organization. This single, unified record might include: Personal details such as contact information, employer, social media, and/or certifications Event registrations and participation history Donation and fundraising activity Volunteer and board service Sponsorship connections Vendor relationships Email and text engagement with your organization Staff notes, tags, alumni status, and custom fields unique to your programs That level of visibility helps everyone on your team work smarter and communicate more effectively. How to Move Toward a Unified System If your team currently uses multiple systems, start by asking: Where does supporter data live today? (Event system, donation tool, email list, etc.) Who manages each system? What overlaps or gaps exist between them? Once you know where your data lives, look for ways to bring it together. The goal is to build a single source of truth that captures every connection a supporter has with your organization. Why Pinwheel Makes It Easy Pinwheel brings all of this data together, including event registrations, fundraising activity, donations, volunteer records, communications, and more, into one comprehensive supporter record. You’ll see a person’s entire journey with your organization, so your team can spend less time cross-checking and more time connecting. With Pinwheel, you can: Automatically link a person’s event participation to their donations and volunteer history See communication engagement right on their record Add tags, notes, and custom roles that matter to your programs Generate reports that show true supporter impact When everything lives in one place, you can act faster, personalize more deeply, and make smarter decisions about engagement and stewardship. Take the Next Step If you’re already using Pinwheel, make sure you’re taking advantage of every tool. Reach out to us for tips on unifying your supporter data. If you’re not using Pinwheel yet, this is the moment to explore how it can transform the way your organization understands and engages its community. Schedule a demo and see how easy it can be to build a complete picture of every supporter!

Empower events with peer to peer fundraising

When it comes to after-school programs, camps, or high-demand community events, spots can fill up in minutes, sometimes seconds. For many families, trying to register for these programs becomes a stressful race, where those with the fastest internet or most flexible schedules win, and everyone else misses out. At Pinwheel , we believe access should not be based on Wi-Fi speed or being available right at 9:00 AM on a Wednesday. That’s why we’ve built lottery registration into our event tools, offering a fairer, more equitable way to manage high-interest events. What Is Lottery Registration? Lottery registration allows organizations to collect sign-ups over a defined period, and once that window closes, randomly select who gets a spot in the program. Instead of a first-come, first-served system, which often disadvantages working parents or people with limited internet access, lottery registration levels the playing field. Everyone has an equal shot at participation. That’s a huge step forward in creating fairness and trust in your community. Why It Matters: More Equity, Less Chaos Equal Access for All Families – Lottery registration removes the digital race. Whether a parent signs up right at 9 a.m. or 11:59 p.m., the registration is treated the same. Less Stress, More Time – No need to hover over a computer or worry about typing quickly enough. Registration can happen at a convenient time, with confidence that it's the act of signing up (not the speed) that counts. Supports Representation Goals – For organizations serving underrepresented or underserved communities, lottery registration is a powerful tool to remove barriers and support fair access. Better Experience for Staff – Set the registration period, then use Pinwheel’s built-in randomizer to fairly select participants. It’s quick, transparent, and eliminates the need for spreadsheets or manual selection. How It Works in Pinwheel Pinwheel’s lottery registration is designed to be easy to set up and simple to manage: Open a Registration Window - Choose the start and end dates for registration. During this time, families or participants sign up just as they would for any other event. Random Selection Tool - After the registration window closes, use Pinwheel’s built-in randomizer to fairly select who gets in. For guaranteed placements, such as children of program volunteers, the Award-Win feature can be used to ensure those spots are reserved. Automatic Payment Collection - Once selected, the system automatically processes the participant’s payment. Any financial aid or discounts are applied, along with donations, merchandise purchases, and payment plans. Custom Notifications – Participants who receive a spot are automatically emailed, along with any important information the organization needs to share. Families who aren’t selected can be contacted manually or notified later if additional spots become available. When to Use Lottery Registration Pinwheel’s lottery tool is ideal for: After-school programs with limited enrollment Summer camps with high demand Workshops and specialty classes Publicly funded programs that prioritize equity Events where fairness and transparency are critical Tips for a Smooth Lottery Process Be Clear in Your Communications - Let registrants know it’s a lottery, not first-come-first-serve, and provide the timeline for selection. Give Yourself Time - Build in a buffer between when registration closes and when you run the lottery to manage selections and send notifications. Set Expectations : Let families know how and when they’ll hear back, even if they aren’t selected. A More Equitable Way to Register Lottery registration doesn’t just solve logistical headaches, it signals to the community that your organization values fairness , accessibility , and transparency . And with Pinwheel, it’s simple to implement and easy to manage. Want to add a lottery to your next program? We’re here to help you get started. Visit pinwheel.us or contact our support team for help setting up your next equitable registration process.

Managing attendance and participant information for after-school programs or summer camps is challenging, especially when it’s all done manually. That’s why we built the Pinwheel Attendance App , designed to give volunteers and program leaders a simple, secure, and centralized way to track attendance, communicate with families, and access essential participant details. Whether you're running a single-day workshop or a season-long youth program, the Attendance App makes it easy to stay organized, connected, and compliant. Easy for Volunteers, Powerful for Programs The Attendance App is mobile-friendly and intuitive, so volunteers spend less time on paperwork and more time with participants. With just a few taps, volunteers can: Take attendance by session - Mark who’s present or absent, both volunteers and participants - no clipboards or spreadsheets required. Access critical participant info - View important details like health concerns, allergy information, authorized pick-up individuals, and emergency contacts right in the app. Get notified of participant birthdays - Volunteers receive birthday alerts so they can help make each participant’s special day even more memorable. Communicate with caregivers - Volunteers can send text messages or emails to parents and guardians to share team updates, schedule changes, or reminders. Rate each session - Volunteers can submit a quick rating and feedback on how the day went, offering valuable insights into session quality and areas for support. Receive real-time push notifications - Program organizers can push updates or alerts to all volunteers through the app, perfect for last-minute changes, reminders, or encouragement. Real-Time Reporting All data collected through the Attendance App flows back instantly to Pinwheel and is viewable through 11 built-in reports . Administrators can track attendance trends, spot gaps in engagement, and review volunteer feedback to better understand program performance. Why It Matters Stronger outcomes and family satisfaction come from prioritizing safety, communication, and engagement. Reduced administrative burden helps retain and empower volunteers. Reliable attendance data supports grant reporting by demonstrating program reach, participant engagement, and overall impact. Ready to simplify attendance and improve communication across your programs? Whether you're running a local Police Athletic League (PAL), a summer arts camp, or an after-school tutoring program, the Pinwheel Attendance App puts essential tools in your volunteers’ hands and gives you the data you need to measure program success. Learn more at www.pinwheel.us or reach out to support@pinwheel.us to schedule a demo.

Maintaining a healthy email list is key to strong engagement and high deliverability. If you're using Pinwheel’s Email Marketing Module (EMM), you already know the value of staying connected with audiences. But what about the contacts who haven’t interacted with your emails in months? Sending emails to people who never open them can hurt deliverability; email providers see low engagement as a sign your messages are not wanted, which can cause future emails to land in spam. To protect your sender reputation, it’s important to focus on engaging active audiences and to regularly unsubscribe non-readers. Therefore, it’s time for a list cleanup — and we've got a thoughtful, relationship-centered approach to help you do it right. Step 1: Define What "Inactive" Means for You Start by identifying what counts as inactivity. Generally, contacts are considered inactive if they have not opened or clicked on an email in the last three to 12 months. Your definition might vary depending on how often you send emails: Weekly emails: Inactive after 3 months Monthly emails: Inactive after 6 to 12 months Use Pinwheel’s Number of Opens and Last Open date columns in the Contacts grid to get a list of who is not engaging. There are a variety of ways to identify these contacts, but try this one to begin with: Start by filtering the list using the funnel icon in the Number of Opens column to show only contacts with 0 opens . Then, sort by the # of Campaigns column by clicking the header twice; this will bring the contacts who’ve received the most campaigns to the top. You may find that some have received hundreds of emails without ever opening one. For these contacts, click the pencil icon in the Status column and change the status from "Subscribed" to "Unsubscribed" . If you're not ready to unsubscribe them yet, proceed to Step 2. Step 2: Run a Re-Engagement Campaign Before removing anyone from your list, give them a chance to re-engage. A re-engagement campaign can reignite interest and save valuable contacts. Try subject lines like: “Still want to hear from us?” “We miss you! Let us know you’re still interested.” Here’s a sample message you can customize: Hi, We have missed having you as part of our story! Thanks to supporters like you, here’s what we’ve accomplished recently: ✅ [Short impact stat or story — e.g., “Over 500 families received vital support this winter.”] ✅ [Another impact point — “We launched a new program for underserved youth.”] Your past interest in our mission truly made a difference. And while we haven’t heard from you in a while, we’d love to reconnect — your voice, your presence, and your passion still matter. If our work still resonates with you, please click below to stay in touch. Yes, Keep Me Updated [link to your website] With gratitude, [Your Organization Name] [Contact Info | Social Links] P.S. If you'd prefer to unsubscribe, click below. If the contact opens the email and clicks the link, great! They’re re-engaged. If not, it might be time to let them go. Step 3: Mark Inactive Contacts as Unsubscribed Once you feel confident that some contacts are not going to engage with your emails, it's time to let them go! Rather than deleting contacts, mark them as unsubscribed. This approach: Retains engagement history Prevents future sends to uninterested contacts Avoids accidental re-imports later on To do this in Pinwheel: Go to the Contacts grid, sort by Opens or Last Open , review engagement, then update the Status column from “Subscribed” to “Unsubscribed.” Conclusion – A Smaller List Can Mean a Stronger One List cleaning isn’t about reducing your reach — it’s about refining it . By giving inactive supporters a chance to reconnect and respectfully retiring disengaged contacts, your messages will land where they matter most. Need help cleaning your list? Contact us at support@pinwheel.us — we’re here to help you build lasting connections!

How to Find the Perfect Board Members Every nonprofit organization thrives on the passion and expertise of its board members. These individuals play a crucial role in steering the mission, making strategic decisions, and ensuring the long-term sustainability of the organization. Finding the right board members isn’t always easy, but there are strategies that can help. 1. Design a Compelling Board Recruitment Program A well-crafted campaign not only captures attention but also inspires action. Here’s how to do it: Define Your Needs : Outline the skills, expertise, and qualities you’re looking for in a board member. Are you seeking someone with financial acumen, legal expertise, or fundraising experience? Just like employees, ensure there are job descriptions for each board role, setting out clear expectations. Explain Expectations : Be transparent about the responsibilities, time commitment, and term length for board members. If there is a financial contribution required, communicate this openly and provide details on how it can be fulfilled, such as through a "Give or Get" approach. Share Your Mission : Clearly articulate your organization’s mission, vision, and values. Potential board members are more likely to join if they feel connected to your cause. Include images or videos that showcase your organization’s impact and culture. Showcase Current Board Members : Highlight testimonials or stories from existing board members to give potential candidates a sense of what it’s like to serve on your board. Highlight the Benefits : Describe the rewards that are part of being on the board, such as working with a dynamic group of people, making an impact on the community, improving the lives of children, and/or having fun! 2. Implement the Recruitment Program Use a variety of methods to reach audiences who may be interested in board positions: Notify Your Current Constituents : Share the opportunity with event attendees, volunteers, fundraisers, sponsors, vendors, and donors. These individuals are already invested in your mission and may be interested in taking on a larger role. Collaborate with Partners : Reach out to local businesses, community groups, or professional associations to promote your campaign. Promote the Opportunity on Volunteer Platforms: Use websites like VolunteerMatch.org to advertise the board position. These platforms are excellent for connecting with individuals actively seeking board roles or looking for meaningful volunteer opportunities. Offer Q&A Opportunities : Host virtual or in-person Q&A sessions to answer questions and share insights about your organization. Invite Potential Candidates to Events: Bring prospective board members to a fundraiser or an after-school program session to see the organization’s work in process. Also consider inviting them to a board meeting. Engage Current Board Members: Encourage current board members to actively tap into professional and personal networks to identify potential candidates. However, be mindful of the importance of diversity and inclusivity - avoid creating a homogenous board by focusing solely on connections within the same circles. A varied board brings fresh perspectives and strengthens the organization. 3. Set up an Application Process – use Pinwheel! Pinwheel’s recruitment campaign is an easy way to have potential board members apply: Leverage Pre-Built Templates - Need help getting started? Use Pinwheel’s Board Member Campaign template to streamline your process. Just email support@pinwheel.us to request a template and have it added to your campaign list. Decide on Application Accessibility - If you prefer a public application, post the link on your website, social media accounts, and any platforms where the position is advertised. If you'd rather vet applicants before they apply, provide a contact email address, and share the application link only with candidates who meet your initial criteria. Review and Manage Applications - As applications come in, review the data and assign a status to each applicant (e.g., Reviewed, Background Pending, Rejected, Withdrawn, or Accepted ). Capture Key Insights - Use the Notes tab to document additional information or observations during the review process. This ensures all relevant details are easily accessible for decision-making. Finalize the Selection - Once a final candidate is determined, accept the application. Pinwheel will prompt you to add the board role and term to the record and automatically list the person under the Account’s Board Member tab. If a candidate is not selected but you wish to stay in touch, you can make the person a Contact instead. 4. Nurture Long-Term Relationships Even after the recruitment campaign ends, it’s essential to stay connected with potential candidates who may not join your board immediately: Create a Pipeline : Keep a list of engaged candidates who can be considered for future opportunities. In Pinwheel, use Person Tags to identify and track potential candidates. Offer Other Ways to Get Involved : Encourage candidates to volunteer or join committees if they’re not ready for a board role. Keep Communication Open : Add candidates to email marketing lists, connect with them on social media, invite them to events, and periodically reach out directly to share updates with them about your organization and to maintain relationships. Happy board member recruiting!

Asking volunteers for donations can feel like a delicate matter, but when approached thoughtfully, it can be a meaningful way to deepen their engagement with your organization. Volunteers are already passionate supporters who dedicate their time and energy to your cause, and many may also be willing to contribute financially, if given the opportunity. Rather than viewing this ask as an imposition, consider it an invitation—one that respects their dedication and allows them to make an even greater impact. When done with gratitude, transparency, and without pressure, asking volunteers to donate can strengthen their connection to your mission and help sustain the important work you do. Here are some specific reasons to ask volunteers for donations: Volunteers Are Passionate Supporters - Volunteers often have a strong connection to the organization or cause. They are likely to understand the mission deeply and may feel motivated to contribute financially to further the impact. Demonstrates Commitment to the Cause - Many volunteers view donating as another way to show support and commitment to the cause they care about. Volunteers Understand Resource Needs - Volunteers often witness firsthand the challenges and resource constraints faced by an organization, making them more likely to empathize and contribute. Volunteers Want Multiple Ways to Contribute - People want to give in ways that are meaningful to them. While time is a valuable resource, some volunteers may also want to help financially. Offering the opportunity to donate allows them to contribute in another impactful way. Donating Can Strengthen a Volunteer's Investment - Donors who also volunteer feel more deeply involved with the organization. This dual role can enhance their sense of ownership and connection, leading to long-term support. Volunteers May Influence Their Networks - Volunteers who donate are often more willing to advocate for the cause and encourage their personal or professional networks to get involved, multiplying the impact. Fundraising Events Can Allow Volunteers to Lead - Inviting volunteers to participate in fundraising efforts, such as matching gift challenges or specific campaigns, fosters a sense of community and shared purpose. Volunteers May Have Access to Employer Matching Programs - Volunteers who donate may also be eligible for employer matching gift programs, significantly amplifying the impact of their contributions. Volunteer Contributions Can Sustain the Organization - Nonprofits rely on diverse revenue streams to thrive. Donations from volunteers can help fill gaps in funding and sustain operations, directly supporting the mission they care about. How to Ask When asking for donations, it’s crucial to: Acknowledge their time and service first and foremost. Be clear that their volunteer work is already incredibly valuable and that financial contributions are optional. Highlight specific, tangible impacts of donations. Keep the tone appreciative and inclusive. This balanced approach helps maintain a positive relationship with your volunteers while providing them with an opportunity to contribute in another meaningful way. An Example Here is an example “ask” that can be included on the Donation page in Pinwheel Recruitment Campaigns or other volunteer registration forms, such as 5K Volunteer events: Another Way to Support Us Thank you for your interest in volunteering with [Organization Name]! Your time and energy are invaluable in helping us achieve our mission. If you feel inspired to take your support even further, we invite you to consider making a donation. Your contribution—no matter the size—will directly support our programs, resources, and the work we do together to make a difference. Volunteering and donating are both meaningful ways to make an impact, and we deeply appreciate your generosity in any form. Together, we can do even more to [achieve specific mission impact, e.g., "provide scholarships," "protect our environment," etc.]. Thank you for your kindness and commitment! This approach is: Optional : Makes it clear that donations are not required. Gracious : Expresses gratitude for their volunteer interest while framing the ask positively. Mission-Oriented : Links the request to tangible outcomes. To add this language to the Donation Page in Pinwheel Recruitment Campaigns , click here ; or, to add it to Pinwheel Events , click here . Conclusion As you engage with volunteers, consider how you can thoughtfully invite them to deepen their impact through donations. By fostering a culture of appreciation and inclusion, you empower volunteers to contribute in the ways that matter most to them - helping to sustain and grow your mission for the long term. Happy fundraising!

Pinwheel’s Store Tool integrates merchandise sales directly into event registrations and recruitment campaigns. Whether you're selling branded t-shirts, water bottles, or raffle tickets, the tool ensures everything is available in one place – right when participants are engaged and have a payment method handy, increasing the likelihood of purchases. And it’s not just about generating revenue—branded merchandise strengthens participants' and volunteers' connection to your cause. Every t-shirt worn or water bottle used serves as a lasting reminder of your mission, encouraging future involvement. Sell Products with Ease Merchandise sales can benefit from the flexible options offered in the Pinwheel Store Tool. You can: Offer products with multiple attributes like size, color, and/or gender. Restrict certain products to specific event categories; for example, sell "26.2 Mile Warrior" t-shirts only to marathon participants, while keeping them unavailable to the 5K registrants. Allow customization, such as adding names to race bibs, jerseys, or yard signs. Require a merchandise purchase with event registration, for instance, bundling gala tickets with dinner packages. Offer upgrades, such as premium materials for t-shirts (cotton vs. technical fabric). Sell items at either the participant or transaction level - participant-level sales enable personalized selections like T-shirt sizes or meal choices for each registrant, while transaction-level sales allow quick and easy purchases of any item. Manage Limited Quantities Do you have a limited number of items, such as 50 exclusive tote bags or 10 signed posters? No problem. The Store Inventory Tool lets you set quantity limits, so you can: Avoid overselling. Automatically track remaining inventory. Create urgency for buyers to act quickly. Clear Out Leftover Inventory Left with extra items from previous events? Turn them into revenue by listing them in the current event or campaign’s store, using the inventory tool to manage available quantities. Not only does this help clear inventory and generate sales, but it also provides additional opportunities for participants and volunteers to support your cause. If you have questions about how to set up the tool, contact our team to get started, or visit the Pinwheel Help Center.  Happy selling!

Fundraising success is not just about raising money—it’s about cultivating relationships, tracking impact, and building a sustainable donor base. At Pinwheel, we know that behind every dollar is a story, a connection, and an opportunity to make a difference. That’s why we built our donor dashboards to be a game-changer for nonprofits of all sizes. A Comprehensive View of Donation Activity Pinwheel’s donor dashboards provide a holistic view of fundraising activities, eliminating the need to juggle spreadsheets or switching between disjointed systems. With 30+ interactive graphs and grids, our dashboards consolidate donor data in one place, offering insights that empower your organization to grow. Here’s what you can do: Track Donation Activity : Instantly analyze donations by source, type, and time period. Uncover trends in donation amounts and transactions across weeks, months, or years. Monitor Donor Behavior : Understand donor engagement through adjustable time frame snapshots, retention rates, and geographic trends. Focus on Priority Donors : Identify top contributors, recurring and repeat givers, first-time supporters, and volunteers who also donate. Optimize Peer-to-Peer Fundraising : Evaluate the performance of fundraising ambassadors by tracking who’s raising the most money, attracting the most donors, and achieving the highest average gift sizes. Measure Year-to-Date Performance : Assess progress against calendar or fiscal year goals. Compare metrics such as donor count, total donations, and average gift size year-over-year or over custom timeframes. With this data at your fingertips, you can make data-driven decisions about how to grow your donations and donor base. Individual and Organization Donor Dashboards Understanding donor commitment is key to building lasting relationships. Pinwheel’s dashboards for individual and organizational donors give you access to essential data points, including: Most recent, average, first, and largest donations Total amounts and number of donations over time Recurring donation activity and matching gift details Individualized donor profile reports “Thank you” tracking tools to ensure donors feel appreciated This level of insight helps you personalize outreach and build deeper connections with your supporters. Powerful Donor Segmentation Our Donor Segmentation feature is one of the most impactful tools in Pinwheel’s Donor Module. It allows you to filter donor lists using numerous combinations, such as: Donation amounts and volume Event participation Person and volunteer roles Custom tags and donor types Once you’ve segmented an audience, you can export the list to an Email Marketing Group for targeted communication. Whether you’re reaching out to major donors, re-engaging lapsed supporters, or inviting volunteers who also donate to a fundraising event, segmentation allows you to create specific messages that target each audience. Reporting Reporting doesn’t have to be a chore. With Pinwheel, you can generate polished, professional reports in just one click. Share key metrics with your board and team members to highlight progress and identify opportunities for growth. Why Nonprofits Love Pinwheel’s Donor Dashboards Organizations using Pinwheel report significant time savings and improved donor engagement. Here’s what sets us apart: Ease of use: Our intuitive interface means you don’t need to be a data expert to get the insights you need. Integration: Pinwheel’s dashboards combine data from fundraisers, events, and recruitment campaigns, creating a unified system for managing your fundraising goals. Targeted Communication : Use the built-in Email Marketing tools to reach specific donor segments with personalized messages. Ready to See the Difference? At Pinwheel, we believe technology should make your job easier, not harder. Our donor dashboards are designed to empower nonprofits to focus on what truly matters: making an impact. If you have not already signed up for the Donor Module and would like to learn more, schedule a demo today . Let’s build stronger relationships, achieve bigger goals, and create lasting change together! Happy fundraising!