get-pinwheel

Transform Event Day with Smarter Check-In

Tue, 28 Apr 2026 15:23:48 GMT

Event day is where all the planning comes together. It is also where inefficiencies show up the fastest. Long lines, printed spreadsheets, and manual check-offs can slow everything down and create a stressful experience for staff, volunteers, and attendees.

A modern check-in approach changes that completely. With the right tools in place, check-in becomes faster, more accurate, and far more flexible across any type of event.

Why Traditional Check-In Falls Short

Many events still rely on printed lists organized alphabetically. While familiar, this approach creates several challenges:

Lines form quickly when attendees are funneled to specific alphabet ranges
Staff must scan dense spreadsheets, increasing the chance of errors
Last-minute registrations are difficult to accommodate
Tracking who actually attended requires manual follow-up

These limitations are especially noticeable at larger events, where even small delays multiply into long wait times.

A Better Approach to Event Check-In

Pinwheel’s Check-In and Packet Pickup tool replaces paper-based workflows with a real-time, mobile-friendly experience. Staff and volunteers can look up any participant instantly and complete check-in in seconds.

The Check-In tool supports a wide range of event scenarios:

Packet pickup for races and athletic events
Giveaway and merchandise distribution
Attendee check-in for galas and fundraising events
Volunteer check-in at designated booths

Instead of juggling multiple systems or lists, everything is handled in one place.

Real-Time Data That Keeps You Moving

One of the biggest advantages is real-time synchronization. Registration can remain open during packet pickup and even on event day. As new participants register, their information is immediately available in the Check-In tool.

This allows events to:

Accept day-of registrations without disruption
Present QR codes to participants to quickly launch the registration page on their mobile device
Offer Wallet Pay options for fast mobile checkout

The result is a smoother flow from registration to check-in, even during peak times, while also reducing friction for last-minute sign-ups and helping increase overall event revenue.

Built for Speed and Accuracy

The tool is optimized for use on mobile devices such as tablets, making it easy for staff and volunteers to move freely and assist attendees wherever needed.

At check-in, staff can:

View a pick list of giveaway and store items
Assign, edit, or confirm bib numbers
See outstanding balances instantly
Identify donors and sponsors for recognition

This level of visibility reduces mistakes and ensures each participant receives exactly what they need.

Eliminate Lines and Paper Completely

Because anyone can look up any participant, there is no need to divide lines by last name or maintain printed spreadsheets. This alone has a major impact on the attendee experience.

Faster lookups mean:

Shorter lines
Less confusion for attendees
More flexibility for staff placement

Events can scale more easily without adding complexity.

Know Exactly Who Attended

Once participants are checked in, attendance is automatically tracked in Pinwheel. This creates immediate value after the event.

You can:

Send follow-up emails or texts only to attendees
Exclude no-shows from communications
Analyze attendance trends for future planning

Accurate attendance data leads to better engagement and smarter decisions.

A Proven Impact in the Field

Organizations using Pinwheel have seen meaningful improvements in their event operations:

"We've worked with Pinwheel since 2013 for our annual Wildflower Ride & Festival to manage registration, event merchandise and reporting for more than 4,000 participants. Their online check-in module transformed our packet pickup process, eliminating long lines and reams of paper. We're now also using the donor management module and email marketing for all event communication and general communication with supporters and partners."
— Mandi McKay, Board President, Chico Velo

Best Practices for a Smooth Check-In Experience

To get the most out of a digital check-in system, consider these proven strategies:

Use multiple check-in stations with mobile devices instead of fixed tables
Train volunteers to search by name, email, or phone number
Keep registration open to capture last-minute participants
Clearly mark check-in areas to guide attendee flow
Prepare a quick troubleshooting plan for edge cases

These small steps help maximize efficiency and keep lines moving.

See It in Action

Watch a short overview of the Check-In and Packet Pickup tool to see how it works in a real event setting.

Make Event Day Your Strongest Moment

Check-in should not be a bottleneck. With the right system, it becomes an opportunity to create a fast, welcoming, and organized first impression. Pinwheel’s Check-In tool helps eliminate manual processes, reduce wait times, and give your team the visibility needed to run a successful event from start to finish.

If event day matters to your organization, providing an efficient check-in experience is one of the highest-impact improvements you can make!

How to Recruit Sponsors for Your Event: A Practical Guide for Nonprofits

Mon, 30 Mar 2026 17:17:13 GMT

Sponsorships are one of the most effective ways to fund events like 5Ks, galas, and golf tournaments while building long-term relationships with local businesses.

The challenge is not just finding sponsors. It is building a repeatable process to recruit, close, and manage them year after year.

Here are practical strategies to help you do that.

Start with the Right Prospects

Focus on organizations that already have a connection to your audience or mission:

Local businesses that serve your participants
Companies with a track record of community involvement
Existing vendors or partners
Board members, parents, and volunteers with business ties

Example: A youth 5K should target pediatric clinics, gyms, and family-focused brands. A gala may prioritize banks, law firms, and larger local employers.

Track these organizations in one place so you can see past sponsorships, donations, and interactions. This prevents starting from scratch each year and helps prioritize the best prospects.

Pinwheel includes the Double the Donation Sponsor Directory built in, so you can quickly identify companies aligned with your mission without leaving the platform.

Build Clear, Sellable Sponsorship Levels

Keep sponsorship packages simple and easy to compare. A typical structure is:

Platinum
Gold
Silver

Each level should clearly define value:

Logo placement (site, signage, shirts)
Event recognition
Free registrations or tickets
Pre and post event promotion

Example: A golf tournament Gold Sponsor might include a foursome, hole signage, and email recognition. A 5K Gold Sponsor might include race entries and shirt placement.

In Pinwheel, these levels are defined at the event level, including how many registrations each sponsor receives and whether the sponsorship is paid or in-kind.

Make It Easy to Say Yes

Remove friction from the commitment process.

Provide a one-page sponsorship overview
Allow sponsors to commit online
Clearly define pricing and deadlines
Make benefits easy to use

A common best practice is issuing discount codes tied to sponsorship levels. If a sponsor receives 10 registrations, they should have a simple code to distribute.

Pinwheel generates and tracks sponsor codes tied to each level, eliminating manual tracking. Sponsorship templates help you set up packages quickly across events, and ACH payments can be accepted for larger sponsorships to reduce processing fees.

Track In-Kind Sponsorships Like Cash

In-kind sponsors often cover major event costs:

Food and beverages
Swag or materials
Services like photography or printing

Treat these the same as financial sponsors. Track what was provided, the value, and fulfillment status.

In Pinwheel, sponsorships can be marked as in-kind, making it easy to report on total sponsor value and ensure proper recognition.

Recognize Sponsors at Every Stage

Sponsors expect visibility. Plan for it.

Before the event:

Website and email recognition
Social media mentions

During the event:

At check-in, Pinwheel flags sponsor participants so staff can thank them
Signage and announcements
Staff awareness of sponsors

After the event:

Share results and impact
Send photos or metrics
Deliver a clear thank you

Consistent recognition increases renewal rates.

Stay Organized as You Scale

As sponsorships grow, spreadsheets break down quickly.

Common issues:

Unclear payment status
Lost sponsorship history
Manual tracking of benefits
Difficulty managing multiple events

A centralized system solves this. With Pinwheel, each sponsor is tracked as an Organization record with a full history of sponsorships, donations, and transactions. At the event level, you can track:

Sponsorship level
Payment status
In-kind vs financial
Included registrations
Associated discount codes
Participants who registered with those codes

This keeps your team aligned and reduces errors during execution.

Focus on Long-Term Relationships

The goal is not one-time sponsors. It is repeat partners.

Understand each sponsor’s goals
Align benefits with their brand
Communicate impact clearly
Stay in touch year-round

When you track sponsorship history and engagement in one place, it becomes easier to grow those relationships over time.

Bringing It All Together

Strong sponsorship programs follow a clear pattern:

Target the right organizations
Offer simple, compelling packages
Make it easy to commit
Track everything in one place
Deliver consistent recognition

Do this well, and sponsorships become a reliable, growing revenue stream for every event you run.

See How Pinwheel Can Help

Pinwheel gives nonprofits a centralized way to manage sponsor organizations, track sponsorships across events, and deliver every benefit with confidence. From sponsorship levels and discount codes to payment tracking and check-in recognition, everything is connected.

If you are looking to simplify sponsor management and grow event revenue, book a demo to see how Pinwheel works in practice.

One Platform for Every Kind of Special Event

Sat, 14 Feb 2026 00:51:18 GMT

Special events often involve so many moving parts, bringing together participants, supporters, volunteers, sponsors, vendors, and staff across planning, promotion, and execution. Managing all of those details requires a wide range of tools working together behind the scenes to run smoothly and professionally. Registration, peer-to-peer fundraising, sponsor and vendor management, check-in, and clear communication all need to work together to support a smooth experience for everyone involved. Built-in email marketing and text messaging help organizations promote events, share updates, and keep participants informed without relying on separate tools.

Pinwheel.us brings these tools together in one flexible platform. From golf tournaments and galas, to bingo nights, breakfasts, dance competitions, and community fairs, Pinwheel adapts to the structure of each event.

Underpinning all of this is reliable reporting and data. Every event needs accurate visibility into registrations, payments, participation, and outcomes once the event is over. Pinwheel ensures that no matter which tools are used, all event data is captured, connected, and ready to support follow-up, reconciliation, and future planning.

Flexible Registration Built for Real Events

No two events are structured the same, and registration tools should accommodate that. Pinwheel supports individual registrations, teams, tables, and custom groupings, using terminology that matches how each organization runs its event.

For a golf tournament, this may mean foursomes with team-level questions, team-based merchandise, and sponsor-linked registrations. For a gala, it may mean tables, meal selections, and table captains. For a vendor fair or market, it could mean assigning booth spaces and collecting vendor-specific information.

Pinwheel allows organizations to:

Create teams, tables, or custom groupings
Ask questions at the registration, group, or participant level
Sell store items by participant or by team or table
Collect waivers as part of the registration process
Assign waves for athlete corrals or vendor locations

This flexibility allows each event to feel purpose-built rather than forced into a generic form, while automated emails and texts keep participants, teams, and table captains informed throughout the registration process.

Fundraising That Works Alongside Registration

Many special events are also fundraisers, and fundraising should feel like a natural extension of registration, not a separate process.

Pinwheel includes built-in peer-to-peer fundraising tools that allow participants to raise funds individually or as part of a team. This is especially powerful for events like runs, walkathons, jogathons, and golf tournaments where participants are actively involved in fundraising.

Organizations can:

Enable peer-to-peer fundraising during registration
Track donations tied to individuals or teams
Recognize donors and fundraisers automatically
Combine event revenue, donations, and merchandise into one financial view

By connecting registration and fundraising, organizations gain better visibility and reduce manual tracking after the event, while targeted email and text messaging make it easy to thank donors, share progress updates, and encourage continued participation.

Sponsor and Vendor Management Without Spreadsheets

Sponsors and vendors play a critical role in many special events, especially galas, tournaments, and fairs. Pinwheel provides tools to manage both without relying on separate systems.

For sponsors, organizations can:

Track sponsor levels and benefits
Record sponsor payments
Assign free registrations tied to sponsorships
See exactly who from each sponsor has registered

For vendors, Pinwheel supports:

Tracking company names and contact details
Record items purchased or rented, along with payment amounts and product types

This structure makes it easier to manage logistics, ensure sponsor benefits are fulfilled, and answer questions quickly leading up to the event. Event-specific email and text communication can be used to share load-in details, reminders, and last-minute updates with sponsors and vendors.

Fast, Friendly Check-In on Event Day

Check-in is often where stress peaks on event day. Paper lists and spreadsheets slow things down and make it harder to deliver a great first impression. Pinwheel’s online check-in tool is designed to get people through the door quickly and confidently. Staff or volunteers can search participants using a variety of data points, not just names, making it easy to find the right record even during busy arrivals.

The check-in tool also:

Highlights sponsors so they can be recognized upon arrival
Identifies donors so they can be thanked in person
Displays merchandise and store items purchased so they can be easily distributed at check-in
Flags any outstanding balances so staff can collect final payments at check-in

A smooth check-in experience sets the tone for the entire event and reflects the professionalism of the organization. Post check-in messaging can also be used to send real-time updates, directions, or thank-you messages to attendees.

Real-Time Reporting and Event Dashboards

Running a successful event requires visibility before, during, and after the event. Pinwheel includes a wide range of reports and event dashboards that provide insight without extra data entry.

Organizations can track:

Registration and sign-up progress
Donations and fundraising totals
Giveaway and store item sales
Sponsor and vendor payments
Overall financial performance

Dashboards provide a real-time snapshot of how an event is performing, while detailed reports support reconciliation, follow-up, and planning for future events. Reporting data can also be used to drive post-event email and text follow-ups, acknowledgements, and future event invitations.

Trusted by Organizations Running Events Year After Year

Organizations rely on Pinwheel not just for one event, but for many events throughout the year.

“ Girls Inc. of Washington County has relied on Pinwheel to manage our Muddy Mamas Mud Run since its inception in 2013, as well as other events throughout the year. The platform’s user-friendly design and innovative features make tracking every detail effortless, ensuring our events run smoothly. Thanks to Pinwheel, our participants consistently rave about the Mud Run being one of the most well-organized events of the year. With so many exciting features, we’re looking forward to exploring even more ways Pinwheel can support our mission. ”
Rae Tucker, Director of Development

Support That Goes Beyond Software

Technology alone does not make an event successful. Pinwheel offers free one-on-one training to help organizations get the most out of the platform, along with responsive customer support from a team that understands how events actually run.

Whether an organization is hosting its first gala or managing a complex multi-day tournament, Pinwheel provides the tools and support needed to feel confident every step of the way.

Ready to Simplify Your Next Special Event?

From golf tournaments and galas to community fairs and competitive events, Pinwheel.us helps organizations manage registration, fundraising, check-in, and reporting in one connected platform.

Request a demo to see how Pinwheel can support your next special event.

Why Bowling Organizations Are Moving Away from Paper Registration

Thu, 08 Jan 2026 22:41:26 GMT

Paper registrations have long been part of bowling tournaments and special events. While it may feel familiar, the use of paper registrations now creates real barriers to participation, accuracy, and growth.

As bowling organizations look to increase entries, reduce administrative work, and meet modern expectations, many are choosing to move from paper registration forms to online bowling registration. This shift is not about changing the tradition of bowling. It is about making events easier to manage and easier for bowlers to join.

Below are the key reasons bowling associations and tournament directors are making the move:

1. Paper Registration Caps Participation

Paper registration requires bowlers to be physically present or to print, complete, and return a form. That added friction causes many potential participants to delay or abandon registration altogether.

Online bowling registration allows bowlers to sign up the moment they learn about an event. Whether they see it through email, social media, a QR code or a text message, they can register instantly from their phone or computer. This increased access leads to higher participation and more consistent entries.

2. Paper Creates Errors That Cost Time and Money

Handwritten paper forms often lead to missing or unreadable information. USBC numbers, averages, divisions, and contact details are frequently incomplete or incorrect. These issues require follow-up and manual correction, placing additional strain on volunteers and tournament staff.

Online registration validates required fields and ensures complete, accurate data. Information is entered once and stored clearly, eliminating manual data entry and reducing errors that can impact standings, brackets, payouts, and reports.

3. Paper Delays Cash Flow

Paper registration typically relies on checks or cash that may not be deposited until days or weeks later. This delay makes it harder to manage tournament expenses, payouts, and overall budgeting.

Online registration collects payment at the time of registration. Funds are received faster, no-shows are reduced, and organizers gain clearer insight into revenue well before the event begins.

4. Paper Limits Communication After Registration

Once a paper form is submitted, communication becomes difficult. Email addresses may be missing or unreadable, and texting permissions are rarely captured.

Online registration automatically builds an email and text contact list. This makes it easy to send confirmations, reminders, lane assignments, rule updates, and future bowling event announcements. Strong communication leads to better attendance and repeat participation.

5. Paper Does Not Match Modern Bowler Expectations

Today’s bowlers expect a fast, mobile-friendly bowling registration experience that feels professional and secure.

Modern bowling tournament registration includes:

Online and mobile registration from a phone, tablet, or computer
Secure digital payments using credit cards, Apple Pay, and Google Pay
Clear confirmation that registration and payment were received
Digital receipts that are easy to access and store

These expectations are especially important for youth bowling programs and large bowling tournaments, where parents and participants expect the same convenience and payment security they experience when registering for other sports and events online.

Paper registration can feel outdated and inconvenient, and it may raise concerns about payment security and recordkeeping. Online bowling registration provides a trusted experience that reflects the quality of the event itself.

6. Paper Hides Valuable Insights

Paper registration makes it difficult to understand where registrations are coming from, which events perform best, or how many people start but do not complete registration.

Online registration provides real-time reporting and participation data. Bowling organizations can make informed decisions, improve marketing efforts, and plan future tournaments more effectively.

7. Online Registration Removes Friction Without Replacing Tradition

Moving to online registration does not mean eliminating paper entirely. Many bowling organizations still accept paper registrations in special situations while using online registration as their primary method.

The goal is not to replace bowling traditions. It is to reduce administrative work, support volunteers, and make events easier to manage and grow.

The Bottom Line

Paper registration limits participation, introduces errors, delays payments, and makes communication harder.

Online bowling registration increases entries, improves accuracy, speeds up revenue collection, and strengthens communication with bowlers before and after the event.

Bowling organizations that adopt online registration position themselves for smoother events, happier participants, and long-term sustainability. Pinwheel.us makes it possible to convert existing paper forms into online registrations while preserving the structure of each tournament. Contact us today for a demo !

Happy bowling!

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

Fri, 12 Dec 2025 01:26:52 GMT

As year end giving approaches, many organizations focus on one time gifts to help close the year strong. While those gifts are important, recurring donations play an even bigger role in long term stability. Monthly donors provide consistent, predictable support that helps organizations plan ahead, grow programs, and weather changes in funding. With the right strategy in place, year-end is the perfect time to invite supporters to become ongoing partners in your mission.

Here are proven best practices to help you increase recurring donations and build sustainable support using clear messaging, strong donor engagement, and the right technology.

Make Monthly Giving the Priority

One of the most effective ways to grow recurring donations is to offer monthly giving in all your fundraisers. Messaging also plays a major role. Phrases like “Make a lasting impact” or “Support our work all year long” help donors see the value of consistent giving. Adding examples that show what a small amount can do each month helps donors visualize the impact over time.

Simplify the Donation Process

A smooth donation experience is critical for conversion. Donation forms should be mobile friendly and easy to complete in just a few steps. Questions should be kept to a minimum so donors can finish quickly without feeling overwhelmed. Allowing autofill and offering digital wallet options (such as Apple Pay and Google Pay) remove barriers and increase completion rates. Pinwheel is designed to support fast, user friendly recurring donation setup, offers a variety of payment methods, and does not require that donors set up an account.

Show Impact in Clear, Tangible Terms

Donors are more likely to commit to monthly giving when they understand exactly what their ongoing support accomplishes, especially at year end when they can see how a monthly gift extends the impact of their holiday generosity into the new year. A monthly gift might fund snacks for an after-school program, provide equipment for a youth sports team, or cover volunteer training programs. Stories, photos, short videos, and real quotes help donors emotionally connect to the mission and reinforce that recurring donors are sustaining your work all year long.

Create a Recognizable Recurring Donor Community

Giving your recurring donor program a name adds identity and strengthens connection. Whether it is a Sustainers Circle, Monthly Champions, or another branded group, donors appreciate feeling like they belong to something meaningful. Small perks such as early access to updates, exclusive content, or an annual thank you gift help reinforce that connection. When donors feel valued and recognized, they are far more likely to stay engaged.

Communicate Regularly and With Purpose

Strong stewardship is essential for retaining recurring donors. Consistent updates that share real stories and measurable progress remind supporters why they chose to give each month. Thank you messages should acknowledge the ongoing nature of their generosity, not only the initial setup. Recognizing milestones such as one year of giving is another powerful way to strengthen loyalty and increase long term retention.

Track Performance and Adjust Your Strategy

Data plays a key role in growing recurring donations. Monitoring conversion rates, average monthly gift size, and retention gives you insight into what is working and where improvements can be made. Testing small changes to the marketing, donation form, and follow up emails can uncover opportunities for growth. Using Pinwheel to connect donations, people records, fundraising campaigns, and email communications in one place makes it easier to automate follow ups, segment recurring donors, and analyze performance over time.

Make the Ask Personal When the Timing Is Right

Some of the most successful recurring gifts begin with a personal invitation that follows a one-time donation. After a donor makes a single gift, a follow up message inviting the donor to convert that contribution into a monthly commitment can be very effective. Events also create natural opportunities to extend this invitation, especially when supporters have just experienced the mission in action. Outreach from board members, staff, and volunteers can be especially powerful because many individuals are influenced by personal relationships.

Turning Year End Momentum Into Year Round Support

End of year giving is a time when supporters are already focused on generosity and impact, making it the ideal moment to review your fundraisers and year-end campaigns with recurring giving in mind. By positioning recurring donations as a simple way to extend that impact throughout the year, organizations can turn seasonal giving into reliable year round support. With clear messaging, strong stewardship, and tools like Pinwheel that connect giving, communication, and reporting in one system, recurring donations become more than just transactions. They become lasting partnerships built around shared purpose.

Happy fundraising!

Build a Complete Picture of Supporters

Tue, 14 Oct 2025 19:49:49 GMT

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 Your Events with Peer to Peer Fundraising

Mon, 08 Sep 2025 17:39:03 GMT

Imagine turning event attendees into fundraisers who help spread your organization's mission and bring in more support. That is the power of peer to peer fundraising, which studies show can increase fundraising revenue by more than 25 percent , and with Pinwheel it is simple to use. Whether it is a 5K, an after school program, or any other type of registration event, this approach can inspire supporters and expand the impact of every gathering.

Why Peer to Peer Fundraising Works

Greater Reach : When participants raise money for your cause, they introduce your mission to their friends, family, and coworkers.
Stronger Community : Fundraising turns participants into ambassadors who share personal stories that inspire others.
Built In Motivation : People fundraise when they feel connected to the cause, and their excitement spreads to others.
Friends and Family Support : Donors are often motivated to give because they want to support the passion and commitment of someone they know.
More Revenue with Less Work : Instead of relying only on your organization, peer to peer fundraising multiplies efforts through authentic, personal outreach.

How Pinwheel Makes It Easy

Pinwheel combines the power of peer fundraising with automation and gives you three different ways to create fundraisers, so you can focus on results:

Participants Can Build Their Own Page During Registration
Participants create their own fundraising page when they register for events by adding titles, messages, and goals. Pages go live immediately, and links and details can be included on registration receipts.
Pinwheel Can Generate Pages During Registration
Pinwheel can generate fundraising pages during registration without asking participants for details. Instead, the account provides the values, and Pinwheel creates the fundraising pages using those settings. This keeps registration quick while still allowing pages to be personalized later.
You Can Create Fundraisers Any Time
Fundraising pages can be generated in bulk for all registered participants at once. This approach provides flexibility to begin the campaign at the best time for the organization, which may be after registration closes. You can notify participants at any time that fundraising pages have been created and are ready to share.

Managing and Assessing Results

Pinwheel not only sets up fundraisers but also helps you measure and improve them. Donor Dashboards show top fundraisers, donation sources, first time donors, and trends so you know where to focus.

You can send follow ups, segment the best fundraisers, and celebrate milestones. This creates lasting engagement, stronger relationships, and more momentum for the mission.

Pinwheel also allows the account to set minimum fundraising requirements for participants. You can track which fundraisers have not yet met the target, send reminders, and even collect outstanding balances automatically. This ensures goals are clear and results stay on track. Click here to read more!

Conclusion: Make Your Next Event More Impactful

Peer to peer fundraising is one of the most effective ways to grow support through donations and relationships. If you need help setting this up for any of your events, contact our team anytime at support@pinwheel.us . We're happy to help!

Happy fundraising!

How Lottery Registration Promotes Fair Access to Popular Programs

michael@pinwheel.us (Michael Reale) — Mon, 04 Aug 2025 16:16:00 GMT

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.

Simplify Attendance Tracking and Strengthen Your Program Data

michael@pinwheel.us (Michael Reale) — Mon, 07 Jul 2025 18:16:46 GMT

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.

Time to Spring Clean Your Email Marketing Contact List

michael@pinwheel.us (Michael Reale) — Tue, 03 Jun 2025 15:47:21 GMT

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

michael@pinwheel.us (Michael Reale) — Wed, 30 Apr 2025 15:32:59 GMT

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!

Why Asking Volunteers for Donations is Both Acceptable and Beneficial

michael@pinwheel.us (Michael Reale) — Wed, 26 Mar 2025 18:58:29 GMT

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!

Boost Revenue and Brand Exposure with Pinwheel's Store Tool

michael@pinwheel.us (Michael Reale) — Tue, 18 Feb 2025 21:02:36 GMT

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!

Elevate Fundraising Efforts with Pinwheel's Donor Dashboards

michael@pinwheel.us (Michael Reale) — Tue, 28 Jan 2025 18:07:51 GMT

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!

Understanding the Impact of California SB 478 on Event Registration

michael@pinwheel.us (Michael Reale) — Fri, 17 Jan 2025 17:03:33 GMT

At Pinwheel.us, we are committed to keeping our users informed about important legislation that can affect operations. One such piece of legislation is California Senate Bill 478 (SB 478) , which has introduced significant changes to the way event registrations are handled in the state.

What is California SB 478?

California SB 478, also known as the Honest Pricing Law, took effect on July 1, 2024. This law aims to enhance transparency and accountability in pricing by requiring organizations to disclose all processing fees associated with event registrations upfront. This ensures participants have a clear understanding of the total costs before they commit. Specifically, organizations must clearly display any fees wherever pricing information is referenced.

How Pinwheel Supports Compliance

To help our users comply with SB 478, Pinwheel has implemented a feature that supports fee transparency. If your account is based in California, the display of processing fees is automatically enabled. For users outside California who market to participants in the state, compliance is also necessary and just a few clicks away:

Open Account Settings .
Navigate to Registration Settings .
Turn on the “Automatically show processing fees in all price displays” toggle.

Once enabled, processing fees will be added to all pricing displayed in the following areas of the event registration process:

Information Page
Information Panel
Participant Summary Page
Store Page
Donation Page

Organizations Can Cover the Fees Without Displaying Them

Events can still opt to have processing fees absorbed by the organization, eliminating the need to disclose these fees as part of the registration cost.

Comprehensive Marketing Compliance

Beyond registration forms, organizations must ensure that all references to pricing—including those on websites, social media campaigns, blog posts, email marketing campaigns, and other promotional materials—reflect the processing fees. This requirement helps maintain consistency and transparency across all consumer-facing materials.

Potential Nationwide Impact

Although SB 478 is currently a California-specific law, a similar federal law has already passed the House with bipartisan support and is now awaiting Senate approval. If enacted, this could establish nationwide requirements for processing fee disclosures, further emphasizing the importance of transparent pricing.

Conclusion

California SB 478 brings important changes to event registration, prioritizing transparency and accountability. Pinwheel.us is here to help you stay compliant with these updates while building trust with your participants. If you have questions, our team is ready to assist. Let’s ensure your events succeed in this evolving regulatory landscape!

Bulk Text Messaging Part 2: Real-Life Examples

michael@pinwheel.us (Michael Reale) — Mon, 06 Jan 2025 18:26:58 GMT

Kickstart the Year with Impactful Text Messaging

As the year kicks off and new events and recruitment campaigns are getting set up, it’s important to include clear questions asking participants and volunteers for consent to receive text messages from your organization. In a previous blog post , we discussed how Pinwheel’s Bulk Text Messaging feature helps organizations connect with audiences quickly and effectively. Now, we’re excited to share specific text message examples tailored for sites, volunteers, caregivers, event participants, and donors, to help you discover new and impactful ways to use the Texting tool.

Examples of Effective Text Messaging

For Afterschool Program Sites:

The new Run To Give Back season is almost here! Don't forget to renew your site for the 2025 program. Register here: www.yourwebsite.org.

For Volunteers:

Hi from Run To Give Back! Are you planning to volunteer this season? Reply "Yes" to receive the sign-up link. Reply "No" to be contacted for a future season.
Don’t forget – volunteer training is tomorrow night at 6:00 PM at 600 K Street. Dinner will be provided. See you then!
Team supply pickup is next week at 500 J Street. Tues 10 to 5, Weds 11 to 6. See you then!
Golf Tournament volunteers – thank you for helping us tomorrow! Please arrive at the course at 8:00 AM with your volunteer shirt on. Check your email for details.

For Caregivers:

Stoneridge Elementary practice is CANCELLED for today! Please check your email for more info. We apologize for any inconvenience!
Summer Camp registration closes tomorrow! Sign up today! www.yourwebsite.org

For Event Participants:

Reminder! Don’t forget The Giving Gala is next Saturday at 6:00 PM. We can’t wait to see you there! Visit www.yourwebsite.org to get tickets!
URGENT - the 5K has been cancelled because of severe weather in the area. Check our website for details and a rescheduled date!
Thank you for making our event fun and special! Tag us in photos at #runtogiveback & please consider helping refill our scholarship fund: www.yourwebsite.org
We’d love your feedback! Please take a moment to complete a survey about our season. [INSERT LINK] Thank you!

For Donors:

DOUBLE your impact for Run To Give Back! Donations up to $10,000 are matched on Giving Tuesday to support our mission. Donate here: www.yourwebsite.org
Exciting news! Our annual fundraising campaign starts now! Join us in making a difference. Visit www.yourwebsite.org to donate!

Real-World Insights from a Pinwheel User

Jacqueline Weber, Development Director at Girls on the Run Northwest Indiana, shares her firsthand experience with the Pinwheel text messaging tool, highlighting its ability to be used for various audiences: "Texting is a great tool. Everyone checks and most importantly, reads their text messages. Emails have a much lower open and read rate. People can easily and quickly delete their emails without even glancing at it. Texting works for board members, volunteers, 5K participants, coaches, GOTR Grown-ups and more! We use it to send out reminders for 5K day, share our sponsor's coupon, reminders to sign up for the BAND app, complete a survey, lost & found items from the 5K, share 5K information in Spanish, recruit volunteers, and more!"

Best Practices for Bulk Text Messaging

Be clear and concise - text messages have a character limit, so make sure the message is clear and to the point.
Include a call to action - encourage recipients to take action, whether it’s visiting a website, signing up for an event, or responding to a survey.
Respect privacy - always ensure you have consent to contact recipients via text and provide an option to opt-out.
Use short URLs - take advantage of Pinwheel's shortened URLS for events, campaigns and fundraisers (available on dashboards) to save characters, keep messages concise, and ensure links are easy to click.
Monitor engagement - track response rates and engagement metrics to evaluate the effectiveness of your messaging strategy and make improvements as needed.

If you have any questions about how to set up permission questions in events or campaigns, or how to use the Text Messaging Tool, please contact us at support@pinwheel.us.

Happy texting!

Happy Holidays From All of Us At Pinwheel

michael@pinwheel.us (Michael Reale) — Fri, 20 Dec 2024 16:50:00 GMT

Happy holidays from all of us at Pinwheel!

As the year comes to a close, we want to take a moment to express our heartfelt gratitude to our incredible customers. Your trust and partnership have made 2024 a year to remember, and we’re so thankful for the opportunity to support your events, fundraising, and volunteer efforts. Together, we’ve made a meaningful impact in our communities, and that’s something worth celebrating!

The holiday season is a time for reflection, connection, and a little well-deserved rest. In that spirit, our team will be taking a brief pause to recharge and spend time with loved ones. Pinwheel will be closed from December 25, 2024, through January 1, 2025 . Our Help Desk will not be staffed during this period; however, our platform will remain fully operational, and we will be monitoring our support@pinwheel.us inbox for any issues that may require attention.

We’ll return on January 2, 2025, refreshed and ready to help you achieve your goals in the new year. If you have any questions or need assistance before the break, don’t hesitate to reach out to our support team . We’re here to help you wrap up the year successfully!

Thank you for being a part of the Pinwheel community. We wish you a joyful holiday season filled with warmth, happiness, and time spent with those who matter most. Here’s to an exciting and impactful 2025—together!

Happy Holidays,

The Pinwheel Team

Harness the Power of Bulk Text Messaging

michael@pinwheel.us (Michael Reale) — Mon, 16 Dec 2024 19:04:18 GMT

In today's fast-paced world, effective communication is key to the success of any organization, especially when it comes to fundraising and event management. At Pinwheel.us, we understand the importance of reaching your audience quickly and efficiently, which is why we offer the powerful Bulk Text Messaging feature.

What is Bulk Text Messaging?

Bulk text messaging allows you to send a single message to multiple recipients simultaneously. This feature is invaluable for organizations looking to communicate important information, reminders, invitations, or updates to a large audience without the hassle of sending individual messages or relying on email.

Benefits of Using Bulk Text Messaging

Immediate Engagement : Text messages have a higher open rate than emails, meaning your audience is more likely to see communications in real-time.
Cost-Effective : Compared to traditional marketing methods, bulk text messaging is a budget-friendly option for reaching supporters and stakeholders.
Personalization : You can segment audiences based on specific criteria, ensuring messages are relevant and targeted.

Ways to Use Bulk Text Messaging in Pinwheel.us

Event Reminders and Updates – Keep attendees informed and engaged by sending reminders about upcoming events, including dates, times, and locations. Use bulk text messaging to notify participants of any last-minute changes or important updates, ensuring everyone stays in the loop.
Fundraising Campaign Launches - When launching a new fundraising campaign, use bulk text messaging to generate excitement and encourage participation. Share links to your fundraising page and provide details on how supporters can get involved, making it easy for them to take action.
Acknowledgment and Appreciation - Show gratitude by sending thank-you messages to event attendees. Bulk text messaging allows you to recognize their involvement and encourage ongoing support, fostering a sense of community and connection.
Volunteer Coordination - Support volunteers by sending out messages about upcoming opportunities, shifts, or training sessions. This ensures that volunteers are well-informed and prepared, making your events run more smoothly.
Emergency Notifications - In the event of an emergency or unforeseen circumstances affecting an event, bulk text messaging allows you to communicate critical information swiftly and efficiently. This allowed attendees to receive timely updates, helping to manage any potential disruptions.

Conclusion

Bulk text messaging is a powerful tool that can significantly enhance an organization’s communication efforts. With Pinwheel.us, you can easily reach your audience, keep them informed, and foster stronger connections with your supporters.

Ready to start using bulk text messaging to boost your outreach? Click here to sign up.

As always, we love hearing from you! Share your experiences and success stories with bulk text messaging and let us know how it has impacted your fundraising and event management efforts.

Click here to see specific, real-life examples!

Happy texting!

Increase Access to Events and Programs with Payment Plans

michael@pinwheel.us (Michael Reale) — Mon, 09 Dec 2024 17:29:31 GMT

When it comes to event/program registrations, affordability can often be a significant barrier for participants. Whether it's for an after-school program, summer camp, or a sports tournament, the upfront cost might deter potential attendees. By offering flexible payment plans, you not only make events more accessible but also unlock a host of benefits for both participants and organizers.

With after-school programs getting ready for new sessions at the beginning of the year, now is the time to consider adding payment plans to the registration. Here’s why incorporating payment plans into Pinwheel events is a game-changer:

1. Increased accessibility = higher participation: Payment plans reduce the financial burden of large, one-time payments. By allowing participants to pay in smaller, manageable installments, you open the doors to more people. Families, students, and individuals on tight budgets are more likely to commit when they have the option to spread out costs.

For example, a participant who hesitated at a $200 fee may feel comfortable signing up for four $50 payments. This approach helps your program/event become more inclusive while ensuring no one misses out due to financial constraints.

2. Potential reduction in need for financial assistance: Offering payment plans can significantly reduce the demand for scholarships or financial assistance by providing a more manageable way to afford registration fees. Instead of requiring full upfront support, participants can spread costs over time, making the expense less overwhelming, and allowing organizations to allocate scholarship funds to those in greater need.

3. Improved cash flow for the organization: Offering payment plans doesn’t mean delaying revenue—it means stabilizing it. With multiple participants enrolled in staggered payment schedules, your organization enjoys a steady stream of funds leading up to the event or through the course of the program.

4. Lower dropout rates: When people commit to a payment plan, they’re more likely to follow through with attending the program or event. The psychological investment of paying in installments creates a sense of accountability. Participants feel more tied to the event, reducing the risk of cancellations or no-shows.

5. Streamlined administration with Pinwheel: Managing payment plans might seem daunting, but Pinwheel makes it easy. With our platform, you can:

Set up flexible payment options directly in the registration process.
Process payments in bulk based on due date, payment number, or event category.
Easily track who has paid, when, and how much.
This simplicity eliminates manual tracking and follow-ups, saving your team valuable time and effort.

6. Enhanced participant experience: A positive registration experience can lead to long-term loyalty. When attendees feel supported by flexible payment options, they’re more likely to associate your event—and organization—with trustworthiness and care. This goodwill can translate into repeat participants, word-of-mouth referrals, and a stronger sense of community.

A success story: payment plans in action: Liz Mergenthaler, Operations Director with Girls on the Run St. Louis says, “Girls on the Run St. Louis has been using the Pinwheel Payment Plan processing tool for many years now. The payment plan tool gives us the flexibility to meet families where they are at, by offering multiple payment options and the ability to change payment dates as needed. Every season we have hundreds of participants register and use a payment plan, so the ability to process multiple payments at once with the updated bulk processing tool has increased our organizational efficiency greatly.”

Summary

By integrating payment plans into the registration process, you can remove barriers, engage more participants, and create a better financial and logistical experience for everyone involved.

If you have questions about how to set up the tool, contact our team to get started, or visit the Pinwheel Help Center.

Unlock the Power of Person Tags with Pinwheel.us

michael@pinwheel.us (Michael Reale) — Mon, 02 Dec 2024 18:14:43 GMT

At Pinwheel.us, we’re committed to helping organizations maintain strong relationships with constituents. One of the ways we do this is through our Person Tag feature , a powerful tool designed to help you label, sort, and manage contacts efficiently.

What Are Person Tags?

Person Tags are customizable identifiers that allow you to group individuals based on specific attributes. Whether it’s categorizing donors by giving levels, segmenting volunteers by skills, or organizing event participants, Person Tags help create a more organized and targeted approach to stewardship and communication.

How to Set Up Person Tags:

Build Tags in Account Settings : Click the Gear icon in the upper right-hand corner of Pinwheel. In Person Tags, create tags that reflect the unique characteristics of your contacts, such as “10+ Year Volunteer,” “VIP,” or “2024 Gala.”
Apply Tags to Individual Records: Once tags are set up, assign them to person records in the People Grid. This can be done either by clicking in the Tag column in the grid or by opening a person record and adding tags in the first tab. Multiple tags can be assigned to one person.

Benefits of This Feature:

Improved Organization: By categorizing contacts with tags, you can easily sort and analyze them. Use the Filter by Tags tool at the top of the People grid to filter the list. In addition, in Donors on the green menu, click Donor List and in the Donor Segementation tool, use the Person Tag filter.
Targeted Communications: After filtering t he People Grid or Donor List. use Export to Mail Group to create an Email Marketing list. This not only saves time but also ensures you’re reaching the right people with the right messages. Want to send a tailored email to all “VIPs” who also donated to last year's Giving Tuesday fundraiser? No problem! This targeted approach leads to more effective communication and engagement.
Enhanced Reporting and Insights: With the ability to group contacts using tags, you can gain deeper insights into donor behaviors and volunteer participation. Analyzing these patterns can inform future strategies and improve outreach efforts.

Summary

The Person Tags feature in Pinwheel is a game-changer for organizations looking to optimize outreach efforts. By leveraging this tool, you can enhance your communication strategy, foster deeper connections with your supporters, and ultimately drive greater impact.

Ready to start using Person Tags? Log in to your Pinwheel account today and take your contact management to the next level!

Interested in signing up for the Email Marketing Module? Click here.

Need the Donor Management Module? Contact us at support@pinwheel.us for a demo.

Stay tuned for more tips and insights on maximizing your use of Pinwheel, and feel free to share your success stories with us. We’d love to hear how Person Tags have helped your organization!

Happy tagging!

Introducing Minimum Fundraising Requirements for Peer-to-Peer Fundraisers

michael@pinwheel.us (Michael Reale) — Mon, 25 Nov 2024 18:28:22 GMT

At Pinwheel.us, we’re always looking for ways to enhance your fundraising experience. We’re excited to announce a new feature that empowers organizations to set and manage minimum fundraising amounts for peer-to-peer fundraisers associated with events. This new capability not only streamlines the fundraising process but also ensures events reach financial goals. Read more about a Pinwheel client’s success with the tool here!

Here’s how it works:

Set Up Minimum Fundraising Requirements - In the Event where peer-to-peer fundraisers are generated, go to Setup - Fundraising Setup . In addition to configuring all the settings, enter a value in the Minimum Fundraising Requirement field. This will establish the minimum requirement for all fundraisers linked to this event.
Track Fundraiser Progress and Collect Payments - Once the minimum requirement is established, it’s easy to monitor which fundraisers are on track to meet goals. In Fundraisers , open the associated fundraiser with the event. You’ll find a new tool called Collect P2P Minimums in the Management submenu, which can help you manage payments for fundraisers that haven’t yet met the minimum amount. It allows:

Filtered Visibility : Only fundraisers that haven’t met the minimum requirement will appear in the grid, allowing you to focus on those who need assistance in reaching their goals.
Integrated Communication Tools: Click the Export Grid to Mail Group to send emails through the Pinwheel Email Marketing tool, informing fundraisers of the need to reach the goal, suggestions for how to do that, and relevant deadlines.
Customized Settings: Control how processing fees are paid, how donor names are listed, and customize receipt messages.
Flexible Payment Processing : You can process payments for these fundraisers either one at a time or in bulk.

Benefits of This Feature:

Encourage Fundraising Participation: Setting a minimum requirement motivates participants to reach their goals, fostering a sense of accountability and encouraging peer-to-peer support.
100% Fundraiser Compliance: Collecting outstanding payments for fundraisers that haven’t met their minimums streamlines the fundraising process, ensuring that all contribution commitments are upheld, and the organization’s fundraising goals are met.
Enhanced Event Management: By tracking fundraising progress and outstanding payments in one place, you can manage your events more effectively and focus on strategies to increase participation and donations.

 Summary

The addition of the Minimum Fundraising Requirement feature is just one more way Pinwheel.us is committed to supporting your organization’s fundraising efforts. We believe that with the right tools, you can maximize your impact and drive greater success at your events.

Ready to leverage this new feature? Log in to your Pinwheel account and start setting your minimum fundraising requirements today!

As always, we love hearing from you. Share your experiences with this new feature and let us know how it’s helping your organization achieve its fundraising goals.

Happy fundraising!

New Pinwheel.us blog!

michael@pinwheel.us (Michael Reale) — Mon, 28 Oct 2024 22:51:42 GMT

What is Pinwheel?

Pinwheel is a comprehensive solution that goes beyond traditional Customer Relationship Management (CRM) systems. Our platform empowers organizations to manage every aspect of their events, from coordinating volunteers and sponsors to executing effective email marketing campaigns. Whether you’re a nonprofit, community organization, or a sports team, Pinwheel is here to simplify your processes and amplify your results.

Why Choose Pinwheel?

In a world where managing multiple platforms can be expensive and result in disconnected data, Pinwheel offers a unified approach:

All-in-One Management: Seamlessly organize registrations, donations, and volunteer efforts in one centralized tool.
Enhanced Communication: Our integrated email marketing and text messaging tools help you connect with donors and participants effortlessly.
Data-Driven Insights: Gain valuable insights into fundraising efforts and event performance, helping you make informed decisions.

What to Expect from Our Blog

In this blog, we will share resources and insights to help you maximize your use of Pinwheel. Here’s a glimpse of what’s to come:

Tool Highlights: Explanations about the latest Pinwheel tools and how they can help your organization.
Best Practices: Expert tips on fundraising, event planning, and volunteer engagement.
Success Stories: Inspiring case studies from organizations that have transformed their operations with Pinwheel.
Industry Trends: Stay updated on the latest trends in event management and nonprofit fundraising.

Thank you for stopping by Pinwheel.us! Together, let’s streamline your event management and fundraising efforts, making a greater impact in the communities we serve.

Happy event planning!