Simplify Attendance Tracking and Strengthen Your Program Data

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!

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!

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! 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

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. In an upcoming blog post, we will share specific examples of text messages that your organization can send – stay tuned! Happy texting!