From Chaos to Configuration:

CHALLENGE

Disjointed Data

Before adopting Donorfy, Brake faced data management challenges familiar to many charities - fragmented systems and limited oversight. They had a CRM that most staff struggled to use, leaving it largely under-utilised, and relied heavily on a complex maze of spreadsheets that no one had full visibility of.

We didn’t always have oversight of what money was coming in or who was being contacted,” shared Amy Walker, Operations Manager. “Sometimes companies would be approached multiple times by different people because we simply couldn’t see what others were doing.”

Some of the data was outdated too, making the task of cleaning and migrating it even more daunting. With a growing team and increasing demand for services, Brake needed a CRM system that could bring all their data together, and ensure their income generation, finance, campaigns and operations teams were working in sync.

THE SOLUTION

Why Donorfy?

The decision to move to Donorfy was driven by several key factors, including affordability, ease of use and robust functionality.

As a charity, cost is at the forefront of every decision we make,” Amy explained. “Plus, our data was in a bit of a mess. Having someone to support us in getting it into Donorfy was really important.”

The Sapling package stood out for it's in-house support from Donorfy staff with deep charity experience, rather than relying on external contractors - or going it alone. This expertise proved invaluable during implementation. 

Duncan’s vast charity knowledge made a big difference,” Amy shared. “He asked questions that made us really think about how we do things as a charity. That kind of expertise is invaluable. He didn’t just help us move data from A to B; he made us think carefully about how we needed data organised to work for all departments, long-term.”

By combining competitive pricing with hands-on guidance, Donorfy offered Brake an ideal solution for streamlining their operations and preparing for future growth.

The Sapling Implementation Process

With Ducan’s help, Brake has turned a chaotic, outdated setup into a clear, structured system. Here’s how they did it:

Data Preparation

The first step was cleaning and organising data - a monumental task, given the mix of outdated spreadsheets and fragmented records.

The data was all over the place, so we spent a good amount of time removing acronyms, tidying it up and getting it ready,” Amy explained.

Regular meetings with Duncan helped Brake prioritise what to focus on, from standardising records to ensuring consistent formatting, setting them up for a smooth transition.

Configuration 

Brake’s setup was tailored to meet their unique needs, including thoughtful solutions for sensitive scenarios. For example, they needed a way to track deceased constituents while avoiding accidental contact.

 Duncan guided us in creating a configuration that connects deceased individuals with active volunteers raising funds in their memory,” Amy explained. “This setup not only preserves sensitive information but also allows us to track fundraising totals and campaign interests linked to specific people.”

Migration

With their data carefully prepared, moving it into Donorfy was straightforward and organised.

 Seeing it all move over into Donorfy was such a relief,” Amy said. The team appreciated the clarity and structure of the process. “The system worked well once we’d taken the time to get the data right,” she added.

The rollout was phased, allowing each department to adjust at their own pace. Donorfy Academy, internal training sessions and support materials have helped ensure a smooth adoption, too. This gradual approach gave the team time to explore the system and adapt to their new workflows confidently.

IMPACT

Driving Brake Forward

Now they’re up and running, using Donorfy has brought significant benefits to Brake’s operations, helping them streamline processes, save time and maximise their impact - with more to come.

Streamlined Campaign Management:

Road Safety Week, Brake’s flagship campaign, is now managed through Donorfy forms, allowing the team to track participation in real time.

The system makes it so much easier to see who’s involved in our campaigns,” Amy said. “We know at a glance how many primary schools, how many companies, or even how many nurseries are participating.”

Gift Aid Success:

Donorfy helped Brake reclaim £5,000 in backdated Gift Aid, a significant boost for the charity.

Getting the Gift Aid sorted felt like a windfall,” Amy shared. “Donorfy’s made it possible to organise our claims, and with the integration we’re able to keep them up-to-date.”

Time Saving Integrations:

Integrations with platforms like JustGiving and Mailchimp have simplified workflows. The JustGiving integration, in particular, has been a game-changer.

It mainly runs itself,” Amy said. “We just check the codes in the background to make sure everything’s being applied correctly and that’s it!”

Looking Ahead

Brake are a great example of how the right CRM, combined with expert implementation support, can make a mammoth task less daunting - and more successful. From a future-proof implementation, to enabling automatic Gift Aid claims, using Donorfy has helped Brake plant strong roots for future growth. They’re already seeing meaningful improvements - and their CRM journey is far from over.

The team is embedding Donorfy more deeply across departments, exploring additional integrations like Enthuse, and preparing to roll out Donorfy donation forms by year-end. They’re also working to fully integrate their finance data, ensuring the system supports their continued growth. As Amy puts it,

Donorfy is a flexible system that grows with us as a charity. We’ve made great strides, but we know there’s still potential to unlock. We’re excited to keep evolving with Donorfy as we take our next steps.”