From Fragmented to Focused:

CHALLENGE

A System Not Built for the Job

Like many growing NGOs, the team found themselves struggling with tools that didn’t quite meet their needs. They were using a CRM designed for local sports clubs, and not the layered reality of a busy NGO managing members, donors and volunteers. 

Data was scattered across platforms, communications were mostly manual, and they were spending so much time on day-to-day admin they couldn’t focus on long-term supporter journeys - or growing their base of regular givers. Secretariat Manager, Julie Kyndesgaard, says:

We once deleted 200 grandparents who had taken part in a free course, without ever asking them for a donation. Not because we didn’t value them, but because we didn’t have the system or structure to follow up.” 

At the same time, their core funding came almost entirely from restricted project grants. While these helped fund specific initiatives, they left the organisation vulnerable to sudden drops in income, and unable to invest in sustainable growth. 

SOLUTION

A CRM That Fits

The goal was clear: to find a system built for their type of work, that would grow with them and support both grant and donation income. 

After exploring several options, they chose Donorfy for its flexibility, nonprofit-first features and user-friendly interface. Julie explains:

Donorfy had the functionality we needed but didn’t feel overwhelming. It felt like a big system with a small team mindset, and we were never just another customer.” 

The implementation was hands-on, with help from Donorfy’s support team who understood the specific needs of Danish NGOs. From tax reporting compliance to integrations with local tools like OnlineFundraising and Mailchimp, the setup was tailored to their environment. 

IMPACT

Time Saved, Support Strengthened

With Donorfy in place, they've used key features to move from reactive admin to proactive relationship-building. 

• Automated tagging and segmentation now help the team manage memberships by type, status and location, making it easier to send the right communications to the right people. 
  
  
• Triggers flag key behaviours, like when a member cancels their subscription, misses an event or stops donating, so the team can follow up appropriately. 
  
  
• “Send to Donorfy” lets staff automatically log emails to constituent records, giving everyone a full picture of supporter history at a glance. 
  
  
• Campaign tools give them real insight into what’s working, without having to export data or run separate reports. 

For example, here's what a campaign in Donorfy can look like:

Julie says:

Donorfy gives us a proper overview. We know who’s engaged, what they’ve received, and when to act. We’ve saved time and gained clarity.”

While grants remain a key income stream, the team are now better equipped to develop regular giving, track supporter engagement and make data-led decisions. And just as important, the team is more confident in their systems and processes. 

Before, we were trying to stay afloat. Now we can actually plan. The waves have become smaller.” 

With Donorfy in place, the team has developed shared ways of working, consistent data habits and, most importantly, space to think long-term. 

Progress over Perfection

Julie’s advice for other small NGOs considering a CRM switch? 

You don’t need to use everything straight away. Good enough is good enough. Start with what you need - and don’t be afraid to ask for help. The support team at Donorfy have been fantastic.” 

For Lige Vilkår is still growing, still learning - but now, they have the tools and the time to do both. 

They’re not just managing data. They’re building deeper relationships with supporters. And in doing so, they’re helping more parents feel seen, supported and less alone.