Guides › Charities & Community
Spot supporters to thank or welcome back
Tidy your own supporter spreadsheet and get a list of who's lapsed, who's increased their giving and who hasn't been thanked yet.
When to use it
Every quarter
Step by step
Export a privacy-safe copy
From your donor records, export a copy with a supporter ID instead of names, plus gift dates, amounts, gift type, campaign and last thank-you date. Leave out addresses, emails and phone numbers.
Clean it up
Ask the AI to give you spreadsheet formulas or steps to remove duplicates, fix date formats and standardise campaign names in Google Sheets or Excel.
Find the groups that matter
Paste a summary of the sheet, or upload it if your AI assistant and workplace policy allow, with this prompt.
Prompt to copyHere is anonymised giving data with columns: supporter ID, gift date, amount, gift type, campaign, last thanked date: [paste or attach]. Today's date is [date]. Group supporters into: 1. Not thanked for their latest gift. 2. Lapsed (gave regularly but nothing in the last [12] months). 3. Increased their giving this year. 4. First-time givers in the last 3 months. 5. Long-standing supporters (5+ years). For each group give the IDs, a count, and one suggested way to get in touch that suits them (e.g. thank-you call, welcome email, update newsletter). Also explain the formulas I could use in Google Sheets to repeat this myself.Act on the lists
Match the IDs back to names in your own system, then plan thank-yous, welcome-backs and updates. Record what you did.
What you get
Not thanked: 14 IDs (e.g. S0412, S0588). Lapsed: 37 IDs - suggest a 'we miss you' update with no ask. Increased giving: 9 IDs - suggest a personal call. Formula tip: =COUNTIFS(B:B,">="&TODAY()-365,A:A,A2) counts gifts in the last year.
Tips
- Never paste names, contact details or bank information into an AI tool; work with IDs and keep the key in your own records.
- Only use data supporters gave you, and respect their contact preferences.