Tracking Donations

Stay on top of incoming donations with comprehensive tracking tools. This guide shows you how to manage pledges, update quantities, and maintain donor relationships.

Understanding Donation Flow

When supporters donate through your wishlist:

1. Pledge Made: Donor commits to purchasing and donating an item
2. Pending Status: The donation appears in your "Pending Donations" view
3. Delivery: Donor ships or delivers the item to your shelter
4. Confirmation: You update the received quantity in the system
5. Completion: The donation moves to your history and progress updates

Viewing Pending Donations

Access pending donations from your wishlist dashboard:

1. Click the Pending Donations tab
2. See all pledged but not yet received items
3. View donor information and expected quantities

Each pending donation shows:

• Item name being donated
• Donor name and email for communication
• Quantity pledged by the donor
• Date pledged to track timing
• Donor message if provided

Following Up on Pending Donations

If donations are delayed:

• Use the donor email to send a friendly reminder
• Check if they need your shelter's shipping address
• Offer to answer any questions
• Provide alternative options if needed

Recording Received Donations

When donated items arrive:

Quick Update Method

1. Find the item in your wishlist
2. Click to open item details
3. Update the Quantity Received field
4. Save changes

Detailed Recording

For comprehensive tracking:

1. Note which donor's pledge was fulfilled
2. Update quantities to match actual receipt
3. Document any discrepancies
4. Send a thank you to the donor

Donation History

The Donation History view provides a complete record:

Information Tracked

• Date received for each donation
• Donor details (name and email)
• Items and quantities donated
• Messages from donors
• Running totals of all donations

Using History Data

This historical record helps you:

• Generate donor reports
• Send thank you notes
• Track seasonal patterns
• Identify regular supporters
• Plan future campaigns

Progress Visualization

Each wishlist item displays donation progress:

Progress Bars

• Visual indicator showing percentage complete
• Quantity display (e.g., "15 of 20 donated")
• Real-time updates as donations are recorded

Detailed Charts

Click on any item to see:

• Progress chart visualization
• List of recent donors
• Donation timeline
• Remaining need

Managing Donor Information

Privacy and Security

• Donor emails are private and never shown publicly
• Only authorized staff can view donor details
• Information is stored securely

Building Relationships

Use donor information to:

• Send personalized thank you messages
• Create a donor newsletter list
• Recognize frequent supporters
• Build long-term relationships

Handling Special Situations

Over-Fulfillment

When you receive more than needed:

• Update the quantity received accurately
• Consider increasing the "needed" amount if you can use extra
• Make note for future wishlist planning
• Thank donors for their generosity

Substitutions

If donors send alternative items:

• Accept gratefully when appropriate
• Update your records to reflect actual items
• Consider adding the alternative to your wishlist
• Communicate preferences for future donations

Partial Donations

When donors can't fulfill entire quantities:

• Record the actual amount received
• Progress bars update automatically
• Item remains on wishlist until fully funded
• Thank donors for any contribution size

Reporting and Analytics

Track donation patterns to improve your wishlist:

Key Metrics

• Most donated items show what resonates with donors
• Fastest fulfillment indicates urgent community response
• Donor frequency identifies regular supporters
• Seasonal trends help with planning

Using Insights

• Adjust priorities based on donation patterns
• Time campaigns for maximum impact
• Recognize what motivates your donors
• Plan inventory needs better

Best Practices for Tracking

Stay Current

• Update quantities within 24 hours of receipt
• Mark pending donations as received promptly
• Keep donor information accurate
• Regular weekly reviews

Maintain Accuracy

• Count items carefully before updating
• Document any discrepancies
• Verify donor information
• Keep detailed notes when needed

Show Appreciation

• Thank donors promptly
• Share impact stories
• Post photos of donations in use
• Recognize donors (with permission)

Mobile Tracking

Manage donations on the go:

• Full access to pending donations
• Easy quantity updates
• View donor information
• Quick thank you messages

Integration with Inventory

Donated wishlist items can flow into your regular inventory:

• Automatic inventory updates (if configured)
• Track items from wish to use
• Maintain accurate shelter supplies
• Plan future needs based on usage

Your wishlist donation tracking system helps build a sustainable support network for your shelter. By maintaining accurate records and nurturing donor relationships, you create a reliable stream of resources for the animals in your care.