Initial Consultation: The process begins with an initial consultation to understand the specific needs and goals of the nonprofit organization. This helps in tailoring the software to meet the unique requirements of the organization.
System Setup: During this phase, the software is customized to fit the organization's needs. This includes setting up user accounts, configuring settings, and integrating any necessary tools or features.
Data Migration: Existing donor data is transferred into DonorPerfect. This step is crucial for maintaining continuity and ensuring that all historical data is available in the new system.
Training: Comprehensive training is provided to staff members to ensure they are comfortable and proficient in using the new system. DonorPerfect emphasizes that their expert team partners with the nonprofit's team to ensure everyone can learn and leverage the new system from Day 1 and beyond.
Go-Live Support: Once the system is live, DonorPerfect offers support to address any issues that may arise during the initial launch phase. This ensures a smooth transition and helps in resolving any immediate concerns.
Duration of Implementation
The duration of the implementation process can vary depending on the complexity of the organization's needs and the amount of data to be migrated. However, DonorPerfect emphasizes a partnership approach to ensure a smooth and efficient implementation process, suggesting that the timeline is designed to be as swift and effective as possible
Customisation
Custom Fields and Screens: DonorPerfect allows users to create custom fields and group them by custom sections. This flexibility enables organizations to track the data they need in a way that best fits their operations.
Screen Designer Module: Users can modify the tab order of screens, edit the names and positions of fields, hide fields from donor records, and collapse sections that are not frequently used. This helps in simplifying workflows and enforcing data entry protocols.
SmartScreens: This feature reduces data clutter and increases efficiency by dynamically changing or hiding data entry fields based on the information needed. It also alerts staff of next steps for data entry, which is useful for keeping volunteers aligned with processes.
API Access: DonorPerfect’s API allows for integration with third-party applications and custom databases, enabling further customization and automation of workflows.
Advanced Data Import Tool: This tool helps in importing and updating records, matching data automatically between import files and DonorPerfect, even for customized fields.
Additional Costs
Pricing Plans: DonorPerfect offers several pricing plans:
CORE: $99 per month
PLUS: $199 per month
PRO: $649 per month.
Setup Fees: There are no setup fees for DonorPerfect Payment Services, which is integrated with the software for processing donations.
Support and Maintenance: The cost of support and maintenance is included in the pricing plans. However, some advanced features and add-ons may incur additional charges.
Training
Onboarding Process: The onboarding process includes several steps:
Initial consultation with the onboarding team
Customization of the DonorPerfect system
Data preparation and migration
Activation of donation and payment processing
Creation of online donation forms
Customized training schedule.
Training Options:
Personalized On-Site and Virtual On-Site Training: One-on-one sessions tailored to specific needs, with a custom agenda based on goals and pain points.
Training Tracks: Series of training sessions to tackle larger goals in manageable segments, such as moving from beginner to pro or training new staff.
Webinars: CFRE-certified virtual sessions on pre-selected topics, available both live and pre-recorded. These are cost-effective ways to train entire teams.
Support Services:
Live Chat Support: Available for immediate assistance.
Knowledgebase and Resource Library: Access to instructional articles, fundraising guides, and webinars.
Top-Notch Support Team: Experienced support team with a high retention rate, ensuring consistent and knowledgeable assistance.
Security Measures
Encryption and Secure Communication:
End-to-End Data Encryption: DonorPerfect uses TLS 1.2 protocol for end-to-end data encryption, ensuring that data is secure during transmission.
SSL/TLS Encryption: All online communication is secured with 128-bit SSL/TLS encryption, a standard for secure internet transactions.
Compliance and Standards:
PCI Compliance: DonorPerfect processes credit cards through a PCI-compliant payment gateway, adhering to industry standards for secure payment processing.
SOC2 Compliance: The software upholds high standards of data security with SOC2 compliance, ensuring robust security controls.
GDPR Assistance: DonorPerfect provides guidance to help organizations comply with GDPR guidelines.
Access Controls and Permissions:
Custom User Privileges: Administrators can set custom user privileges for user groups or individual users, restricting access to sensitive data with security filters.
Secure Login and Password Recovery: The system includes secure login protocols and password recovery options to protect user accounts.
IP Address Restrictions: Organizations can define individual or global IP addresses allowed to log in to user accounts, adding an extra layer of security.
Data Backup and Recovery:
Automatic Server Backups: Nightly automatic server backups save 30 days of restore points, ensuring data can be recovered if needed.
User Backups: Users can create backups to restore previous system states, providing a safety net against data loss.
Data Assurance Plan: Local file backups are supported through a Data Assurance plan, offering additional data protection.
Hosting and Infrastructure:
Amazon Web Services (AWS): DonorPerfect partners with AWS, a leading hosting provider known for its security, scalability, and redundancy. AWS is certified under SSAE16, SOC, PCI-DSS level 1, and ISO-9001/27001 standards.
Canadian Hosting: For Canadian customers, data is hosted in AWS's Canadian region located in Quebec, ensuring compliance with local data residency requirements.
External Security Assessments:
Independent Security Reviews: DonorPerfect regularly engages external security assessment organizations to perform detailed reviews and penetration testing of their infrastructure and software. For instance, PivotPoint Security conducted an assessment in March 2024, confirming that DonorPerfect's systems are secured according to industry best practices.
Best Practices and Policies:
Data Handling Policies: DonorPerfect advises organizations to create clear policies for gift processing and handling donor data, ensuring that sensitive information is managed securely.
Training and Support: DonorPerfect provides training sessions, webinars, and live chat support to help organizations maintain safe and healthy data practices.
Updates
Frequency of Updates
DonorPerfect releases updates regularly to enhance the software's functionality, security, and user experience. Here are some key points regarding the frequency of updates:
Monthly Updates: DonorPerfect includes monthly product updates and enhancements as part of the subscription. These updates are based on user suggestions, new technology, and evolving fundraising methods.
Recent Releases: The release notes indicate a consistent pattern of updates, with multiple releases occurring each month. For example:
May 2, 2024: DonorPerfect 3.1 Release.
April 4, 2024: DonorPerfect Reporting Release.
March 28, 2024: DonorPerfect 3.0.5 Release.
February 16, 2024: DonorPerfect 3.0.2 Release.
January 24, 2022: 2022.1 Donation Forms Release.
Management of Updates
The management of updates in DonorPerfect involves several key practices to ensure smooth implementation and minimal disruption:
Notification: DonorPerfect notifies clients by email after any material change to the software. This ensures that users are aware of new features, improvements, and any necessary actions they might need to take.
Security Enhancements: Updates often include vital security enhancements to protect user data. For instance, the DonorPerfect SQL DB Patching Release on January 16, 2024, focused on increasing security and performance.
User Experience Improvements: Many updates are aimed at improving the user experience. For example, the DonorPerfect 3.0 Release included a new look for donor profiles, higher contrast color schemes, and updated icons.
Bug Fixes: Regular updates also address bugs and issues reported by users. For instance, the DonorPerfect 3.0.2 Release on February 16, 2024, focused on improving reliability by fixing various bugs.
Feature Enhancements: Updates often introduce new features or enhance existing ones. For example, the DonorPerfect 3.1 Release on May 2, 2024, included improvements to email features to ensure better deliverability.
Integration Updates: DonorPerfect also updates integrations with other software to streamline workflows. For instance, the Constant Contact integration was updated to improve how information is shared between the two applications.
Data Ownership and Portability
Data Ownership
DonorPerfect has a clear policy regarding data ownership, which ensures that the nonprofit organizations using the software retain full control over their data. Here are the key points:
Client Ownership: All data remains the sole property of the client (the nonprofit organization using DonorPerfect).
Data Access: Clients can download their data for free via standard reporting at any time during their contract term.
Post-Termination: DonorPerfect is not responsible for storing or retaining a client's data more than 30 days after contract termination. Clients are advised to download their data before the end of this period.
Data Portability
DonorPerfect supports data portability, allowing clients to transfer their data to other systems if needed. Here are the details:
Export Functionality: Clients can easily copy personal data from within DonorPerfect and send it to other controllers through the export file functionality and standard reports.
Request for Data Transfer: EU individuals have the right to request that a controller transfer their personal data to another controller. DonorPerfect facilitates this by allowing clients to export data and fulfill such requests.
Non-Standard Format: For a $50 fee, DonorPerfect will provide a client's data in a non-standard format upon request.
GDPR Compliance
DonorPerfect also adheres to GDPR requirements, which include several rights related to data ownership and portability:
Right to Access: EU individuals have the right to request a controller to confirm whether their personal data is processed, including where and for what purpose it is being processed. They also have the right to receive a copy of their personal data in an electronic format.
Right to Data Portability: EU individuals can request that their personal data be transferred to another controller. DonorPerfect supports this through its export functionality.
Right to Be Forgotten: EU individuals can request the deletion of their personal data. DonorPerfect allows the deletion of records from its software, and these records are physically deleted from the underlying database. However, clients must ensure that other copies of the individual’s record, including user-initiated backups, are also deleted.
Scaling Up / Down
Subscription Plans: DonorPerfect provides multiple subscription plans that cater to different organizational sizes and needs. These plans include:
Lite Plan: $99/month
Express Plan: $179/month
Essentials Plan: $299/month
Premier Plan: $499/month
Enterprise Plan: $799/month.
Scalability: The software is designed to scale alongside the organization, allowing nonprofits to add more tools and features as their operations grow. This ensures that organizations have the necessary resources to meet new goals without unexpected expenses.
Predictable Pricing: DonorPerfect offers clear and predictable pricing, which helps organizations budget effectively and plan for future growth confidently.
The terms & conditions for contract renewal and cancellation
No Contracts or Cancellation Penalty: DonorPerfect does not require long-term contracts and does not impose cancellation penalties. This allows organizations to cancel their subscription at any time without incurring additional fees.
Subscription Plans: The services are available under subscription plans of various durations, including month-to-month and annual plans. Payments for subscription plans of a duration of less than a year are typically billed monthly.
Cancellation Process: Customers can cancel their subscription at any time. Upon cancellation, DonorPerfect will delete all data associated with the account within 30 days. It is the customer's responsibility to download their data before the end of this period.
Refund Policy: DonorPerfect does not offer refunds for subscription fees. However, they provide a 90-day satisfaction guarantee, where customers can request a full refund if they are not completely satisfied within the first three months.
Compliance
PCI Compliance: DonorPerfect's payment processing solution exceeds PCI security requirements, ensuring that all credit card transactions are secure and compliant with industry standards.
SOC2 Compliance: The software is SOC2 compliant, which means it adheres to stringent security controls to protect data and ensure privacy.
GDPR Assistance: DonorPerfect provides guidance to help organizations comply with GDPR guidelines, ensuring that personal data is handled in accordance with European data protection laws.
Data Encryption: DonorPerfect uses end-to-end data encryption with TLS 1.2 protocol, ensuring that data is secure during transmission.
