Transforming Fundraising and Engagement With Salesforce
Gleaners Food Bank of Indiana plays a critical role in addressing food insecurity across 21 counties in central and southeastern Indiana. As one of the largest hunger-relief organizations in the state, Gleaners relies on strong community partnerships, donor support, and efficient operations to meet increasing demands. Their impact is powered by strategic fundraising, community engagement, and the ability to adapt quickly to changing needs.
The Challenge
Prior to working with Prolocity, Gleaners managed fundraising and donor engagement through a series of disconnected tools and manual processes. The organization lacked a unified system to capture donor interactions, track campaign performance, and deliver timely communications. As the organization grew and sought to deepen supporter relationships, several key challenges emerged:
- Inefficient donor and donation tracking using siloed data sources
- Limited automation for donor communications, acknowledgments, and stewardship
- Fragmented systems for managing events
- Inadequate tools for capturing and reporting on grant deliverables and funding outcomes
- A lack of integration between fundraising platforms and CRM, resulting in redundant work and data inconsistency
To scale its impact and enhance donor relationships, Gleaners needed a modern, centralized CRM solution that could unify data, automate manual workflows, and support a more strategic approach to fundraising and engagement.
The Solution
Salesforce Nonprofit Success Pack
GoFundMe Pro
Marketing Cloud Account Engagement
Third Party Document Generation
Prolocity partnered with Gleaners to implement a customized Salesforce Nonprofit Success Pack (NPSP) solution designed to modernize donor operations, streamline fundraising activities, and enable scalable growth. Through a collaborative discovery process, Prolocity worked with stakeholders across departments to develop a solution that aligned with Gleaners’ real-world needs and workflows.
Key components of the solution included:
- Consolidated Donor and Household Management: Leveraged the Nonprofit Success Pack (NPSP) to unify donor data and to capture nuanced donor relationships, affiliations,
- Donation and Grant Tracking: Enabled the use of multiple record types for revenue management (e.g., gifts, grants, stock donations, in-kind support), including configuration for recurring donations, soft credits, matching gifts, and standard gift entry tools. Unified all tracking of gifts, regardless of type, into a single platform for consolidated reporting and improved segmentation.
- GoFundMe Pro Integration: Integrated Salesforce with GoFundMe Pro to automate the flow of online donations and event participation data, reducing manual data entry and enhancing campaign tracking.
- Acknowledgment Automation: Implemented a third-party document generation tool to streamline donor acknowledgments, including batch processing for acknowledgment letters and year-end tax statements.
- Moves Management: Deployed Salesforce Engagement Plans to support donor stewardship efforts, with customized workflows and task assignments based on engagement level and giving history.
- Event Management and Reporting: Used Salesforce Campaigns and Campaign Members to track events, configure custom fields, and deliver insights through tailored reports and dashboards.
- Marketing Cloud Account Engagement Implementation: Installed and configured Marketing Cloud Account Engagement to support automated marketing campaigns, email authentication, domain management, and syncing of campaign data between Pardot and Salesforce.
- Data Migration: Migrated donor, contact, gift, and engagement data from the legacy eTapestry system into Salesforce, ensuring data quality and consistency with pre-load templates, testing, and validation cycles.
- Training and Adoption: Delivered role-based virtual training sessions and video recordings to empower users and support sustainable adoption of the new platform.
The Impact
Donor Engagement
Personalized Acknowledgement Letters
Effective Communication
With Salesforce at the center of its donor and fundraising operations, Gleaners Food Bank has transformed how it manages donor engagement, fundraising activities, and event participation. Salesforce has allowed Gleaners to build stronger, more personalized relationships with donors, improving retention and increasing giving potential. Integration with GoFundMe Pro streamlined online donation tracking and event registrations, while the integrated document generation provided a scalable way to send personalized acknowledgment letters and year-end tax statements.
The Marketing Cloud Account Engagement implementation enabled Gleaners to automate and target communications more effectively, enhancing outreach and driving deeper engagement across supporter segments. Data migration from eTapestry and Luminate into Salesforce established a centralized, reliable data source that improved reporting accuracy and eliminated redundant data management. Staff were empowered through comprehensive training and support, ensuring widespread adoption and effective system use.
Since the initial project, Gleaners has continued its digital transformation in partnership with Prolocity through ongoing Salesforce managed services. The organization has expanded its Salesforce ecosystem with additional solutions, including Program and Case Management, further streamlining internal processes. These advancements have strengthened Gleaners’ operational capacity and reinforced its mission to combat hunger, making it more agile, data-driven, and mission-ready for the future.
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