CoppaFeel! were using an old CRM they’d grown organically – but it had become disorganised. 

It lacked key functionalities for supporter tracking, making it difficult to generate useful reports. Various teams relied on separate spreadsheets, leading to data fragmentation and GDPR risks. 

They had to use data better in fundraising, finance, event planning and engaging supporters. Making their processes smoother and working better together was crucial to get more done. 

Different teams had splintered knowledge of supporter activities. This made it difficult to manage high-profile supporters effectively. 

The first step was to organise and make data easier to use. This would help them raise more funds and work faster and better.  

Plan

Since the new CRM was a big change, leadership support was needed to ensure a smooth transition. We worked closely with the internal project lead and the head of fundraising throughout. 

The planning phase involved workshops with all teams to map out current processes and identify improvements. This helped us create a clear plan that aligned with their needs. 

Implement

We started with detailed documentation, outlining process flows and how all the data would work together. 

We also provided e-learning resources for the CoppaFeel! team. Having them familiar with the platform prior to launch helped smooth the switch-over and avoid simple errors early on. 

The CRM was configured to: 

• Track event participation 

• Manage applications and fundraising 

• Coordinate volunteer engagement 

Once the system was set up, we conducted pilot testing, gathered feedback and made any refinements. 

For the data migration, we worked with Coppafeel!  to understand what data was important to retain on the new CRM. Broadly, this resulted in retaining data from the last 5 years and over 350,000 records being migrated into the new CRM. Challenges like these are what we’re built for. We made sure the process was smooth despite the scale. 

CoppaFeel! also opted for a hard switch-over, decommissioning the old system on a Friday and launching the new one on Monday. 

Maintain

Their team celebrated with a launch party, which built excitement about the changes. They kindly invited us, and we hosted a drop-in clinic where people could pop in and ask any questions about the CRM. 

We also helped CoppaFeel! hire a database administrator. Someone in-house who would take ownership of the CRM. We held a detailed training session with them and a few others who’d be CRM admins. 

Our work with CoppaFeel! hasn’t stopped with the CRM launch. We’re currently working with them to plan, source and configure a volunteer management system. A place they can house all self-directed volunteer activities. This will sit outside of the overall CRM, but plug in, so everything marries up together, avoiding any future data silos. 

Disorganised spreadsheets are long gone. CoppaFeel!’s new CRM system has improved their ability to fundraise and connect with supporters. 

Now, their team can streamline all fundraising touchpoints. This will help them improve their services and make even more strides in the fight against breast cancer.