DonorSearch + Your CRM and HubSpot: Turn Prospect Insight Into Timely Outreach

Why integrate DonorSearch with your CRM and HubSpot

Screening tells you who is likely to give. Integration tells your team what to do next. When DonorSearch data lands in the right objects and properties, you can:

• Prioritize outreach with dynamic lists that update themselves

• Trigger tasks and emails when a contact crosses a score threshold

• Give fundraisers context inside contact, company, and opportunity records

• Report clearly on meetings booked, pipeline created, and gifts influenced

This is not another tool to learn. It is your existing stack, made smarter.

Field mapping that keeps data clean

Clean field mapping prevents clutter and drives adoption. A simple approach works best.

Objects

• Contacts for individual donors or constituents

• Companies or households if your CRM models them

• Opportunities or deals for major gifts and planned giving

Common property groups

• Screening scores and ratings

• Capacity and affinity indicators

• Philanthropic interests and causes

• Giving or event participation flags

• Last screening date and source

Naming and ranges

• Use plain language names that fundraisers understand

• Store numeric scores as numbers for sorting and filters

• Use picklists for ratings so values stay consistent

• Add a short help text for each property that explains meaning and use

Ownership and permissions

• Keep ownership in the CRM. Add DonorSearch fields without changing who owns the record

• Use roles and view permissions if you manage sensitive fields

Segments that guide daily work

Once the data is mapped, segments become the heartbeat of your program. Create lists that answer real questions for fundraisers.

• Major gift priority
  Contacts with high propensity and capacity, no active opportunity, and no meeting in the last 30 days. Auto assign tasks to the appropriate officer.

• Annual fund upgrade
  Donors who gave last year, show midlevel capacity, and engaged with your most recent appeal. Enroll in a short upgrade sequence or alert a caller.

• Event follow up
  Attendees with above average likelihood who clicked RSVP content. Send a personal note, log the touch, and create a reminder to call key prospects.

• Lapsed but likely
  Contacts with high likelihood who have not given in 18 months. Flag for a reactivation call and enroll in a gentle three touch email series.

Each segment is a living list. As scores change and engagement updates, people flow in and out without manual effort.

Automations that save time and lift results

Start with small, visible wins. Your first workflows should be easy to understand and easy to adopt.

• Priority task creation
  When a contact enters Major gift priority, create a task for the assigned officer with a due date, a short script, and quick links to recent engagement.

• Warm introduction sequence
  For prospects with relevant interests, send two short educational emails from the assigned officer’s name with a clear request to meet. Keep copy plain and personal.

• Thank you and next step
  After a meeting is logged, send a same day thank you, add a follow up task for two business days, and update a simple stage property.

• Board referral capture
  Give board members a short form that tags referrals. If the referral meets a threshold, alert staff and log the source to report later.

Keep automation human. Use data to prompt the right person at the right time, not to replace meaningful outreach.

Reporting that shows lift

Dashboards should answer two questions. Are we doing the work. Is the work creating outcomes.

Work execution

• New priority contacts per week

• Tasks created and completed by officer

• Outreach volume by segment and channel

• Meeting set rate by segment

Outcomes

• Opportunities created from screened segments

• Gift pipeline created this quarter

• Conversion from meeting to ask to gift

• Average days from screening to first meeting

Tie each chart to a short description so anyone can read the dashboard without a tour.

Privacy, consent, and governance

Your integration should respect donor privacy and reduce risk.

• Store only the fields your team will actually use

• Keep a last screening date and source for each record

• Honor email consent and communication preferences in HubSpot

• Limit access to sensitive fields based on role

• Track who changes key properties with audit logs where available

The goal is a responsible setup that supports staff while protecting donor trust.

Implementation timeline and roles

Most teams can move from decision to pilot in two to four weeks.

• Week 1
  Confirm objects, fields, and naming. Document the property list and success criteria.

• Week 2
  Map fields, run a small sample through the integration, validate values, and fix edge cases.

• Week 3
  Build four segments and three starter workflows. Train one fundraiser and one admin.

• Week 4
  Turn on dashboards. Review early metrics and gather feedback. Plan the next two improvements.

Keep the core team small. One fundraiser, one CRM admin, and one marketing or email lead can move fast.

Real world scenarios to copy

• Major gifts
  Officers work a daily list of 25 priority contacts. Each call logs notes and outcomes. Meetings convert at a higher rate because the list is prequalified.

• Annual fund
  A midlevel upgrade test runs for 30 days. The treated group gets a four touch combination of email and personal calls. You track uplift against a holdout group.

• Events
  Post event follow up reaches attendees with the highest likelihood first. Officers see three suggested talking points based on interests.

Small, repeatable plays compound into meaningful growth.

Neutral approach to tools

We regularly map to HubSpot and Salesforce. If your organization uses a different CRM or marketing platform, the same principles apply. The integration should fit your data model and your day to day workflow. Tool choice is secondary to clarity and adoption.

Quick start checklist

• Agree on the three outcomes you want to measure

• Finalize the property list with names, types, and ranges

• Map fields into the correct objects and test with a sample

• Build four segments and three workflows that align to your goals

• Stand up a simple dashboard and review weekly

• Train one pilot officer and gather feedback before scaling

Ready to see it live

Watch the short overview video, then book a 30 minute consult. Bring your current fields and a small sample of DonorSearch data. We will outline a field map, propose four segments, and show how the first three workflows would run in your stack.

• Watch the video:

• Book a consult: Chat now

About Lloyd Solves

We help nonprofit teams connect prospect insight to practical outreach. Our work focuses on clean data, simple automations, and clear reporting that staff can use without extra overhead. We evaluate tools neutrally and recommend the fit that matches your goals and scale.