Know your donors by name.

A donor intelligence dashboard for a rare-disease research charity. It reads every gift already in Keela, then shows the team who to call this week, who’s gone quiet and how their donor base is changing.

Client

Rare-disease research charity

Sector

Not-for-profit

What we did

Integrations, Custom software, Automation & AI

Monday’s Keela sync: the data checked, Margaret ranked first of 1,284 donors, and Robert and Anne flagged as gone quiet.

The client

The charity funds research into a rare disease and supports the families living with it. It’s growing fast — new government funding, more patients each year, and supporters turning up well beyond its home state.

Years of gifts sat in Keela, the CRM its fundraising runs on. But the team couldn’t easily answer the basic questions: who their best prospects were, who was drifting away, and what their donor base actually looked like. As the chief executive put it, the data was “untapped”.

The challenge

Every gift was already in Keela, but nobody had time to read it. Before each appeal, someone went through donor records by hand — and still couldn’t say who was ready to give more, or who had quietly stopped.

The gaps were hard to see. A loyal donor could miss a year without anyone noticing. Bounced emails and duplicate records meant some supporters never got the appeal at all. A burst of new donors in Perth only showed up when someone happened to look. The team didn’t want a new CRM — they wanted the one they had to start answering questions.

What we did.

Started with their questions

We sat with the chief executive and fundraising team to list what they wanted to know each week, then went deep into their Keela data to see what it could answer.

Built the scoring engine

An AI model reads every donor’s history — how often they give, how much, where they live and whether they open appeal emails — and ranks the 20 most worth a call.

Put it on one calm screen

A web dashboard over Keela with prospects, retention, gone-quiet alerts, regions and data health. It syncs every morning, so the week starts with a list.

The donor portfolio: retention by segment, where gifts come from, and a new hotspot in Perth.

A gone-quiet alert for Robert and Anne K.: seven years of spring gifts, then nothing — and an email that’s been bouncing.

How it works.

One morning sync, one gone-quiet flag, one phone call.

01Keela
Syncs at dawn
At 6am the dashboard reads every donor and gift from Keela. It’s read-only, so nothing in the CRM changes.
02Dashboard
Spots a quiet couple
Robert and Anne gave every September from 2018 to 2024, then nothing last spring. The gone-quiet check flags them.
03Dashboard
Finds the reason
Their email has bounced since October 2025, so they may never have seen the appeal. It looks like a lost address, not a lost supporter.
04Fundraiser
Makes the call
They land on Hannah’s call list for the week, with their giving history and what the dashboard noticed. The call is a catch-up, not a cold ask.
05Team
Fixes it at the source
The bounce is flagged to fix in Keela, so Robert and Anne hear about this spring’s appeal — and the next one.

What changed.

For the chief executive

The week starts with a short list of who to call and why, instead of a pile of donor records. Board updates come from the same screen.

For the fundraising team

Lapsing donors show up while there’s still time to reach them. Bounced emails and duplicates get flagged before an appeal goes out, not after.

For the charity

A clear picture of the whole donor base — major, mid and emerging, and where they live — so effort goes where it will do the most good. And Keela stays exactly as it was.

The results.

Confirmed by the client

20Supporters worth a call each week, ranked from every gift already in Keela

6Views on one screen — prospects, retention, gone quiet, segments, regions and data health

0Records moved or changed — the dashboard reads straight from Keela

Under the hood.

Read-only Keela sync: Donors and gifts sync from Keela every morning. Nothing is written back, so the CRM the team relies on is never at risk.
Prospect scoring: Each donor is scored on giving history, frequency, amounts, location and email engagement, with a plain-English reason for every score.
Gone-quiet alerts: Regular donors who miss their usual gift are flagged early, along with what changed — a bounced email or a lapsed monthly gift.
Retention by segment: Major, mid and emerging donors tracked year on year, so it’s clear which groups are growing and which need some care.
Where gifts come from: Gifts mapped by postcode and state, so new hotspots — like a burst of support after an event — stand out on their own.
Database health: Bounced emails, likely duplicates and missing details flagged to fix in Keela. Nothing goes to donors without the team.