Donors, grants, volunteers, and programs, in one system your team can keep up with.
Nonprofit Systems
I build nonprofit systems in Airtable or the platform that fits, designed around how your organization really runs: small teams, volunteers with limited time, funders who want proof, and boards who want clear numbers.
I’ve worked inside nonprofits since 2014, from a five-person team to a 75-person organization where I ran systems integration, and I hold a master’s degree in nonprofit management. I’ve managed the programs and funding streams myself, so I know what a grant report at 9pm actually feels like.
The result is one system for donors, grants, volunteers, and programs, built for the work behind the mission. Your staff can run it without a database expert on call, and your next board report starts from data you already have.
Built for donors, grants, volunteers, and programs
Your donors are in one spreadsheet, your volunteers are in a group text, and your grant deadlines live in someone’s head.
Most nonprofits run on a patchwork of spreadsheets, inboxes, and the memory of one or two people who have been there the longest. It works until that person goes on vacation, a board meeting needs numbers by Friday, or a grant report asks for data nobody tracked.
I build nonprofit systems, most often in Airtable and connected to the tools you already use, that put your donors, grants, volunteers, programs, and reporting in one place. I’ve worked inside nonprofits since 2014, from a five-person team to a 75-person organization where I ran systems integration, so I know the work behind the mission is just as real as the mission itself, and that your team doesn’t have time to babysit another tool.
What usually breaks
Donor and giving history
Spread across spreadsheets, payment platforms, and email, so nobody can see the full picture of a supporter.
Grant deadlines and requirements
Tracked in calendars and memory, with reports rebuilt from scratch every cycle.
Volunteers
Scheduled by text and email, with no record of who has done what.
Program and participant data
Has to be pulled together by hand every time someone asks how it’s going.
Board and impact reporting
Takes days to assemble, every single quarter.
Institutional knowledge
Walks out the door when a staff member or volunteer leaves.
Airtable for nonprofits and custom systems
Donor and giving tracking
Every supporter, gift, and touchpoint in one connected record, so you can see who gives, how often, and who needs a thank-you.
Grant pipeline
Opportunities, deadlines, requirements, and reporting dates in one view, so nothing gets missed and reports start from data you already have.
Volunteer management
Sign-ups, schedules, hours, and roles in one place instead of scattered across texts and forms.
Program and participant tracking
The data your programs produce, organized so you can actually use it for decisions and funder reports.
Board and impact dashboards
The numbers your board and funders ask for, updated automatically instead of rebuilt every quarter.
Connected forms and automations
Intake forms, donation records, and follow-ups that flow into the system without anyone retyping them.
How it works
Map it. We start with a Systems Blueprint Intensive to map how your organization actually runs: who touches what, where the data lives, and what keeps breaking.
Build it. I design and build your system in Airtable or the platform that fits, around that map, with interfaces your staff and volunteers can use without learning a database.
Hand it off. Your team gets training and documentation so the system belongs to your organization, not to one person.
Keep it running. Systems need care as your programs grow. Ongoing support is available if you don’t have someone on staff to own it.
Right for your nonprofit?
This is a good fit if:- You’re a small or mid-sized nonprofit running on spreadsheets and a lot of manual work
- Your team spends hours pulling together reports for your board or funders
- You want one place for donors, grants, volunteers, and programs
- You’re ready to put a little time into mapping how your organization works
You want a system that runs itself. Someone has to keep an eye on it, update it when a program or grant changes, and fix what breaks. If nobody on staff will own it, plan for ongoing support.
You don’t have time to iterate. The first version is never the last, and the changes your team asks for in the first few months are how it ends up fitting.
The people doing the work can’t be part of building it. The staff who use the system need to be in the mapping session and testing.
You aren’t ready to commit to a process. I can help you decide how things should run, but a system has to be built around decisions that stick.
You need a large enterprise CRM with a dedicated admin team
You’re looking for fundraising strategy or grant writing rather than systems
Why work with me
I’ve worked in nonprofits since 2014, on staff.
I joined a scrappy five-person organization and helped grow it to 15, then became the Director of Systems Integration at a 75-person organization. Along the way I managed programs and funding streams myself, in addition to building the internal systems that ran them.
I also hold a master’s degree in nonprofit management from one of the top-ranked programs in the country, I’m an Airtable Builder Certified systems strategist, and I’ve worked inside the operations of more than 200 organizations across 75+ industries.
So I build for how nonprofits actually operate: small teams, volunteers with limited time, funders who want proof, boards who want clear numbers, and budgets where every tool has to earn its place. I’ve been the person pulling the grant report together at 9pm. Your system should mean nobody has to.
In nonprofits since
On staff, managing programs and funding streams as well as the systems behind them.
Organizations
I’ve worked inside the operations of more than 200 organizations.
Industries
Across 75+ industries, with a master’s degree in nonprofit management.
Services
Every nonprofit system starts with a Systems Blueprint Intensive.
Systems Blueprint Intensive
- A fully mapped workflow built around your business
- A prioritized action plan
- A recording of our session
2 hours + prep
Airtable for Nonprofits
- One Airtable base built from scratch, with interfaces and automations
- Process Mapping Session and custom email copy
- 3 Zapier automations and 30 days of Slack support
About 6 weeks after mapping
Custom System Build
- A mapping session and a fixed build plan
- The full build in your platform, connected to your tools
- Training, documentation, and 30 days of support
6 to 8 weeks
You’ll know your exact scope and investment before anything gets built.
See it in action
Real nonprofits, real systems, and the results that came with them.
One Airtable program database runs a career readiness program, with 15 live automations and 12 staff workspaces.
One Airtable base for a credential program that grew to 225+ trained professionals and 3,600+ participants.
One dashboard tracking about $2 million in provider budgets and 17 outcome measures across 11 providers.
Nonprofit systems FAQ
Is Airtable a good fit for nonprofits?
For most small and mid-sized nonprofits, yes. Airtable is flexible enough to hold donors, grants, volunteers, and programs in one connected system, and it’s approachable enough for staff and volunteers to use without technical training.
We already use a donor platform. Can you work with that?
Yes. We’ll map what your current tools do well and what’s falling through the cracks, then decide what your new system should handle, in Airtable or the platform that fits, and what should stay where it is.
Can you move our existing spreadsheets into the new system?
Yes. Moving your existing data into the new structure is part of planning the build, so your team doesn’t start from zero.
Who maintains the system after it’s built?
Your team. You get training and documentation so the system belongs to your organization. If you’d rather have ongoing help, support is available.
Let’s map how your organization runs
Tell me how your organization runs today and what keeps breaking. I’ll tell you where to start.
Systems strategist, operations fixer, and business architect for entrepreneurs who are done tolerating chaos.
Meet Your Not-So-Secret Weapon
I'm Cait - the brains behind businesses that actually scale.
I translate big, messy visions into clear operational infrastructure. The kind that holds revenue, protects your time, and removes the constant mental juggling.
Because your business deserves more than “making it work.”
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