This article outlines three different approaches your operations team can take to manage and maximize Double the Donation. Each approach varies in staff time required, use of reporting tools, and depth of lifecycle tracking.
Approach 1: Automated Outreach with Minimal Staff Time
Approach 2: Automated Outreach with Report-Based Actions
Approach 3: Automated Outreach with Full Lifecycle Tracking
The lifecycle of a Matching Gift
No matter which approach you choose, the goal is to ensure 90% or more of your donations flow into the Matching Gift Module so your team can identify and capture the full value of matching gifts.
Approach 1: Automated Outreach with Minimal Staff Time
How it works:
This approach relies almost entirely on the automated functionality of the Matching Gift Module to generate incremental revenue.
What you need to do:
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Integrate your donation form(s) and CRM with Double the Donation.
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Place the streamlined search tool on your donation form.
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Enable the automated email streams (Match Eligible and Identification in Progress).
Staff time required: Minimal. Most effort is upfront during setup.
How common is this approach? About 65% of Double the Donation clients take this approach.
Best for: Nonprofits without a dedicated matching gift staff member, but who still want to benefit from automation.
Learn how to configure integrations
Approach 2: Automated Outreach with Report-Based Actions
How it works:
In this model, automation handles most of the heavy lifting, but staff use the Reporting Module to take targeted, revenue-generating actions.
What you need to do:
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Ensure donation form(s) and CRM are integrated.
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Enable the streamlined search tool.
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Turn on automated outreach email streams.
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Assign staff to review Reporting recommendations on a monthly or quarterly basis.
Staff time required: Moderate. Requires consistent logins to review Top Opportunities and take suggested actions.
How common is this approach? About 25% of Double the Donation clients follow this model.
Best for: Nonprofits with at least one staff member who can regularly review reports and act on high-value opportunities.
Learn about the Reporting Module
Approach 3: Automated Outreach with Full Lifecycle Tracking
How it works:
A dedicated staff member or team tracks the entire lifecycle of a matching gift, from donation through to match completion. This requires consistent monitoring of donor statuses and manual updates in the Matching Gift Module.
The Lifecycle of a Matching Gift
Table: Matching Gift Lifecycle Stages
This table shows how a donor moves through the lifecycle and what action is needed at each step.
| Step | Lifecycle Stage | Example System Status | Staff Action Needed |
|---|---|---|---|
| 1 | Donor makes a gift | Donation received | Ensure integration passes gift into module |
| 2 | Donor initiates match request | Match Identified | Automated emails prompt donor |
| 3 | Employer requires verification | Pending Payment (sometimes used) | Staff may update when verification request is received |
| 4 | Nonprofit receives matching gift funds | Match Complete | Staff updates donor record |
What you need to do:
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Integrate donation forms and CRM.
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Enable streamlined search tool and automated email streams.
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Assign staff to review Top Opportunities weekly/monthly.
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Update donor statuses manually (e.g., Match Initiated, Pending Payment, Match Complete).
Staff time required: High. Requires weekly or monthly monitoring and updates.
How common is this approach? About 10% of Double the Donation clients use full lifecycle tracking.
Best for: Nonprofits with teams dedicated to corporate relations, volunteer grant participation, and maximizing matching gift revenue.
Choosing the Right Approach
Table: Quick Comparison of Approaches
This blurb summarizes the differences so your team can pick the best fit.
| Approach | Staff Time | % of Clients | Best For |
|---|---|---|---|
| Automated Outreach Only | Minimal | 65% | Teams without matching gift staff |
| Outreach + Reporting Actions | Moderate | 25% | Teams with a part-time matching gift staff |
| Full Lifecycle Tracking | High | 10% | Teams with dedicated matching gift resources |
FAQs
Q: Do all donations need to flow into the Matching Gift Module?
A: Yes. To maximize results, ensure 90%+ of donations are passed into the module.
Q: Can we start with one approach and switch later?
A: Absolutely. Many nonprofits begin with Approach 1 and gradually evolve into Approach 2 or 3 as capacity grows.
In short: Your operations team can use Double the Donation in three ways, depending on staff availability and organizational goals. Choose the model that best fits your team today, and adjust over time as your strategy matures.