Three Ways Your Operations Team Can Use 360MatchPro

Three Ways Your Operations Team Can Use 360MatchPro

360MatchPro is a fully automated matching gift software that helps identify matching gift opportunities and sets up an automated plan in place for your organization. When it comes to matching gifts, there can be challenges in gifts not being confirmed or properly tracked so the nonprofit may not know an accurate depiction of the matching gift funds they’ve received annually. This often happens because the nonprofit may not have a centralized approach when it comes to matching gifts, staff are not aware of the matching gift lifecycle or how 360MatchPro plays a role, and there is no defined strategy that best fits the organization. 

Therefore, it is important to provide training and education materials to the staff member(s)/teams at the organization so they understand the matching gift lifecycle, how 360MatchPro works for their organization, and what it can be used for to identify/track the full lifecycle of a matching gift, and effectively spread awareness to donors on matching gifts as well. 

So, what are the options for the role your operations team plays in using 360MatchPro when it comes to the matching gift process? 


Below are three approaches your team can take in order to maximize the use of 360MatchPro. 


1. The nonprofit ensures that nearly all individual contributions flow into 360MatchPro, matching gifts are incorporated in their overall fundraising/communications to donors and lets the automated email outreach continually reach out to donors to see an ROI.

2. The nonprofit has a dedicated staff person that is able to consistently to review a subset of Top Opportunities within 360MatchPro and actively reach out to those donors to drive those matches to completion. 

3. Centralization approach: The nonprofit centralizes the process of tracking the full lifecycle of matching gifts by having a dedicated person/team consistently using 360MatchPro to identify Top Opportunities, actively provide outreach to those donors, and track the donors' statuses until matches have been completed & funds received. 

Approach #1: Rely on Automated Functionality to Drive Incremental Revenue with Minimal Ongoing Staff Time 

How it works: Much of the additional revenue your organization can raise comes from 360MatchPro’s automated processes. 

What you need to do: 360MatchPro customers that take this approach aims to get at least 90% or more donations flowing into 360MatchPro: 
Staff Time Required: This requires minimal ongoing staff time. 
The key is to spend time initially ensuring you’re passing nearly all your donations into 360MatchPro, our matching gift tools are integrated into your donation experience, and that your 360MatchPro account is fully set up with our automated, personalized follow-up emails enabled to encourage more donors to submit their matches.

How Common is This Approach?: About 65% of 360MatchPro clients employ this approach.


Who would we recommend following this approach? This approach is best for a nonprofit organization that doesn't have a dedicated member or team that can focus on matching gifts but still wants to see many of the benefits of 360MatchPro.


Approach #2: Automated Outreach with Proactive Staff Outreach to Top Opportunities:

How it works: 360MatchPro customers take this approach to focus on a subset of top opportunities within 360MatchPro that have been identified as match eligible and actively reach out to those donors to drive those matches to completion. 


What you need to do: 360MatchPro customers that take this approach aims to get at least 90% or more donations flowing into 360MatchPro: 

  • Donation form(s) and CRM integrated with 360MatchPro

  • The streamlined search tool is on your donation form. 

  • Turn on 360MatchPro’s automated outreach: match eligible and unknown employer email streams

  • Dedicated person(s) that log into 360MatchPro weekly/monthly to review a subset of Top opportunities. 

Staff Time Required: This requires a dedicated person(s) to logs into 360MatchPro consistently (monthly/quarterly) to review a subset of Top Opportunities. 
  1. Top Opportunities: Within 360MatchPro, the staff person will review Top Opportunities by going to Views --> Top Opportunities. 360MatchPro will provide a list of donors that are match eligible that work for a company with a matching gift form available. Learn more about Top Opportunities here. 
What steps are involved?
  1. Follow up with donors that are in the "Waiting for Donor" and "Match Initiated" status.  Learn more about statuses here.
  2. Filter donation amount in descending order and take the Top 10-20 donors to follow up with
  3. Make sure that there are no more follow-up emails scheduled to be sent to those donors (set the date range to one month prior to current date). 
What does donor outreach look like? 
  1. Option 1: Sending a final reminder to the donor through the use of 360MatchPro by emailing in bulk. Click here to learn more about sending bulk emails. 
  2. Option 2: Phone outreach to match eligible donors. Your team can determine if potential ROI justifies a phone call, then initiate personal outreach to that top subset of match-eligible donors. 

How Common is This Approach?: About 25% of 360MatchPro clients employ this approach.


Who would we recommend follow this approach? This approach is best for a nonprofit organization that has a person whose role is partially to manage all things concerning matching gifts. 


Approach #3: Automated Outreach with Full Lifecycle Tracking: 

How it works: The nonprofit has a dedicated staff person or team that focuses on Top Opportunities, consistent follow-up to those donors identified, and tracking the full lifecycle of the matching gift process for their donors. So what is the lifecycle of a matching gift and how does 360MatchPro track that cycle?


The lifecycle of a Matching Gift: 

  1. Donor Makes a donation to your organization

  2. Donor initiates matching gift request with their employer

  3. Option A - Non-verification (Benevity, YourCause, Brightfunds)

  4. Option B - Verification (CyberGrants/Easy Match). 

  5. The nonprofit receives the matching gift funds 

What you need to do: 360MatchPro customers that take this approach aim to get at least 90% or more donations flowing into 360MatchPro: 
Donation form(s) and CRM integrated with 360MatchPro
  1. The streamlined search tool is on your donation form. 
  2. Turn on 360MatchPro’s automated outreach: match eligible and unknown employer email streams.
  3. Dedicated person(s) that log into 360MatchPro weekly/monthly to review a subset of Top opportunities and provide personalized outreach to those donors.
  4. Dedicated person(s) that log into 360MatchPro weekly/monthly to update statuses when you receive a verification request and/or the matching gift funds.  
Staff Time Required: This requires a dedicated person or team that logs into 360MatchPro consistently (weekly/monthly) to update statuses in 360MatchPro based on the responses from donors and the correspondence with the matching gift company after the matching gift request is submitted by the donor. 

1. Donor makes a donation to your organization, uses our tools on the donation form or through the automated matching gift emails.


2. If the donor is directed to the matching gift form during the donation process (post-transaction) or through the automated matching gift emails, automatically the donor's status changes to "Match Identified." The donor has the option to verify through the automated matching gift email that they've submitted their matching gift request to their employer and their status will change to "Match Initiated - Donor Verified." 


3. When the match eligible donor submits their match to their employer, you as the nonprofit will receive either verification email or non-verification based on the matching gift vendor. If your organization receives a verification email from a vendor like CyberGrants or Easy Match, a team member can change the status of that donor to "Pending Payment". Please keep in mind that not all companies will require verification so the "Pending Payment" isn't often used.


4. When the nonprofit receives the matching gift funds (typically within 1-3 months), the team member can log in 360MatchPro, search for the donor, and change the status of the donor to "Match Complete." Want to learn more about the donor statuses? View this article here.


Now when you consistently track the lifecycle of a matching gift through 360MatchPro, the statistics in your account will be an accurate representation of the matching gift funds received. See the example that shows a breakdown by status. You can see below that in the past year, the nonprofit organization updated statuses to both "Pending Payment" and "Match Complete" ; 8 donors are in the "Match Complete" status which means that the matching gift funds have been received and the process is complete. Learn more about using statistics in 360MatchPro. 


How Common is This Approach?: About 10% of 360MatchPro clients employ this approach. 

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Who would we recommend follow this approach? This approach is best for a nonprofit organization that has a team or multiple teams that will be using 360MatchPro to increase matching gift revenue, establish/grow corporate relations, increase volunteer grant participation, etc. 







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