Donors & events
Read-only reviewDD

Link donors with VIP contacts and events.

From the brief

"Create a relationship between our donor board and VIP contacts and events."

What exists today

  • Donations — All Years (470 rows) has one row per gift, with the donor's name, email and phone typed on each gift. Repeat donors appear several times and aren't linked to anything.
  • Event Lists (511) and Event Attendees (498) overlap. The VIP list is a group ("Main VIP list for events"). The "List" status column mixes list names, the numbers 0–4 and attendance values.
  • Event Attendees has one column per event (Ania / Gil / Shai), with duplicate labels like "Attended Attended". This gets harder to use with every new event.
  • Contact Segmentation is empty, but it was set up for exactly this purpose (groups for Donors & VIPs and Event Attendees). Someone has already started on the right idea.
  • There is no board for events themselves.
Event Attendees board with one status column per event
Event Attendees: each event is a column (Ania, Gil, Shai), so every new event means adding another column. Names and contact details are blurred.
Empty Contact Segmentation board
Contact Segmentation is already laid out for this (Segments, Organizations, Contact Type and Workshops columns) but has no rows yet. It's the natural board to become Contacts.

What I'd build

BoardOne row perKey columns
Contacts
repurpose Contact Segmentation		personEmail (the unique key), phone, Type tags (Donor / VIP / Prospect / Partner / Facilitator), Organization (connect), Relationship owner (person), Last contact. Mirrored from other boards: total given, last gift date, number of gifts, events attended.
EventseventDate, venue, type, host, status, and linked attendance.
Event Attendanceperson × eventContact (connect), Event (connect), Invited → RSVP'd → Attended / No-show. This replaces the per-event status columns.
Donations — All Yearsgift (unchanged)Add a Contact connect column. Optionally add an Event connect to credit a gift to the event that prompted it.

VIP becomes a tag on the contact, not a separate list. A VIP is then just a filter on Contacts. The same person can be a VIP, a donor and an event guest at once, all in one row.

Automations

When a donation is created
Link it to the Contact with the same email address (monday's "connect by matching column" automation). If no contact matches, notify the fundraising owner to create one.
When a donation is created
Notify the relationship owner. If "Thank You Sent" is still unticked 3 days later, send a reminder. There are 12 gifts from 2026 with no thank-you recorded, including the largest of the year.
When attendance is set to "Attended"
Update the contact's Last contact date.

Migration

Import the people from Event Lists, Event Attendees and the unique donors on Donations into Contacts, and merge duplicates by email. Then fill in the Contact link on existing gifts. Keep the old boards archived, not deleted, until the numbers are checked.