Nonprofits inherit orgs built by volunteers, departing staff and short-term consultants, and a health check shows which parts are sound before the next campaign or grant report.
A nonprofit health check reviews the donor, gift, program and volunteer records your team depends on, and the accumulated configuration behind them. We check whether gift totals reconcile with finance, how households and organizations are modeled, which installed packages are still in use and who holds administrator rights. Program participant data gets special attention, since it may include vulnerable people. The report ranks findings by risk to donors, beneficiaries and financial accuracy, and it is written for a small team, with a clear sense of which fixes your staff can make and which need outside help.
Many nonprofit orgs were assembled over years by people who have since moved on: a board member with technical skills, a volunteer admin, a string of grant-funded consultants. Each left behind fields, packages and automation with little documentation. Staff often wear several hats, so administrator access spreads widely. Gift data has to match audited financials, and restricted funds must be tracked accurately for grantors. Program records can hold sensitive information about clients, minors or people in crisis. Budgets are tight, so the review has to prioritize ruthlessly and recommend fixes that a small team can maintain without depending on a consultant for every change.
We compare how donations, pledges, soft credits and in-kind gifts are recorded, and check whether monthly totals in Salesforce agree with the accounting system. Common gaps include refunds that never reached the CRM, pledge write-offs handled inconsistently and restricted gifts coded to the wrong fund. The findings help development and finance agree on one set of numbers before the audit or board meeting.
We list every installed package, custom object and automation, noting who likely built it and whether anything still uses it. Nonprofit orgs often carry event, volunteer, grant and payment tools that were tried once and abandoned. Removing unused components reduces confusion, speeds up upgrades and lowers the chance that an old trigger silently changes a donor record when it should not.
When staff juggle many roles, full administrator access becomes the default. We list everyone with elevated permissions, former staff or volunteers who can still log in and shared accounts used by event or data entry teams. We also check whether multi-factor authentication is enforced for everyone. The recommendations focus on a small number of realistic changes a lean team can maintain.
Case management and program records can include health, housing, immigration or family details about the people you serve. We identify where that information lives, test whether fundraising and marketing users can see it and check how long it is retained. Where minors or survivors of violence are involved, visibility and export settings get the strictest scrutiny in the entire review.
We begin with the executive or operations lead and whoever manages Salesforce day to day, often a development operations manager rather than a dedicated admin. Finance joins for reconciliation findings and program leaders for participant data. Review work is read-only and scheduled away from year-end giving and major events. We keep interviews short out of respect for small teams. The report distinguishes urgent items from longer-term improvements, and each recommendation notes the skills and effort it realistically requires. Volunteers with logins are included in the access sample.
We check whether donations, recurring gifts, refunds and fees arrive accurately and whether donor matching creates duplicate contacts with every online gift.
We review how gifts are batched or synced to the general ledger, which fields map to funds and campaigns and where manual adjustments break the link between systems.
We confirm that unsubscribes, bounces and communication preferences flow back to Salesforce, so donors who opt out are not contacted through another channel.
Your donor privacy policy may promise not to share or trade donor information. Check that list exports, partner portals and integrations match what you have published, and that anonymous donors stay anonymous in reports, acknowledgments and board materials produced from Salesforce.
Organizations on the Nonprofit Success Pack are weighing whether and when to move to Nonprofit Cloud. A health check tells you how much customization and data cleanup would travel with you, which is a better basis for that decision than product demos alone.
Phone and event gifts sometimes lead staff to type card numbers into notes or tasks. That brings PCI DSS obligations into Salesforce. Search for those patterns, remove what is found through a controlled process and give staff a secure payment option for gifts taken by phone.
Often it is the most useful spend a small team can make, because it prevents buying tools or consulting hours to solve the wrong problem. We scope the review to your size and focus on what matters most: financial accuracy, donor and participant privacy and access. The ranked list lets you fix things gradually as capacity and funding allow.
Reasons vary, but the review usually finds a mix of timing differences, pledges counted differently, soft credits double-counted in some reports, gifts coded to the wrong fund or campaign and refunds processed only in the payment tool. We trace sample months through both systems and show exactly where the figures diverge, then recommend fixes that stop the gap reopening.
Yes. For grant seekers, we check how applications, deadlines, reporting requirements and restricted funds are tracked. For grantmaking organizations, we review applicant portals, review workflows and payment records, with particular attention to what external applicants and reviewers can see. Either way, the focus is on accuracy and access rather than on redesigning your grant process.
The review answers that directly. AI drafting and donor insights depend on clean household records, reliable giving history and correct communication preferences. If duplicates split a donor's history or opt-outs are missing, suggestions will be wrong or intrusive. We identify the specific cleanup needed and whether participant data must be walled off before any AI tool is switched on.
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