How to Use ClickUp Donation Form Templates

ClickUp helps nonprofits and fundraising teams quickly build organized donation workflows by turning scattered data into clear, actionable campaigns. This how-to guide walks you through using donation form templates, customizing fields, and tracking every contribution from pledge to receipt.

Why Use ClickUp for Donation Management?

Donation campaigns often start with spreadsheets, emails, and paper forms. Over time, this makes it hard to see real-time totals, track donor history, or coordinate a full fundraising plan.

Using a structured workspace lets you:

• Standardize donation information across all campaigns
• Cut down on manual data entry and copy-paste errors
• Track donor journeys from first gift to recurring support
• Report quickly on totals, trends, and campaign performance

The donation form templates featured in the original source article provide patterns you can recreate and centralize in your workspace.

Set Up a ClickUp Space for Donations

Start by creating a dedicated place for all donation activity. This ensures every campaign follows the same structure and is easy to report on.

Step 1: Create a Fundraising Space in ClickUp

1. Log in to your workspace.
2. Create a new Space named something like Fundraising & Donations.
3. Add a description explaining what will live here (forms, donors, campaigns, events).
4. Set permissions so only the right team members can edit sensitive donor data.

This Space will hold Lists and Folders for campaigns, donor profiles, and tasks connected to fundraising.

Step 2: Add a Donation Campaign Folder

1. Inside your Fundraising Space, create a Folder called Donation Campaigns.
2. Use this Folder to group multiple campaigns: online forms, events, sponsorships, and peer-to-peer drives.
3. Within the Folder, you will create Lists that act as your main donation form containers.

Create a Donation Form List in ClickUp

Donation form templates in the original article cover many styles (simple, event-based, online, recurring). You can mirror these by creating Lists that capture the same information in structured tasks.

Step 3: Build a New Donation List

1. In your Donation Campaigns Folder, click New List.
2. Name it for the specific campaign, for example, Annual Giving Form or Online Donation Form.
3. Add a short List description with the campaign goal, start date, and main channel (website, event, social media, etc.).

You will now configure Custom Fields to match the data fields you would place on a standard donation form.

Step 4: Add Custom Fields to Match Your Form

Use Custom Fields to track the same data a donor fills in on any form template:

• Donor Name (Text)
• Email Address (Email or Text)
• Phone Number (Phone)
• Donation Amount (Currency)
• Donation Date (Date)
• Campaign Source (Dropdown: Website, Event, Email, Social, Other)
• Donation Type (Dropdown: One-Time, Monthly, Annual, In-Kind)
• Payment Method (Dropdown: Card, Bank, Cash, Check, Other)
• Dedication / In Honor Of (Text)
• Notes (Long Text for internal comments)

These fields reflect what most donation form templates collect, letting your team analyze results across multiple campaigns.

Recreate Common Donation Form Templates in ClickUp

The original blog showcases several categories of donation form templates—online forms, event forms, raffle forms, and sponsorship forms. You can recreate each category using different Lists or views inside your donation Space.

Step 5: Build an Online Donation Form Workflow

For online donation forms:

1. Create a List such as Online Donation Form – Website.
2. Use the Custom Fields listed above so every online gift is captured with standardized data.
3. Add Statuses like: New, Processing, Paid, Receipt Sent, Follow-up Scheduled.
4. Connect your website form (or the system that receives submissions) with the List using integrations or imports so each entry becomes a task.

Every new donation submission becomes a task that moves through your workflow until a receipt and thank-you are completed.

Step 6: Create Event Donation and Raffle Tracking

For event-based form templates such as registration plus donation or raffle ticket sales:

1. Set up a List called Event Donations – [Event Name].
2. Add Custom Fields for Ticket Type, Table Number, Raffle Entry Count, or Sponsorship Level.
3. Capture on-site signups by importing spreadsheets or manually creating tasks from paper forms.
4. Use Views (Board view grouped by Status, or Table view by Donor) to manage check-in, payments, and follow-up.

Step 7: Track Recurring Donations

Recurring gifts are highlighted throughout many donation templates because they stabilize revenue.

1. Create a List named Recurring Donors.
2. Use fields like Donation Frequency (Monthly, Quarterly, Annual) and Next Charge Date (Date).
3. Set up recurring tasks or reminders for stewardship calls, renewal outreach, and card expiration checks.
4. Use filters so you can segment donors by level, recency, or communication preferences.

Use ClickUp Views to Analyze Donations

Once your data is structured, you can use different views to gain insights similar to what standalone donation tools provide.

Step 8: Configure Helpful Views

• Table View: See all donations like a spreadsheet, filter by date range, amount, or campaign.
• Board View: Visualize the flow from New to Receipt Sent for each donor.
• Calendar View: Track when donations arrive over time, spot seasonal patterns, and align campaigns with busy seasons.
• Dashboard (if available in your plan): Create charts showing total raised by campaign, source, or time period.

Automate Donor Follow-Up in ClickUp

Consistent follow-up increases retention and makes your campaigns more effective.

Step 9: Add Automations

Set up automations to keep every donation moving:

• When a task is created (new donation), assign it to a gift officer.
• When Status changes to Paid, create a subtask for sending a thank-you note.
• When a donation is over a certain amount, notify leadership or your development director.

These automations help your team respond promptly and personally without losing track of any gifts.

Best Practices for Donation Forms in ClickUp

To get the most from your donation forms:

• Keep form fields as short as possible while capturing what you truly need.
• Match each form field to a Custom Field in your List so reporting stays clean.
• Use naming conventions for campaigns and Lists so everyone can find data quickly.
• Regularly review List filters and views to ensure they match your current goals.

When your forms, Lists, and fields all align, exports and reports become faster and more accurate.

Connect ClickUp to Your Broader Nonprofit Stack

Donation management rarely lives in isolation. You may use email tools, CRMs, accounting systems, or AI assistants for analysis.

To improve your ecosystem:

• Sync donors or campaigns to your CRM via integrations or exports.
• Align accounting categories with your List structure so reconciliation is smooth.
• Use AI and analytics platforms alongside your workspace to evaluate performance and optimize campaigns. A resource like Consultevo can help with advanced optimization strategies.

Next Steps: Implement Your First ClickUp Donation Workflow

Using the donation form templates described in the original article as a reference, you can now:

1. Create a Fundraising Space and campaign Folder.
2. Set up Lists that mirror your online, event, and recurring donation forms.
3. Add Custom Fields for every key piece of donor data.
4. Configure views and automations for tracking, follow-up, and reporting.

Once your first campaign is running smoothly, turn that List into a reusable template so future donation drives can be launched in minutes rather than days.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

“`