How to Use ClickUp Fundraising Templates Step-by-Step
ClickUp provides ready-made fundraising templates that help nonprofits, schools, and community organizations plan campaigns, manage donors, and track grants in one place. This how-to guide walks you through using these templates effectively so you can launch and manage successful fundraising projects with less manual work.
Why Use ClickUp for Fundraising Management
Fundraising involves many moving parts: outreach, content, events, grant deadlines, and donor follow-up. A structured workspace gives your team clarity and saves time.
With fundraising templates you can:
- Organize tasks for campaigns, events, and outreach
- Standardize processes across projects
- Track deadlines and deliverables on a visual timeline
- Collaborate with your team in one shared hub
The fundraising templates overview shows different options, and this guide explains how to put them into practice.
Getting Started: Choose a ClickUp Fundraising Template
Before you begin, clarify the type of fundraising work you want to manage. The templates highlighted on the source page are designed for different goals and workflows.
Step 1: Identify Your Fundraising Scenario
Common scenarios covered by the templates include:
- Planning a fundraising event or campaign
- Managing donor and stakeholder relationships
- Coordinating grant applications and reports
- Organizing assets and communications for outreach
Choose the scenario that best matches your immediate needs. You can always combine multiple templates later for a complete fundraising system.
Step 2: Add the ClickUp Template to Your Workspace
Once you select a template from the library, add it to your workspace. Each template typically includes:
- Pre-built lists or folders for fundraising activities
- Task structures with custom fields
- Suggested statuses for tracking progress
- Views such as List, Board, Calendar, or Gantt
Save the template into the space where your fundraising or development team already works so everything stays together.
Using a ClickUp Template for Fundraising Campaigns
Campaign templates help you plan fundraising initiatives from idea to wrap-up. They centralize content, tasks, and deadlines in one place.
Step 3: Customize Campaign Lists and Statuses
Open the campaign template and review the lists and statuses that come pre-configured. Typical lists might include:
- Planning and strategy
- Content and collateral
- Outreach and promotion
- Event or launch logistics
- Follow-up and reporting
Adjust list names and statuses to match your organization’s language so your team instantly understands each stage.
Step 4: Create Campaign Tasks and Assign Owners
Use the template’s task structure to break the campaign into actionable steps:
- Add tasks for high-level deliverables, such as landing pages, email sequences, or social posts.
- Assign each task to a clear owner on your team.
- Set start and due dates for each item.
- Attach files or links so collaborators have everything they need.
The more clearly you define responsibilities, the easier it is to monitor progress across your campaign timeline.
Step 5: Track Campaign Progress in ClickUp Views
Switch between different views to understand your campaign:
- List view: See tasks grouped by list, owner, or status.
- Board view: Drag and drop tasks across stages like planning, in progress, and done.
- Calendar view: Visualize content and events on a schedule.
- Timeline or Gantt view: Map out your campaign phases and dependencies.
Update task statuses regularly to keep the campaign dashboard accurate and ready for quick status checks.
Using a ClickUp Template for Donor Management
Some fundraising templates focus on donor and stakeholder coordination. They help you maintain relationships and keep communication consistent.
Step 6: Configure Donor Fields and Segments
Open your donor management template and review custom fields. Common fields include:
- Donor type (individual, corporate, foundation)
- Contact details and preferred communication channels
- Last donation date and amount
- Interests or programs supported
Customize these fields to match how your organization tracks donors. Use filters and views to segment donors for specific campaigns or updates.
Step 7: Plan Donor Outreach Workflows
Build a simple outreach workflow inside the template using statuses or separate lists. For example:
- Prospect identified
- Initial contact made
- Meeting scheduled
- Proposal sent
- Donation received
- Thank-you and follow-up
Each donor task or record moves through the workflow, giving your team a shared picture of relationship health.
Using a ClickUp Template for Grant Management
Grant-focused templates help you coordinate applications, reporting requirements, and internal collaboration, all within one structured system.
Step 8: Set Up Grant Application Pipelines
Open the grant management template and review any pre-built stages for your pipeline. Typical stages might include:
- Researching opportunities
- Preparing application
- Internal review
- Submitted
- Awarded or declined
- Reporting and compliance
Create tasks or records for each grant opportunity and move them along the pipeline as you progress.
Step 9: Build Grant Timelines and Responsibilities
Use the template’s timeline or Gantt view to map:
- Internal deadlines for drafts and approvals
- Official submission dates
- Reporting milestones after awards
- Key collaboration tasks (finance, programs, leadership)
Assign owners to each step, and use comments or attachments to centralize documentation instead of scattering details across email threads.
Best Practices for Managing Fundraising Work in ClickUp
Once your templates are in place, follow these habits to get the most value from your fundraising setup.
Step 10: Standardize Naming and Documentation
Create simple naming conventions for campaigns, grants, and donor records. Add checklists and recurring tasks for repeated efforts such as annual appeals or seasonal events. This reduces confusion and speeds up onboarding for new team members.
Step 11: Leverage Automations and Recurring Tasks
Use built-in automations to handle repetitive actions, such as:
- Updating statuses when tasks are completed
- Assigning tasks based on list or custom field values
- Creating recurring tasks for regular reports or stewardship touches
Automations keep your fundraising workflows moving even when your team is busy with events or outreach.
Step 12: Review and Improve Templates Regularly
After each campaign or grant cycle, review your workspace:
- Identify tasks that were missing or unclear.
- Add or refine custom fields that matter for reporting.
- Update checklists based on real-world experience.
Over time, your customized templates will reflect how your team truly works, making each new initiative easier to plan and execute.
Next Steps for Building a Strong Fundraising System
Using structured fundraising templates is a practical way to standardize campaigns, donor management, and grant workflows. Start by selecting the templates that match your current priorities, then customize lists, fields, and views so your team can collaborate efficiently.
If you need hands-on help setting up a complete fundraising workspace or aligning your processes with your wider digital strategy, you can explore consulting services from Consultevo to design a scalable system.
As you refine your approach, keep your fundraising data organized, your timelines visible, and your team aligned around shared goals so each new campaign builds on the success of the last.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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