In today’s world of nonprofit management, community outreach, and fundraising events, keeping track of donation requests manually can be overwhelming. Whether you’re running a charitable organization, a corporate social responsibility (CSR) initiative, or an internal employee donation campaign, you need a structured and intelligent way to manage donation records, donor details, and staff assignments. That’s where the Donation Request Tracker in Excel steps in — a powerful, ready-to-use Excel and VBA-based tool designed to bring order and efficiency to your donation management process.
In this article, we’ll explore everything you need to know about this tool — from its key features and benefits to best practices and frequently asked questions.
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What Is the Donation Request Tracker in Excel?
The Donation Request Tracker in Excel is a pre-built, interactive template powered by Microsoft Excel and VBA (Visual Basic for Applications). It allows users to easily manage donation requests, donor information, statuses, donation types, and staff assignments — all from a single dashboard interface.
This tracker is perfect for:
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NGOs and Nonprofits
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CSR departments
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Event planners
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Religious institutions
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Educational fundraising teams
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Community service groups
The tool features user login functionality, a dashboard with insightful charts, an intuitive data entry form, and admin-level controls to update or delete records securely.
Key Features of the Donation Request Tracker
Here’s a breakdown of the essential components that make this tool both powerful and easy to use:
Login Form
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Access is restricted to authenticated users.
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Enter the user ID
Admin1and passwordabcdto log in. -
Once logged in, the system redirects you to the main control panel.
This ensures data security and prevents unauthorized access.
Main Form – Your Control Center
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The Main Form serves as the central interface where users manage all data operations.
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From here, users can add, update, or delete donation requests.
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Everything is done via clean forms, with dropdowns and validations in place to prevent errors.
The form simplifies complex operations for any user, regardless of Excel skill level.
Dashboard Sheet Tab – Real-Time Visual Insights
The Dashboard sheet features dynamic, auto-updating visuals to provide a real-time snapshot of donation activities:
🎯 Donation Requests by Status – Doughnut Chart
🏷️ Donation Requests by Donation Type – Column Chart
👥 Donation Requests by Assigned Staff – Bar Chart
The use of Pivot Tables and slicers makes it easy to filter and analyze donation trends, staff performance, and donation category insights.
Data Entry Sheet Tab – Centralized Data Repository
This is where all records are stored and maintained. It includes the following columns:
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Opens a clean, easy-to-use form.
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Once submitted, data is added to the sheet and the dashboard refreshes automatically.
🔁 Update Record
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Click on an existing ID, hit “Update Record”.
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Pre-filled form opens for quick editing.
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Submit changes, and updates reflect instantly.
❌ Delete Record
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Select a record by ID.
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Confirm deletion before permanently removing it from the database.
All operations are seamless and intuitive — ideal for both Excel beginners and power users.
Click to Purchases Donation Request Tracker in Excel
Manage List Sheet Tab – Customize Your Dropdowns
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Customize dropdown values such as Donation Type, Status, Event Name, or Staff Names.
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Add or delete list items without modifying any formulas.
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Values reflect automatically in the Data Entry Form’s combo boxes.
This sheet adds flexibility to the template, ensuring it can scale with your organization.
Support Sheet Tab – Powering the Dashboard
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Contains Pivot Tables used in the dashboard charts.
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Automatically updates upon record changes.
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Hidden by default, but you can unhide it for troubleshooting or custom visualizations.
You don’t need to modify this sheet unless you want to create custom charts or advanced reports.
User Management – Add, Edit, or Delete Users
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Accessed via the User Management button.
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Add new users with custom IDs and passwords.
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Modify user roles and credentials.
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Delete users if needed.
User Management enhances security and ensures accountability in donation handling.
Settings Sheet – For Admin Controls
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Contains system-level settings (optional use).
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Define defaults for user types, security preferences, or auto-refresh behavior.
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Allows tech-savvy users to tweak configurations.
Login With Different User – Multi-User Capability
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Easily switch between users from the login page.
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Each user sees the same dashboard but operates with assigned roles (if customized).
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Enables collaborative usage within organizations or departments.
Advantages of Using the Donation Request Tracker in Excel
Using this tool offers numerous benefits to individuals and organizations involved in donation or fundraising activities:
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✔️ Centralized Data Management: Track all donation records in one place.
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✔️ Time Efficiency: No need to build your system from scratch.
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✔️ Enhanced Transparency: Staff and management can view donation status, types, and performance.
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✔️ Secure Access: Login authentication adds a layer of security.
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✔️ Visual Analytics: Gain insight through pre-built charts and slicers.
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✔️ Customization: Tailor dropdowns and categories based on your needs.
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✔️ No Technical Skills Required: Even non-technical staff can manage donations with ease.
Best Practices for Using the Donation Request Tracker
To get the best out of your Donation Request Tracker, follow these best practices:
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🔐 Update User Passwords Regularly to maintain security.
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📥 Back Up the File periodically to prevent accidental loss.
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🧾 Keep Dropdown Lists Updated in the Manage List tab to ensure consistent data.
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📊 Review Dashboard Weekly to analyze trends and spot bottlenecks.
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🧹 Delete Inactive Users using the User Management feature.
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📅 Use Event Names Wisely to easily filter donations linked to specific campaigns.
Use Cases: Who Should Use This Donation Tracker?
This Excel-based tool is ideal for:
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NGOs running seasonal or year-round fundraising drives
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Corporations managing CSR activities
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Schools and colleges conducting charity events
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Religious organizations managing community donations
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Event managers handling crowdfunding or sponsorship campaigns
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Government and civic bodies involved in public donation management
How to Get Started?
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Download the Template
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Log in using credentials – (
Admin1/abcd) -
Use the Main Form to manage data
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Watch the Dashboard auto-update
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Customize dropdowns as per your requirements
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Share access securely with staff using the User Management section
Within a few clicks, your organization will be up and running with a professional donation tracker.
Conclusion
The Donation Request Tracker in Excel isn’t just a spreadsheet — it’s a comprehensive donation management system. From data entry and visualization to user management and customization, everything has been designed to make your fundraising operations more streamlined, organized, and impactful.
Whether you’re a local nonprofit or a large institution, this Excel-based tool can save you hours of work and eliminate messy manual tracking. And since it’s built in Excel, you can customize it endlessly as your organization grows.
Frequently Asked Questions (FAQs)
Q1: Is the Donation Request Tracker beginner-friendly?
Absolutely. It’s built in Excel with user-friendly buttons and forms. Even users with basic Excel knowledge can use it effectively.
Q2: Can I add more donation types or staff names?
Yes. Use the “Manage List” tab to add or remove options. These changes reflect instantly in the form dropdowns.
Q3: Can I use this tool for in-kind donations?
Yes. The tracker supports all donation types, including cash, in-kind, sponsorship, or online donations.
Q4: Is the dashboard dynamic?
Yes. The dashboard auto-updates every time you add, update, or delete a record. It uses slicers for flexible filtering.
Q5: How do I reset a password?
You can manage passwords using the User Management screen. Just select a user and update the password field.
Q6: Is there a record limit?
There’s no practical limit unless Excel’s row capacity is exceeded. It comfortably handles thousands of records.
Q7: Can I track event-specific donations?
Yes. Each record can be linked to an event using the “Event Name” field. You can analyze event performance using filters.
Q8: Is there a mobile version?
This is an Excel-based desktop tool. However, you can access it on mobile using Excel apps, though some features like VBA forms may have limitations.
Q9: Can I customize the charts or add new ones?
Yes. Advanced users can add or modify charts using the support sheet and PivotTable features.
Q10: Do I need any add-ins to run this tool?
No. It’s completely built with native Excel and VBA functionality — no external add-ins required.
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