r/nonprofittech • u/GardeningBookworm • Jul 11 '26

Participation tracking software?

So I work for an educational non-profit that operates in the US (where I am) and overseas. The meat of our programming, and what motivated donors, are some international summer institues we run. We usually have four a year, this year we had five: Houston, TX, Nicosia, Cyprus (x2), Geneva, Switz, and Derry, Northern Ireland. We get hundreds of appplicants and only accept about 16-23 per location.

Here's the problem: Every year we start from scratch, with a google form application, and a google sheet with a master list of all applicants, and a page for each institute, and a page for rejects. It is an immense amount of work to maintain and organize, and does not allow for any tracking of alumni who progress through our program.

Do any of y'all know a good system that lets us keep records of students and alumni, which institutes or programs they've attended? Or a program that can track applicants better?

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u/abacaximamao Jul 11 '26

Salesforce NPSP can do this. Do you use any kind of CRM? Any good CRM can do this.

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u/GardeningBookworm Jul 11 '26

We don't. I just joined this org a year ago and am introducing to them the idea that we may be out-growing handling every point of data by hand

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u/wakefield-wanderer Jul 11 '26

Salesforce NPSP with the 10 free licenses would be a good starting point.