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Charity CRM (CCRM)

A small UK charity CRM: who might help, who to call next, which event to invite them to, and the Gift Aid file HMRC expects when you claim. It also records what help they will give and how they want material sending.

Open the demo · What this demo shows · Blog · Links · Contact

What CCRM is

CCRM is a working model of a charity CRM built around three jobs that usually live in separate spreadsheets:

  1. A donor register -- person or organisation, ways to contact them, gifts, notes.
  2. A Gift Aid claim file -- a date-range export in the column order of HMRC's published Charities Online schedule.
  3. A second contribution -- practical help they will give, and the format they can use (print, large print, email, tape, braille). If a renewal call meets an objection, the clerk has somewhere else to steer.

The public page is a web demonstration. You can open it in a browser, click through the list and the donor card, preview a claim, and download a sample CSV. Nothing is installed. Data stays in that browser.

The screen is a list on the left and one donor on the right, with tabs on the card. The Access file is a product. It is not published on the demo page.

Who it is for

A small or medium UK charity or Community Amateur Sports Club that:

  • keeps donors and gifts in one or more spreadsheets, or in lists that do not agree
  • finds Gift Aid claims slow, easy to get wrong, or easy to miss
  • needs a clerk or treasurer to see one donor, many gifts, a declaration date, and what has already been exported
  • also wants a place to write volunteer help and mailing format -- not only money
  • does not need a large fundraising suite, an HMRC XML feed, or a multi-user cloud platform on day one

If those are not your problems, this page is not for you.

What this demo shows

Open the CCRM demo. The start screen has eight buttons: Donors, Gift Aid, Find, Admin, CRM Link, Due for a call, Events, and Thank-yous. Who can help is a tab on Events. In the sample, Helen Quayle has Gift Aid, Nora Pell was introduced by Joyce Whitaker, and Otley Rotary Club is an organisation.

  • Split list and card -- names on the left, one person on the right. Tabs: Donor, Details, Call, Roles, Communications, Donations, Help, Media.
  • Prospects on the same list -- Suggested, Contacted, Donor, Volunteer, Not interested, Do not contact. A prospect becomes a donor without being typed in again.
  • Referred by -- another person on the list. The caller may say that name only when Permission to use their name is ticked.
  • Safe first contact -- TPS checked and where the name came from. Contacted is refused until both are filled in. Do not contact is left off calls, invites, and the email list.
  • Call tab -- how to call, a hello, and up to three plain invitations. The reason is a grey hint for the caller. A new prospect's first call has no invitations. Nothing here is sent.
  • Events -- date, time, place, and a type in a family (Outdoors or Social). Invited and attended. The organiser's list can be narrowed by availability and status. Download an invite preview only. Each preview is written to the contact log.
  • Person or organisation -- organisations do not go into the Gift Aid export.
  • Communications as rows -- phones and emails are separate lines.
  • Donations -- amount, date, code, note, whether the gift qualifies, whether it has already been marked as exported. A running total of the active rows.
  • Gift Aid declaration date -- on the person record (Details).
  • Help -- what practical help they will give (driver, litter picker, and so on). Ask, then add a type. Not a survey form.
  • Media -- preferred send-out format and how many copies. Accessibility and mailing.
  • CRM Link -- who wants Email copies and already has an email address. Download CSV or PDF. No sending -- paste into your mailing tool.
  • Charities Online CSV -- choose a date range, preview, download, then mark those gifts as claimed so the same line is not claimed twice. Columns follow HMRC's schedule. Title is an optional list (Mr, Mrs, Ms, Miss, Mx, Dr, Revd) and it fills that column. A gift dated after today stays off the file until the day it is received. The official attach file is ODS; this demo downloads a CSV for the clerk to paste, plus a PDF for your records. Limit 1,000 lines. There is no HMRC XML API.
  • Legal hold -- you cannot delete a donor while a Gift Aid gift is still on the record. Archive them instead. HMRC retention is about six years from the end of the tax year.
  • Archive / recover -- hide a record without destroying it. Views: Current, Archived, All.
  • Find -- search from the start or end of a name, or anywhere in the middle, then open that donor.
  • Admin -- corrections to drop-down lists, places, and the callers who may ring. Help, communications, and donations mistakes are hidden in Admin (clerks add only on those tabs). To take a media format off, use Remove on the Media tab. Admin asks for a password so a clerk pauses before changing lists. It is not a user account.

The date picker, the amount keypad, and the Edit buttons on the lists are the same extras used on the other demos.

Not yet: live postcode lookup, fundraising import, real email, SMS, or WhatsApp sending. CRM Link is a list plus a download. An event invite is a preview file, not a send.

Gift Aid, in plain terms

Gift Aid lets a recognised UK charity reclaim 25p in the pound on a qualifying gift from a UK taxpayer, if a valid declaration is held.

CCRM does not submit the claim to HMRC for you. It keeps the facts a clerk needs in one place: name and address parts the schedule asks for, the declaration date, each gift's date and amount, whether the gift is non-qualifying, and whether that gift has already been put in an export.

The charity still uses Charities Online in the usual way. CCRM's job is to stop the claim living in a homemade spreadsheet that nobody quite trusts.

What CCRM is not

  • Not a finished, off-the-shelf product you buy today.
  • Not GDPR-certified software. The demo uses fictional seed data. A live charity needs its own written retention and access policy before real names go anywhere.
  • Not an HMRC-approved submitter and not a replacement for Charities Online.
  • Not a general "we will fix your IT" service.
  • Not a repair service for existing Microsoft Access databases.

Free pilot

The demo shows the shape of the solution. It still needs one willing charity to test it against a real Gift Aid process and say what is wrong.

Offer:

  • You have a CRM problem and a Gift Aid problem.
  • You can spare a treasurer or fundraiser to use the demo and talk through a real claim.
  • We work the model until it fits that claim process.
  • You may have the finished system at no charge.

That is a test partnership, not general volunteering, and not a sales call with a price list.

If you already use Microsoft Access

If you already have an Access file, including one that is still in progress, say so before any work starts.

Nifty Access is not taking on repair jobs on other people's databases. The offer is to test and finish CCRM. An existing Access file is only in scope if it is a clean discussion about whether CCRM should replace it -- not a request to make the old file behave.

How to start

  1. Open the demo: https://niftyaccess.com/demo/ccrm/
  2. Use Reset seed if you want the sample donors back. The seed is a small fictional UK charity (people and organisations). Helen Quayle has a Gift Aid declaration so the 2025/26 preview is not empty.
  3. Add a person, a declaration date, and a couple of gifts. Optionally add a Help type and a Media format.
  4. Run Gift Aid, preview a date range, and download the CSV.
  5. If that is the problem you actually have, send a message and say so.

Related: Blog · Links · Membership · all demos · Contact

Sample data only. No real donor rows. The Access file is a product and is not published here.