How We Streamlined a Fundraiser With Airtable

Spreadsheets.

Sticky notes.

Endless group texts and “just checking in” emails.

That’s what one of our nonprofit clients was juggling while planning their annual fundraiser. And even with an incredible team, it felt like chaos.

They had:

– Donated items coming in through multiple channels

– Volunteers asking what to do

– Silent auction items missing details

– No central place to track who was doing what

They weren’t lacking commitment — they were lacking a system.

That’s where we came in.

We built them a custom Airtable dashboard designed for exactly what they needed.

Here’s what it tracked:

– Donated items & sponsors — with contact info, item value, images, and pickup status

– Volunteer assignments — so everyone knew their role

– Silent auction tracking — including item details, bidding status, and display prep

– Committee task progress — broken down by sub-team, due date, and lead contact

Then, we layered in automations to make everything easier:

– Reminders for upcoming deadlines

– Notifications when a task was assigned

– Status updates sent to the right people

The result?

– Every committee member knew what was done and what was next

– Volunteers could step in and actually help without needing a full download

– The fundraiser team cut their prep time in half

One Airtable system gave them hours back — and a whole lot more peace.

Planning a fundraiser, event, or collaborative project? We’ll build you a streamlined Airtable system that makes it all easier. Let’s get organized and take the pressure off.