Manage every process of your association from a single system — donors, sponsorship management, field operations, finance and communication. In this presentation you will see, step by step, how the work that today sits scattered across spreadsheets, phone books and WhatsApp groups becomes one source of truth in this system.
Overview
Welcome, İhsan · September 2026
Total Donations
₺4.82M
▲ 12.4% this month
Active Donors
3,147
▲ 218 new
Active Sponsorships
1,286
▲ 6.1%
Pending Payments
₺214,500
● 42 donors
Monthly Donation Income (₺ thousand)
18% increaseField Tasks
Yıldız family field visit
Sultanbeyli
Ramadan collection box pickup
Ümraniye
Orphan sponsor matching
Head office
Recent Donor Activity
From Donor to Field
Donation, sponsorship, field and aid processes come together in one centre.
End-to-End Sponsorship
Automatic from matching to the payment schedule, from follow-up to updates.
Bank & Comms Integrated
Payments, SMS, WhatsApp and phone calls are part of the same flow.
In many associations today, a donor’s story does not sit in one place: the donation history is in a spreadsheet, the phone number in a contact list, the WhatsApp exchange in a group, and the bank activity on another screen entirely. When a donor calls, giving them the right answer means looking in three different places.
The same fragmentation applies to the families receiving aid. A pre-registration written on paper, a notebook in the field team’s hands, a separate file holding the commission ruling — each moves along unaware of the others. Establishing what a family received before, or who sponsors them, can take hours.
The Association Management System puts an end to that fragmentation: donor, family, sponsorship, field, campaign and finance all sit in the same centre, linked to one another, as a single source of truth that is current at all times.
The moment a donor is registered, they receive their own payment reference code. When the donor writes that code in the description of a bank transfer, the money landing in your account matches the right donor with no staff effort at all, posts to the relevant sponsorship payment, and an automatic thank-you message goes out to the donor.
Donors with an upcoming or overdue payment are sent a reminder automatically, twice a month on the 7th and the 26th; staff do not have to keep separate notes or build a call list for it.
If the donor sponsors an orphan, a personalised “Orphan Form” — a thank-you themed visual design carrying the child’s details — is generated instantly from the donor card in one click; it can be sent over WATI or SMS, downloaded, or shared as a PDF. You can try this flow live in the panel below.
Mehmet Kaya
Donor No: 10428 · Üsküdar, İstanbul
First Donation
Mar 2021
Last Donation
3 days ago
Total
₺142,500
Payment Schedule
Upcoming: 5 daysRecent Interactions
WhatsApp: Payment reminder sent
Today 09:14
3CX call: 4 min · New sponsorship discussed
Yesterday 16:40
Orphan sponsorship form completed
2 days ago
Task: Send a thank-you card
3 days ago
Mehmet Kaya
Sponsorship: Yusuf Yıldız · Age 12
A family’s file begins with a pre-registration: identity, contact details, income and expenditure, and the degree of urgency are recorded. When the field team visits, the address fills in from the location, the region is determined, and details of children and orphans plus the priority of need are added.
A family becomes eligible to be proposed for sponsorship or aid only after a commission ruling is approved; a family whose ruling has been cancelled is never listed again. Who receives aid therefore rests on a recorded, approved process rather than on one person’s decision.
Every family’s documents, field visits and the full history of the aid they received stay permanently in their file — years later you can still see that family’s story in full.
Yıldız Family
File No: A-2043 · Sultanbeyli / İstanbul
Head of Household
Fatma Yıldız
Monthly Income
₺9,000
Household Size
5 (3 children)
Priority of Need
High
Children / Orphans
When a donor wants to sponsor, the system does not present a random list: it suggests only families and children whose commission ruling is approved, who fall within your regional permissions, and whose details are current. For child sponsorship, girls are eligible up to 18 and boys up to 15; that limit relaxes in the case of an education grant.
More than one sponsor can be assigned to the same child, but the same donor cannot be assigned to the same child twice — conflicts are prevented automatically. When a sponsorship ends, or if the donor asks, the remaining months can be transferred to another family; these transitions stay on record with their full history.
Sponsors Awaiting Assignment
Live demoHüseyin Şahin
Prospective sponsor · ₺2,000 monthly
Ayşe Demir
Prospective sponsor · ₺1,500 monthly
Kemal Aksoy
Prospective sponsor · ₺3,000 monthly
In the real system this list is built automatically from families and children with an approved commission ruling that fall within your regional permissions.
When a field task is created it is assigned to a staff member along with the region and address. Staff navigate to the family from their phone, carry out the visit, and upload photos and documents on the spot; nothing stays on paper to be forgotten later.
The moment the visit concludes, the report reaches the manager automatically. Which staff member went where today, which family was visited, which task is still pending — all visible live on a single map and list.
An aid decision never rests on one person’s word: the pre-registration is backed by a field survey, the commission rules on that information, and once the ruling is approved the type and amount of aid are set. Applications that are rejected or cancelled do not come back around.
Approved aid can be distributed in bulk as well as one by one: select several families and plan in-kind aid (provisions, coal, meat products and the like) or cash aid in a single pass. You can try this flow live with “Add Bulk Expense” below.
Expense / Aid Distribution
When you create a campaign you set the total number of shares; the system will not allow assigned shares to exceed that number — once the shares are full, the campaign protects itself. How many shares each donor took, and on whose behalf they donated, is recorded individually.
A personalised campaign poster is generated instantly in the browser for each donor; it can be copied to the clipboard, downloaded or shared straight to WhatsApp in one click — and the moment it is shared, the campaign marks it as “Poster Sent” automatically. For hand distribution or archiving, the posters of every campaign you select are prepared as a single multi-page PDF and can be printed in bulk.
The income a campaign raises and the stakeholder contribution stay current at all times.
Ramazan'da Bir Yetim Sevindir
1.000 aileye erzak kolisi
Goal Progress
%74Weekly Income
Stakeholders
+ 214 donors
The location, distribution date and collection status of every box distributed is recorded individually. Box numbers coming in from the field — one by one or as a range such as “1000-1006” — can be entered in a single pass and distributed or collected in bulk; transferring a paper list into the system takes minutes.
When a box is collected, the amount inside is counted, approved through a double check, and the approved amount posts to finance automatically. Press the “Distribute Boxes” button below to try this flow live.
Box Range
KMB-1000 — KMB-1006
You can enter a range such as “1000-1006” coming in from the field in one pass and distribute the boxes in bulk.
Your bank accounts are checked automatically at regular intervals. Every incoming transaction is matched by the donor’s own payment code and allocated across sponsorship instalments in order, starting from that donor’s oldest open payment — if they hold several sponsorships, all commitments for the same month are settled first.
The moment a match is made, an automatic thank-you message goes to the donor. Income, expenses and the balance sheet gather on one screen; what each campaign raised, whose payment is overdue, and the overall financial position of your association are clear at all times.
₺4.82M
₺3.14M
₺1.68M
Gelir / Gider Dengesi
PozitifDonor Payment Tracking
Finance by Campaign
You assign tasks by region and staff member; progress in the field lands on the board live. Staff performance is measured not by a single metric but across six separate work units according to the kind of work: surveys, collection boxes, campaigns, calls, accounting and the cash desk — each staff member sees how much they did in their own unit, plus the extra contribution they made outside it.
Who visited which family, which task is waiting, which staff member worked above their target today — all in front of you on a single board, with real numbers.
Staff & Task Board
Bu hafta · 4 personel aktif
Kemal Aksoy
24/28 tasksElif Şahin
18/20 tasksBurak Demir
31/40 tasksZeynep Kaya
12/14 tasksWhen you upload your Excel file, the system attempts to recognise the column headings (“Full Name”, “Phone” and so on) automatically; you simply confirm the mapping. The moment you press “Save”, it summarises how many records were added, how many skipped and how many were faulty — your donor, family and payment history moves into the system in minutes rather than hours.
The same ease works in reverse: with the filters and columns you see on screen, you can export any report to Excel in one click.
donors_2025.xlsx
1,284 records
Imported into the system
The donor report, family report, staff report and finance report each answer a different question, but all are produced from the same data, current at the same moment. Special outputs are one click away too — a distribution list for the field that separates families with and without an IBAN, or a format that uploads straight into the bank’s bulk payment system.
Your manager dashboard also summarises the slices that “need attention”: families awaiting a commission ruling, outstanding commitments and expiring surveys — every morning the reports tell you where to look.
Donor report
Measures the giving side: who donated, how much and when.
Family report
Measures the receiving side: who receives how much support, and their eligibility.
Staff report
Measures the workforce: who did what work and how much they contributed.
Finance report
Measures income, expenses, balance sheet and cash flow.
Monthly donation income · Last 6 months
As you add your team to the system, you define region- and role-based permissions for each user: a field staff member sees only the families in their own region, a finance officer reaches only the cash desk and bank screens, while a manager watches the whole association from one screen.
The answer to who added, updated or deleted which record, and when, is always ready: every action is logged automatically and can be reviewed afterwards, with the old and new values where needed.
Users & Permission Matrix
Selin Arslan
All regions
Kemal Aksoy
Fatih
Derya Yılmaz
Accounting
Burak Demir
Bağcılar
| Permission | Selin | Kemal | Derya | Burak |
|---|---|---|---|---|
| Donor management | ||||
| Field & visits | ||||
| Finance & balance sheet | ||||
| User permissions |
Audit trail
In this system the bank, SMS, phone exchange, WhatsApp and e-mail are not separate boxes; one donor action is part of a single flow that triggers all of them by itself. As a payment approaches, a gentle SMS/WhatsApp reminder goes out first; when the donor pays, the bank transaction matches them automatically, posts to the sponsorship payment, and they are informed with a thank-you message.
Where needed, the same process continues over a phone call: the record of a call made through 3CX lands in the system, a task is created if required, and the manager sees the whole process — from message to call — on one screen. The same logic applies when a sponsorship begins: the moment the donor makes their first payment, a personalised thank-you card carrying the details of the child they support — the Orphan/Family Form — is prepared automatically and sent over WhatsApp or WATI.
Bulk campaign messages, thank-you messages, thank-you forms and thank-you pages containing video or images can all be sent through the same channels — SMS, WhatsApp/WATI, e-mail or PDF — to any donor group in a single pass.
Bank
Track payments alongside donor and sponsorship processes.
SMS
Reach the right person at the right time.
3CX / Phone system
Make your phone calls part of the association’s operation.
WhatsApp / WATI
Talk to your donors on the channel they use most.
Send updates and thank-yous automatically.
The system connects the work together. You take one step; the rest flows on in the right order, reaching the right people. The three scenarios below show how those connections work on a real day at an association.
A donor wants to sponsor a child. The system suggests a suitable child, the assignment is made, and the payment schedule is set up automatically. When the month comes round the donor pays into the bank, the transaction matches automatically, the sponsorship instalment closes and a thank-you message goes to the donor — you simply watch the outcome.
A family identified in the field enters pre-registration, the field team visits and records their income and needs. The commission rules on that information, the approved aid is prepared as a food parcel, delivered in the field, and the moment of delivery is documented with a signature and a photo — the process turns into a report automatically.
A donor calls you about their payment. The call takes place over 3CX and the record lands in the donor’s file automatically; if something was promised during the call, a task is created for staff and a confirmation goes to the donor over SMS/WhatsApp. Nothing said on the phone is forgotten.
If you have international offices, each country’s team uses the interface in its own language; donations arriving from different countries connect to a single centre in different currencies. You see the operation in every country from one screen, over one source of truth.
Total donations, active donors, active sponsorships and pending payments are visible at a glance on your dashboard. Families awaiting a commission ruling, files with missing information, campaigns awaiting artwork, families whose survey has expired or is about to, and pending pre-registrations are highlighted separately — when you open the dashboard in the morning, it shows you where to look.
Everything you need for management decisions is in front of you at first glance, laid out so a single click takes you to the relevant module.
Overview
Welcome, İhsan · September 2026
Total Donations
₺4.82M
▲ 12.4% this month
Active Donors
3,147
▲ 218 new
Active Sponsorships
1,286
▲ 6.1%
Pending Payments
₺214,500
● 42 donors
Monthly Donation Income (₺ thousand)
18% increaseField Tasks
Yıldız family field visit
Sultanbeyli
Ramadan collection box pickup
Ümraniye
Orphan sponsor matching
Head office
Recent Donor Activity
Unite every process in a single system, from donors to the field, from sponsorship to finance. Keep your data together and your team looking at the same picture.