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Charity donor register (CCRM)

A small UK charity donor register: who gave, what they gave, whether Gift Aid applies, and the file HMRC expects when you claim. After the gift, it also records what help they will give and how they want material sending.

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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 design is Access-shaped (list on the left, one donor on the right, 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 you can do in the demo

Open the CCRM demo. Buttons on the start screen come from a simple menu (Donors, Gift Aid, Find, Admin, Vital Link).

  • Split list and card -- names on the left, one donor on the right. Tabs: Donor, Details, Communications, Donations, Help, Media.
  • Person or organisation -- organisations do not go into the Gift Aid export.
  • Communications as rows -- phones and emails are separate lines, not Tel1 / Tel2.
  • 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.
  • Vital 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 exported so the same line is not claimed twice. Columns follow HMRC's schedule. The Title column is present but blank -- CCRM does not store titles. Official attach file is ODS; this demo emits CSV for the clerk to paste, plus a PDF clerk copy (not the attach file). Limit 1,000 lines. There is no HMRC XML API.
  • Legal hold -- you cannot delete-forever a donor while a qualifying Gift Aid gift still sits on the record. HMRC retention is about six years from the end of the tax year. Archive still works.
  • 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. Help, communications, and donations mistakes are hidden in Admin (clerks add only on those tabs). A mistaken media format is removed on the Media tab. CopyCount 0 does not delete a media row. The demo uses a short understanding-gate, not a real login.

Named extras (date picker, keypad, look-ups) are listed on What this demo shows.

Not yet: live postcode lookup, fundraising import, bulk email sending (Vital Link is a list + CSV, not a mailshot).

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 rescue service for a broken Microsoft Access database.

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 that is broken, half-finished, or needs unpicking, 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 (persons 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.