Fundraising Event Participant Sync System

What needed solving

Fundraising events generate large volumes of participant data across multiple events that needs to be tracked, deduplicated, and followed up manually. Teams were spending hours chasing donations and updating records by hand.

How I approached it

A multi-trigger automation that syncs participant data from the fundraising platform API into Google Sheets, runs AI-powered SMS conversations to follow up on donations, handles inbound replies with an AI agent, and manages escalations, opt-outs, and record updates automatically.

Step by step

1. 01

   Schedule trigger pulls event lists from the fundraising platform API

2. 02

   Workflow loops through each event fetching full participant details

3. 03

   New participants are deduplicated by member ID and appended to Google Sheets

4. 04

   SMS outreach is sent to participants with AI-generated personalized messages

5. 05

   Inbound replies are captured via Twilio webhook and processed by an AI agent

6. 06

   Donation status is checked and records updated based on response

7. 07

   Non-donors are followed up automatically with escalation logic

8. 08

   Opt-out requests are handled and logged immediately

9. 09

   Escalations trigger Gmail notifications to the team

Outcomes

• ✓

  Participant data synced automatically across multiple events with zero manual entry

• ✓

  AI-powered SMS conversations handling donation follow-up at scale

• ✓

  Opt-outs and escalations managed automatically without human intervention

• ✓

  Real-time record updates in Google Sheets throughout the campaign