Fundraising Event Participant Sync System

Nonprofit / Fundraising

NDA Client

AI-powered SMS outreach and participant management for fundraising events

Fundraising Event Participant Sync System

Multi-trigger architectureAuto deduplicationReal-time record updatesScales to thousands of contactsOpt-outs handled automaticallyEscalations routed via Gmail

the problem

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.

the approach

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.

how it works

01Schedule trigger pulls event lists from the fundraising platform API
02Workflow loops through each event fetching full participant details
03New participants are deduplicated by member ID and appended to Google Sheets

the result

→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

technical highlights

→Multi-trigger architecture: scheduled sync, manual trigger, and Twilio inbound webhook
→Deduplication logic prevents duplicate records across event syncs
→AI agent handles natural two-way SMS conversations with participants

stack

n8nTwilioOpenAIGoogle SheetsGmail