Contact Visibility Transformation for a Non-Profit Organisation

In the non-profit and spiritual sector, maintaining accurate contact data is essential for building trust, managing donations, and nurturing long-term community relationships. As digital engagement grows across websites, events, and online programs, many organizations struggle with fragmented data, duplicate records, and limited visibility into supporter interactions. This case study highlights how a global spiritual non-profit transformed its contact management system by restructuring its CRM in HubSpot, achieving clarity, consistency, and complete visibility across all contact touchpoints.

Client Overview

Khachodling Worldwide is a global spiritual and non-profit organisation that manages events, programs, donations, and community engagement across multiple regions. With a growing digital presence and expanding supporter base, the organisation needed a reliable system to track contacts, understand engagement sources, and maintain clean, actionable data.

The Challenge

As the organisation scaled its outreach, data complexity increased rapidly. Contacts were coming in from different platforms, but there was no single source of truth.

Key challenges included:

• Duplicate and inconsistent contacts across systems
   

• No clarity on lead or donor sources, affecting attribution
   

• Fragmented data flowing from WordPress and Shopify
   

• Heavy dependence on manual Excel imports
   

• Difficulty tracking participation in events, programs, and donor activities
   

This lack of structure made reporting unreliable and slowed down internal operations, limiting the organisation’s ability to engage meaningfully with its community.

The Solution

A complete CRM restructuring was implemented using HubSpot as the centralized system to unify, clean, and organize all contact data.

The solution focused on long-term scalability and accuracy rather than quick fixes.

Core actions taken:

• Contact Restructuring & Separation
  Contacts were clearly categorized (donors, event participants, subscribers, volunteers) with defined naming conventions to eliminate confusion.
   

• Data Cleanup & De-duplication
  All existing records were audited, merged, and cleaned to remove duplicates and incomplete entries.
   

• Custom HubSpot Form Creation
  New forms were built to capture structured data with proper source tracking for every interaction.
   

• Segmented List Building
  Smart lists were created to group contacts based on behavior, program interest, donation history, and engagement level.
   

• Structured Excel Imports
  Legacy data from WordPress and Shopify was standardized and imported with accurate property mapping, ensuring no data loss.
   

• Source & Attribution Tracking
  Every contact was linked to a clear source, making it easy to track campaigns, events, and donor journeys.
  
   

Results

• 100% contact visibility in HubSpot, creating a single, reliable data source
   

• 40% faster task resolution for internal teams
   

• 60% reduction in manual tracking and data handling
   

• Improved clarity in event participation and donor engagement
   

• Better decision-making powered by clean, segmented data
  
   

Impact on the Organisation

With a fully structured CRM in place, Khachodling Worldwide gained complete control over its contact ecosystem. Teams can now track engagement across events, programs, and donations with confidence. Manual work was minimized, data accuracy improved, and the organisation is now equipped with a scalable foundation for future growth and outreach.

Conclusion

This transformation highlights how thoughtful CRM restructuring and data cleanup can unlock efficiency for non-profit and spiritual organisations. By centralizing and organizing contact data within HubSpot, Khachodling Worldwide achieved clarity, transparency, and operational ease, turning scattered information into a powerful engagement asset.