Collecting, managing, and using data effectively is essential for any nonprofit’s success. Whether you’re handling grant applications, volunteer sign-ups, event registrations, or program reports, efficient data collection can make all the difference in how well your organization operates and how successfully you make an impact.
Still, many nonprofits struggle with manual processes, disconnected tools, and forms that don’t scale as fast as their programs do.
The good news: FormAssembly Atlas can help your team overcome these challenges and work smarter, faster, and more securely. At the center of the platform is Fai, an agentic AI assistant that is able to instantly generate branded forms and workflows, complete with seamless Salesforce integrations.
We’re always listening and always trying to find ways to improve data collection for our users. Here are seven of the biggest data collection challenges we know that nonprofits face and how Atlas and Fai help overcome them.
Challenge #1: Disconnected systems and manual data entry
Nonprofits often rely on multiple systems — spreadsheets, CRMs, and form tools — that don’t talk to each other. This fragmentation leads to duplicate records, data entry errors, and staff time wasted copying and pasting information from one platform to another.
FormAssembly’s Solution: FormAssembly integrates seamlessly with Salesforce and other key systems, automatically sending clean, structured data where it needs to go. With field mapping and granular control over updates, you can decide exactly which records to create or modify. No more manual re-entry or risk of overwriting existing data.
Challenge #2: Recreating forms from scratch for every program or region
Many nonprofits run recurring initiatives – such as grants, scholarships, or community programs – that require similar forms. Yet staff often end up rebuilding these forms manually each time, wasting hours that could be better spent on mission-focused work.
FormAssembly’s Solution: FormAssembly makes it easy to clone existing forms, use predefined templates, or even generate new forms automatically from PDFs using AI. That means faster setup for each new cycle, with the flexibility to adjust content for regional or demographic differences.
Challenge #3: Gathering supporting documentation securely
Application-based programs, from grants to family assistance, often require supporting materials like budgets, audits, or resumes. Managing these attachments through email or unencrypted uploads can create security risks and organizational chaos.
FormAssembly’s Solution: With Fai, compliance becomes part of your workflows from the start. The agentic AI assistant provides real-time guidance on data privacy and security requirements based on industry and region, helping you configure forms and workflows that ensure compliance with privacy standards, all while keeping everything in one centralized place.
Challenge #4: Collecting payments and donations efficiently
From event registrations to membership fees, many nonprofits collect payments as part of their form processes. But juggling separate payment platforms or manual reconciliation can slow down accounting and introduce errors.
FormAssembly’s Solution: FormAssembly offers integrated payment options with trusted providers like Stripe, PayPal, and Authorize.Net. Payments can be processed directly within the same form flow, automatically linking donor or registrant data to Salesforce records for streamlined financial tracking.
Challenge #5: Creating complex, multi-step workflows
Some nonprofit processes require multiple stakeholders or review stages — for example, an initial letter of intent followed by a full application and report submission. Without automation, tracking each step manually can become overwhelming.
FormAssembly’s Solution: With Fai, nonprofits can prompt the creation of dynamic, multi-step processes that automatically route data between stages or participants. Conditional logic, prefilled data from Salesforce, and automated notifications ensure each form reaches the right person at the right time without staff having to manage it by hand.
Challenge #6: Ensuring a positive applicant or participant experience
Whether it’s a volunteer registration or scholarship application, a confusing or time-consuming form can discourage participation. Long, disjointed forms often lead to higher abandonment rates and incomplete submissions.
FormAssembly’s Solution: Fai enables nonprofits to instantly create branded, mobile-friendly forms that are easy to navigate. Features like conditional logic, dynamic picklists, and save-and-resume functionality improve the user experience, helping you collect complete, accurate data while reducing form drop-off.
Challenge #7: Limited access to real-time insights
Without visibility into responses or submission trends, it’s hard for nonprofit teams to measure engagement or report outcomes to stakeholders. Many organizations rely on manual exports or external reporting tools just to see basic metrics.
FormAssembly’s Solution: FormAssembly includes built-in response management, filtering, and reporting tools that give you immediate insight into your data. View metrics like submission volume or key field responses directly in the platform, or use Salesforce dashboards for deeper analysis — no extra exports required.
Building a Better Foundation for Nonprofit Data
Reliable data collection is the foundation of every successful nonprofit initiative, from improving community engagement, to proving impact. FormAssembly empowers nonprofits to simplify processes, reduce costs, and connect their data across systems securely and efficiently.
With powerful integrations, automation, and AI-assisted tools, you can spend less time managing data and more time advancing your mission.
Learn more about how FormAssembly supports nonprofits.
Interested in exploring Atlas? Book a personalized demo or start a free trial today.
