Automating Donor and Volunteer Communications with Wix, Google Docs, And Zapier

We’re a small nonprofit historical society working to build sustainable, automated systems for managing donor, member, and volunteer communications. We use Wix for our website and database of contacts, donors, and members, and we’d like to improve how we connect that information to Google Docs and Zapier for more efficient in-house operations.

We're looking for a Taproot volunteer to help us:

Audit our current Wix setup (Contacts, Members, Forms, and Donations) to ensure it's well-structured for automation and CRM-style use.

Build or improve Zapier automations that:

Generate thank-you or welcome letters in Google Docs or PDFs from form submissions

Log sent communications in a Google Sheet

Help us organize and streamline volunteer management using existing Wix features and/or Google Sheets

Begin planning and possibly prototyping a basic members-only and volunteer-only area on our Wix website (no advanced coding needed — just guidance and setup using Wix Members)

We hope to build something to sustain ourselves going forward, with solid templates, examples, and documentation.

Estimated Time Commitment:
2–5 hours per week for 3–5 weeks. We’re flexible on timing and will work around your schedule.

Help Us Share More History, With Less Burnout

At the Beltrami County Historical Society, we’re passionate about preserving and sharing the stories of our rural Minnesota community, from Indigenous histories and immigrant experiences to women’s work, environmental change, and everyday life across generations. But like many small nonprofits, we operate with a tiny staff and big dreams.

By helping us streamline our donor, member, and volunteer communications through Wix, Google Docs, and Zapier, you’ll free up time we currently spend doing everything manually—from printing welcome letters to tracking who volunteered last weekend. That is time we can reinvest in preserving artifacts, hosting community programs, and uplifting untold stories.

Your work will:

Help us automate thank-you letters that nurture supporter relationships;

Make it easier to welcome and retain volunteers who keep our museum open; and

Lay the foundation for members-only and volunteer-only resources that bring more people into local history.

Every person who donates, joins, or volunteers here matters, and your expertise will help us honor them more consistently and meaningfully. With your help, we can spend less time on repetitive admin work and more time doing what we do best: preserving history, connecting generations, and serving our community.

We can’t wait to work with you and to celebrate the difference you’ll help us make.

We’re fully committed to making this project successful and sustainable. As a small but active nonprofit, we’ve already secured internal buy-in from our board and staff to prioritize this automation work. We recognize that with limited time and capacity, building systems that reduce manual tasks is essential to our long-term success, especially as we grow our membership, increase donations, and expand volunteer opportunities.

We’ve taken the following steps in preparation:

Identified key forms and workflows in Wix tied to donor, member, and volunteer engagement

Outlined our desired letter templates and automation goals

Organized our Google Workspace with shared access and ready-to-use folders

Completed related planning work to clarify how we want to use member-only content and track volunteer hours more effectively

Our team is ready to implement everything developed during this project. We’re hands-on, responsive, and can test and maintain what we build together. We’re also happy to showcase your work in our materials or on our website (with your permission!) to help future volunteers and partners see what’s possible through Taproot.

Thank you for considering partnering with us. We’re truly excited to learn from your expertise and build a better, more efficient system together!