Industries · Nonprofit
Practical IT for nonprofits that need every dollar to reach the mission
Charities, associations and community organizations run on tight budgets, a mix of staff and volunteers, and donor and client information that must be handled with care. We help you use donated and discounted tools well, secure the accounts that matter and plan technology spending you can defend to your board.
At a glance
- Who this is for
- Registered charities, nonprofits, associations and social enterprises with roughly 5 to 200 staff in BC and Alberta
- Typical environment
- Microsoft 365 or Google Workspace under nonprofit programs, a donor or client database, shared office computers, volunteer accounts and remote program staff
- Common priorities
- Stretching budgets, using nonprofit licensing correctly, managing volunteer access, protecting donor and client data and board-ready planning
- Licensing note
- Software vendors run their own nonprofit donation and discount programs; eligibility is set by each vendor, not by Podium Catchers
- Pricing basis
- Per user per month, confirmed in a written quotation; scope can be sized to match grant and budget cycles
Technology challenges nonprofits face
Budgets that come from grants
Technology spending often depends on grant cycles and restricted funding. Equipment is kept long past its useful life, and IT work is done by whoever on staff has time.
Staff, volunteers and board members
Volunteers and board members need some access to email, files or databases, often temporarily. Accounts are created informally, shared between people, and rarely removed.
Donated licences used inconsistently
Organizations may qualify for donated or discounted software through vendor nonprofit programs, but end up with a mix of free, paid and personal accounts that nobody fully understands.
Sensitive donor and client information
Donor records, client case notes and program data may be personal and sensitive, yet they often sit in spreadsheets, shared drives and personal email.
Risks to your organization and the people you serve
- Phishing that impersonates the executive director to request gift cards or urgent payments
- Shared volunteer logins that make it impossible to know who accessed donor or client data
- Former volunteers and staff retaining access to email and file shares
- Donor databases exported to unencrypted laptops and USB drives
- No backup of Microsoft 365 or Google Workspace data, so a deleted folder is lost for good
- Aging computers running unsupported operating systems because replacement was never budgeted
Services we recommend for nonprofits
Small business IT support
Help desk and device care scoped to your budget, focusing on the users and systems that matter most.
Microsoft 365 administration
Guidance on nonprofit licence options, tidy account structures for staff, volunteers and board members, and sharing settings that protect sensitive data.
Multifactor authentication and identity security
Low-cost, high-impact protection for every account that can reach donor, client or financial data.
Technology lifecycle and procurement
A replacement plan and budget for computers and network equipment that you can include in grant applications and board reports.
Security awareness training
Short, accessible training for staff and volunteers on phishing and safe handling of personal information.
Making the most of Microsoft 365 nonprofit offers
Microsoft and other vendors offer donated or discounted licences to eligible nonprofits. Eligibility rules, available plans and terms are set by each vendor and change over time, so we help you confirm what your organization qualifies for and apply licences where they deliver the most value: stronger plans for staff who handle sensitive data, lighter options for occasional users.
We organize SharePoint and Teams so program, fundraising and finance files are stored in shared locations with appropriate permissions. Volunteers and board members can be given guest or limited accounts with expiry dates instead of sharing staff logins, and access can be removed in one step when their role ends.
Continuity on a limited budget
- Cloud backup of Microsoft 365 or Google Workspace, prioritizing donor, finance and program records
- Documented ownership of administrator accounts and domain registrations so they do not leave with one person
- A simple recovery plan for the donor database, coordinated with its vendor
- Cloud-based files so staff can keep working if the office is closed
- A phased equipment replacement schedule that avoids sudden failures
Security controls that protect donors and clients
- Individual accounts for every staff member and volunteer, with multifactor authentication
- Limited, time-bound access for volunteers and board members
- Disk encryption and screen lock on laptops that hold donor or client information
- A verification process for payment and gift card requests that appear to come from leadership
- Endpoint protection using tools included in your licensing where possible
- Regular review and removal of inactive accounts
How we work with nonprofits
Understand mission and budget
We learn your programs, funding cycles, staff and volunteer structure and the data you hold.
Review licences and accounts
We document current subscriptions, identify where nonprofit offers may apply and consolidate scattered accounts.
Secure what matters first
We enable multifactor authentication, remove dormant accounts and set up backups for critical data.
Plan for the board
We prepare a technology plan and budget in plain language for board and grant discussions.
Support and review
Ongoing support under the agreed scope, with reviews timed to your budget and grant cycles.
Privacy and funder requirements
We support privacy-aware handling of donor and client information with technical controls. Your organization remains responsible for privacy and funder obligations; consult your privacy officer or legal adviser on what applies.
Frequently asked questions
Can you get us free Microsoft 365 licences?
Microsoft runs its own nonprofit program and decides eligibility. We help you understand the options, apply where appropriate, and set up licences once they are available.
Do you offer nonprofit pricing?
Pricing is confirmed in a written quotation based on your scope. We can size the scope to your budget and phase work to match funding cycles.
How should volunteers access our systems?
Each volunteer should have an individual account or guest access with only the permissions they need and an expiry date. Shared volunteer logins should be retired.
Can you help with technology content for grant applications?
We can provide equipment lists, cost estimates and plain-language descriptions of planned technology work for your applications. Grant writing itself stays with your team.
Do you support our donor database?
We support the devices, accounts and access around your donor database and coordinate with its vendor for application issues.
Related services
Products and packages
Industries we support
Service areas
Build an IT plan your board can support
Book a consultation to review your licences, accounts and priorities. You will receive a written scope before any recurring commitment.