Outreach Planner: Notion Template

The ultimate system to plan outreach trips

No more planning your travel itinerary in Google Docs, managing your trip expenses in Google Sheets, or keeping track of your tasks in Todoist.

With the Outreach Planner, you can do it all in ONE place!

The Outreach Planner is a comprehensive Notion template designed to help you stay organized and efficient while planning and leading outreach trips.

All you need is a Notion account (which is completely FREE to use).

SPECIAL SALE FOR EARLY BIRD CUSTOMERS

Since this is a brand new product, I'm offering a 25% discount on any version of the Outreach Planner to the first 10 customers.

Simply click on the button below and it will open this very page in a new tab with the discount applied. Or, type in the discount code at the time of your purchase.

You don't want to miss this out!

*The code will automatically be disabled once it has been used 10 times

1. Standard Version

Who is it for?

Ideal for individuals or teams involved in planning and leading a single outreach trip.

What's inside?

Features:

👥Participants Management (Contact, health & travel info)

📍Locations Overview (Trip logistics per location)

✔️Task Management (Daily tasks & weekly schedules)

✈️Travel Logistics (Travel itineraries, accommodations, packing list, team activities)

❤️Ministry Planning (Opportunities, resources, contacts, notes)

🤑Automated Finance Tracking (Accounts, budgets, transactions in multiple currencies)

📊Finance Dashboard (Budget charts, income & expenses graphs)

⚠️Risk Evaluation (Risk Assessment Matrix, Simple Tenable Statement Document, Contingency Covenant Document)

How many users?

It can be used by either an individual or a team (of up to 5 people in Notion's free plan).

Does it require a Notion subscription plan?

No. This template works perfectly with Notion's free plan.

2. Outreach Coordinator Pack

Who is it for?

Ideal for non-profit organizations, churches, bible schools, gap year schools, or any other organization that occasionally send teams on outreach trips.

What's inside?

Outreach Coordinator Template + 10x Outreach Planner: Standard Version Templates

Outreach Coordinator Template

This template contains centralized databases where you (the institution/outreach coordinator) can store all the information from the Standard Templates used by the different outreach teams. This process is manual and is done upon completion of each outreach trip.

Features:

💼Trips Database

Here's where you can store the individual Standard Templates used by each outreach team after they return from the trip. This becomes a sort of "archive" where you can access all the information of each team.

🌐Countries Database

Here's where you can have an overview of all the countries the different outreach teams have been to. This database is linked to the Trips Database, however, information is inputted manually.

👥All Participants Database

Here's where you can import the information of all the participants of each outreach team. The columns of this database match those within the Participants Database of each Standard Template, this makes importing each participant as simple as "Duplicating & Moving to".

☎️All Contacts Database

Same concept and process as All Participants Database. The only caveat is that some properties are not carried along in the duplicating and moving process. However, these properties can be added manually if needed.

💰Team Budgets Database

Here's where you can have an overview of all the finance-related information of each team (budgets, income & expenses, balance). However, information needs to be inputted manually for each team. To make this process less cumbersome, only the sum of each property needs to be inputted. (For example, the sum of the transportation budget and expenses).

📊Dashboard

The dashboard page is where you can visualize the finance-related information of each team in charts and graphs. To set these up, you need a third-party app called Notion Charts. (It is free to set up and use for up to five charts).

All the processes mentioned above are explained in detail in the tutorial videos.

How many users?

Both templates; the Standard Version and the Outreach Coordinator Template can be used by up to 5 users in Notion's free plan.

Every Standard Version Template works independently from each other and from the Outreach Coordinator Template.

What happens once you purchase the Outreach Coordinator Pack?

Upon purchase of the Outreach Coordinator Pack, you will receive an email that will provide you with:

1. Access to download the Outreach Coordinator Template.
2. A unique code that can be used (up to 10x times) to download the Outreach Planner: Standard Version Template. This code should be used by each individual that will be planning/leading the outreach trips. In the case of trips led by several individuals, only ONE is required to use the code to download the template. He/she can add the rest of the members to collaborate in the same workspace after downloading the template.

*It can take up to 24 hours until you receive the email with the unique code. This is because I have to manually create one for each customer after their purchase.

What if I need more Standard Version Templates?

If you (the organization/outreach coordinator) need more than 10x Standard Version Templates you can purchase "Tokens". These are basically codes that can be used a specific number of times by the individual team leaders to download their Standard Version Template. You can find out more about tokens by clicking the button below 👇

Does either template require a Notion subscription plan?

No. Both the Standard Version and Outreach Coordinator Templates work flawlessly with Notion's Free plan.

3. Premium Version

Who is it for?

Ideal for non-profit organizations, churches, bible schools, gap year schools, or any other organization that frequently sends teams on outreach trips.

What's inside?

Homepage Screenshot

Features

All features of the Standard Version Template & the Outreach Coordinator Template integrated into one + Additional Features:

💰Fundraising & Donor Management

Manage donations for participants and/or ministry projects. This feature can be used either manually or by setting up an API integration with online payment gateways. (The API integration setup can be done upon request and at an additional cost.)

✉️ Team Newsletters

This feature allows teams to send in updates and reports to the institution/outreach coordinator while on outreach, all within the same platform.

🔄Centralized Data Syncing

All the information is synced and stored automatically in centralized databases, this eliminates the friction and hassle of exporting and importing information across templates.

How many users?

The Premium Template is a sophisticated system designed to manage an unlimited number of outreach trips/teams and therefore allows for an unlimited number of users.

Does it require a Notion subscription plan?

Yes. Depending on whether you—the organization—want to have permission restrictions for the different users of the system or not, you can choose between one of the following pricing plans (these subscription fees would be paid to Notion and not to me). You can find out more about Notion's pricing plans by clicking here.

1. Personal Pro Plan

Pricing: 4$/month billed annually or 5$/month billed monthly.

This is the plan to go for if you—the organization—don't necessarily require permission restrictions for your users; i.e the outreach leaders using the system.

The way it works is that you can invite each user as a "guest" with "edit access". This theoretically gives them access to all the information in every database (including information from other teams) until they are removed again from the system—in this case when they return from outreach. Once removed from the system, all the information they inputted remains in the centralized databases while they lose access to it.

There is a practical way to limit the accessibility to information. This is done by giving each outreach team's leader(s) access to a workspace—that is stored within the same system—containing filtered databases that only show information related to their team. This is explained in detail in the tutorial videos.

However, it is important to clarify that this is not a bulletproof solution since every user could still access the main database containing all the information.

2. Team Plan

Pricing: $8/month/user billed yearly or $10/month/user billed monthly.

This is the plan to go for if you—the institution—want to set permission restrictions for your users.

The way it works is that you invite users as "members" and set the corresponding restrictions. This would limit each user to visualize only the information they are given access to. The process for setting these restrictions is explained in detail in the tutorial videos.

(Notion also offers a 50% discount on team plans for non-profit organizations which you could apply for. You can find more information about this by clicking here.)

Frequently Asked Questions (FAQ)

What is Notion?

If you're not familiar with Notion, it's a web-based software that is known for being an "all-in-one workspace for your notes, tasks, wikis, and databases." 

It is highly customizable and allows people (like me) who don't know how to code, to build comprehensive systems. If you want to see a short 3-minute video about Notion click here

What is a Notion template?

In Notion, any page can be made publicly available on the internet. It can also be set up so that others can duplicate it – i.e. add a copy of it into their own workspace.

The Outreach Planner versions are advanced Notion templates that can be duplicated into your own workspace.

Can I share the templates with others?

No. I kindly ask you not to share any of the templates with others, since these are part of my livelihood.

Is it safe to use Notion?

Your data is safe in Notion! Only you will have access to your private information. Notion has certified security policies and controls that meet the highest industry standards. If you want to read more about Notion's security and privacy policies click here.

Notion also complies with GDPR, if you want to read more about it click here.

Will I get free updates?

Absolutely. However, because this is a Notion template, you’re literally copying it into your own workspace.

This means that updates won’t automatically apply to your version of the Outreach Planner. For this reason, if and when updates are made, you will be notified with a detailed video upgrade guide that will show you exactly how to make any changes I’ve made to the template.

Can I get a refund?

Yes! If you feel like you haven't gotten any value out of any of the Outreach Planner versions, write to me within the first 30 days of your purchase and I'll process your refund. You can simply reply to the email confirmation you get after purchase to request one.

Though I am passionate about this product and confident in its value, your satisfaction matters.

Is my payment information secure?

Yes, 100%. All transactions go through Gumroad, which uses secure encryption and doesn’t store your payment details. I never receive or see that information.

[EU-Only] Do I have to pay VAT?

Yes. All digital products sold to EU customers are required to include a VAT charge, and Gumroad automatically calculates this charge.