HYS Trips
Mission trip management and fundraising, in one platform
From registration to reconciliation, trips in one place.
HYS Trips runs the full mission-trip lifecycle inside the same platform managing your donors. Participant fundraising pages, Checkr background checks, Dropbox Sign e-signatures, budget tracking, task checklists, and post-trip reporting, all in one place. No more stitching together Dropbox Sign, Checkr, Mighty Cause, and spreadsheets, and no more reconciling four systems after every trip. The trip, the fundraising, the participants, and the donors all live in one record.
Checkr
Background checks integrated
Dropbox Sign
E-signatures integrated
30/7/1
Automated reminder cadence
2.2%
Lowest Stripe rate
Trusted by 400+ nonprofits
The Problem
Trip coordination turns every missions director into a systems integrator. Spreadsheets for rosters, Dropbox Sign for waivers, Checkr for background checks, Mighty Cause or GoFundMe for participant fundraising, a separate email tool for reminders, and a shared inbox full of forms. Nothing talks to each other, participants fall through the cracks when they don't finish a step, trip budgets never quite reconcile, and the next trip starts the same painful cycle from scratch.
The Solution
HYS Trips integrates every piece of the trip lifecycle. Participant pages track individual fundraising goals with personalized stories. Background checks flow through Checkr with zero copy-paste. E-signatures go out via Dropbox Sign with automatic reminders. Task checklists keep everyone on schedule with 30/7/1-day nudges. Trip budgets and P&L live in one dashboard. And because HYS is already your donor CRM, every trip donor lands in the same database, ready for stewardship after they come home.
What you get with HYS Trips
Trip Management
Plan missions, not spreadsheets
Trip Fundraising
Each participant raises their own support
Background Checks
Built-in compliance for mission safety
Trip Reminders
Never miss a deadline again
Household Management
Group donors by family for smarter engagement
Auto Emails
Automated emails triggered by events
Inside HYS Trips
Participant fundraising pages that actually raise money
Each participant gets a public fundraising page with their personal goal, their story, and a photo. Donors can give directly to a participant or the overall trip pool. The page shows live progress toward their goal, suggests follow-up asks when they hit milestones, and converts one-time donors into recurring trip supporters. Every gift is tagged to the trip and the participant, and rolls up to your donor CRM for future stewardship.
Explore the feature →Background checks without copy-paste
Checkr integration runs adult background checks directly from the participant profile. Geos and Drug/MVR packages are configurable per trip. Status updates come back automatically, consent collection is e-signature-based, and every result is stored against the participant record with a full audit trail. No separate Checkr login for staff, no CSV imports, no manually matching reports to rosters.
Explore the feature →Task checklists and reminders that finish on time
Every trip has a task checklist, waivers, medical forms, passport scans, pre-trip training, flight info, that can be assigned per participant or per role (minor, adult, leader). Automated 30-, 7-, and 1-day reminders hit participants and leaders in their inbox or SMS. The leader dashboard shows exactly who's stuck on what, so the week before a trip stops being a panic.
Explore the feature →HYS Trips vs the Dropbox Sign + Checkr + Mighty Cause stack
| Capability | HYS | Dropbox Sign + Checkr + Mighty Cause | Manual (Google Forms + spreadsheets) |
|---|---|---|---|
| Participant fundraising pages | Built in | Mighty Cause separate | |
| Background checks | Checkr integrated | Checkr standalone | Manual |
| E-signatures | Dropbox Sign integrated | Dropbox Sign standalone | Manual |
| Task checklists & reminders | Included | Separate PM tool | Spreadsheet |
| Trip budgets & reconciliation | Included | Spreadsheet | Spreadsheet |
| Donor data flows to CRM | Same platform | Manual export/import | Manual |
| Minor / guardian flows | Built in | Custom build | Manual |
| Stripe rate | 2.2% | 2.9%+ per tool | |
| Total annual cost (40 trips) | Single plan | $3k-6k tool stack + transaction fees | Free, but 1 FTE of admin |
How it works
Create the trip
Set dates, destination, goals, cost per participant, and roster target. Trip pages go live with fundraising targets baked in. Task checklists and reminder cadences are pre-configured per trip type.
Register participants
Applicants fill out a single form. Background checks kick off automatically in Checkr. E-signature packets go out via Dropbox Sign. Tasks are assigned automatically based on role, age, and trip type.
Fundraise together
Each participant gets a fundraising page with their personal goal and story. Donors give directly toward a participant or the trip pool. Thank-you notes auto-send. Progress rolls up to the trip dashboard in real time.
Track and reconcile
Task reminders hit 30, 7, and 1 day before deadlines. Trip budgets track every line item. Post-trip reconciliation runs in one click, with donor receipts, participant refunds, and final P&L exported for your books.
Who uses this
Short-term missions organization
Run 40 trips a year with 8-15 participants each. Replace Dropbox Sign plus Checkr plus Mighty Cause plus spreadsheets with one system. Onboarding for each new trip takes a morning instead of a week.
Church missions director
Coordinate summer mission teams with e-sign waivers, background checks for adults, task reminders for minors' guardians, and participant fundraising, all without leaving HYS.
College or school missions program
Manage rosters, compliance, and fundraising for student trips without juggling separate tools per piece. Donor stewardship continues after trip close, inside the same CRM.
“Everything we needed was there and then some. Being able to turn daily operating duties over to a program that runs in the background of our website was an answer to prayer. I am sure more children were able to get an education because of HelpYouSponsor.”
Danny Cunningham
President, 4 Him in Africa Ministries
Checkr
Background checks integrated
Dropbox Sign
E-signatures integrated
30/7/1
Automated reminder cadence before deadlines
1 platform
Replaces 3-4 point tools
Frequently asked questions
Ready to run mission trip management and fundraising, in one platform on HYS?
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