- Getting to Know the Constituent Profile
- How to Add a Constituent Profile
- Getting to Know the Constituent Profile Tabs
In GiftWorks Cloud, all contacts are known as Constituents. Constituents can be donors, affiliates (non-donors), or volunteers.
Getting to Know the Constituent Profile
The Constituent Summary, which appears in the top left area of the constituent profile, allows you to add a photo and summary for the constituent. You can also add the constituent to groups by simply clicking on the area below "Groups" and typing in the group to which the donor belongs. If the constituent type is an individual, and the human icon in the upper right corner is shaded, that means that this constituent is a donor. If the icon is empty (white), that means that the constituent is an affiliate (non-donor), and they do not have any payments recorded in their constituent profile.
Contact Information contains addresses, email, and phone details for the constituent. You can add to this area by simply clicking in any of the fields present. Be sure to click the blue checkbox after you have entered information, and GiftWorks Cloud will save the new contact information.
Contact permissions is the area in which you can set contact permissions for the constituent. PLEASE NOTE: in the United States and Canada, if a constituent's contact information permissions are marked as "not set" (there is no preference listed), you will still be able to send mail to those constituents within GiftWorks Cloud. In Australia, if the constituent contact permission is marked as "not set", you will not be able to send mail to that constituent from within GiftWorks Cloud.
How to Add a Constituent Profile
Step 1: To add a Constituent record to your database you will begin by going to the Constituents tab in GiftWorks Cloud. Once there, in the upper right hand corner of the screen you will see an Add Constituent button.
You can add new a Company, Individual, or Household. Company profiles can include companies, nonprofits, corporations, foundations, and other organizations.
Step 2: You will select the profile type for this record. When choosing the necessary profile type for your Constituent, the fields will change accordingly. Please note that Household and Organization profiles do not ask for a first, middle or last name field. You can add contact information (names) to the salutation and addressee areas of Household and Organization profiles.
The address entered within the Add Constituent profile will be the Primary Address for this Constituent. Once you've entered the address for this Constituent, you will follow by entering an Email Address and Phone Number. You will choose the Email/Phone Type (business, personal, other) and whether Permission has been granted to contact via Email or Phone.
Step 3: After entering your new Constituent's details, you will select the Next button. This will direct you to any Custom Fields you may have entered into your Database followed by the Add Constituents button.
Tracking Additional Donor Information
- Formal and Informal Salutation: The salutation fields are used to store information you would typically like to see after the “Dear” in a letter. You can store both formal and informal salutation values for each constituent, which gives you flexibility for different types of communications.
- An example of salutations for the donor John Smith might be “Mr. Smith” for formal and “John” for informal.
- Formal and Informal Addressee: The addressee fields are used to store information you would typically like to see at the top of a mailing address (above the address itself). The addressee fields can have up to two lines, so you can put, for example, both a contact name and an organization name.
- The formal and informal addressee options give you flexibility for addressing letters for different purposes.
- Donor Picture: You can select a picture to be displayed with your constituent's record. It could be a picture of the constituent or a logo for an organization.
- Employment Details: GiftWorks Cloud lets you track the following information regarding a constituents’s employment; Job Title, Profession, Manager, Contact Type, Department, and Assistant.
- Personal Details: You can select to input your constituent's personal information such as birthday, marital status, gender and education information.
- Contact Preferences: GiftWorks Cloud tracks a number of contact preferences for each constituent. For email, phone, physical mail and solicitation you can choose whether it is okay to contact the constituent via that method, whether they prefer not to be emailed, called, mailed or solicited, or if they have no preference.
- Development Details: For each donor, you can track a variety of information relating to your development and cultivation efforts. These include: Category, Status, Assigned To, Source, Member Since, Renewal Date, Accepts Match, Match Info, Issue Receipts, Receipt Group, Constituent Groups.
- Custom Fields: Each GiftWorks constituent record includes over 40 fields for recording information about that donor, but organizations often want to track other information about their constituents. GiftWorks includes the ability to add custom fields to constituent records. See the Setup section for additional information.
Getting to Know the Constituent Profile Tabs
The Details tab of the constituent profile is broken down into several sections: name formats, contact preferences, professional info, development info, membership info, and other (custom fields).
Name Formats: This is the area in which you can specify how the constituent will be addressed. Above, you can see the breakdown for an individual. In company and organization profiles, you will only have addressee options (formal and informal) and salutation options (formal and informal). If you'd like to add a contact name to a household or organization profile, the salutation and addressee areas are where you have this option.
Contact Preferences: This allows you to set the contact method that your donor prefers.
Please note that there are two other contact areas in the constituent profile: contact information and contact permissions. Here, you can upload contact information and note if the contact prefers to be contacted by post, email, and phone.
If you have personal information and professional information for the constituent, you can add it in the next two areas of the constituent profile.
Development info allows you to track the donor's status, their manager (you can assign someone within your organization as their "assigned to"), and the source (where the donor came to your organization from).
Membership info allows you to track their renewal date and the date that they have been a member since. Both of these fields will generate calendars when you click inside of them.
The Other area tracks custom fields for your organization. Every organization has their own custom fields, which can be added by clicking on Setup -> Custom Fields -> Entity Type: Constituent.
The Gifts tab of the constituent profile displays the constituent's overall giving, as well as the way in which their giving stacks up against the other constituents in your database over time. If your constituent has pledges, outstanding payments, or soft credits, those will appear in this portion of their profile as well.
The list of Payments Received includes all of the gifts that the constituent has made to your organization. You can click on any of those gifts to open the payment page and see more details of the payment:
From there, the payment page will open up and allow you to see the payment details. To go back to the constituent page, simply click the back arrow in your browser.
A Volunteer is anyone who donates time and work to your organization. In GiftWorks Cloud, a volunteer is a constituent to whom you add a volunteer profile.
Adding a volunteer profile to a donor lets you keep track of a variety of information about a volunteer, including:
- Whether the volunteer has been screened (and the screening result)
- The volunteer's current availability
- Current and past jobs the volunteer has done for your organization
- Number of hours the volunteer has worked (and when)
- The volunteer's skills
Once you click on the Volunteer tab, the volunteer profile will appear. If the constituent is not yet a volunteer, you will be prompted to create a volunteer profile and enter information.
If you have already created a Volunteer profile, the profile will resemble Seth's profile below:
Each area of the profile can be updated and edited based on your knowledge of the volunteer's availability. The volunteer can also update his or her own volunteer profile through the volunteer portal, which will be covered later in this course.
Screening a Volunteer: To screen a volunteer, you must first add a volunteer profile. Then when viewing the profile of an unscreened volunteer, you will see a "Screen Volunteer" located above their availability.
Clicking that button takes you to the screening process, where you can indicate the Screening Result (Accepted or Rejected), Screening Date, User Screening Volunteer, and any notes about the screening. Unscreened or Rejected volunteers cannot be assigned to jobs.
If a volunteer has already been screened, but you need to re-screen the volunteer or change the screening status of the volunteer, there is a "Modify Screening" button of the Volunteer's Profile screen, which allows you to enter new screening information.
Relationships in GiftWorks Cloud allow you to connect constituents to each other. A few different examples of reasons why you'd add relationships are as follows:
- At your big gala event, one of your board members invited their corporate connections to sponsor a table. When you add those new constituents (the corporation and the attendees) to your GiftWorks Cloud database, you can add a relationship between them and the board member that brought them to your event.
- A husband and wife are both in your GiftWorks Cloud database, but only one of them is a donor and the other is an affiliate (non-donor). You still want to keep them connected, but do not want to make a household profile. You can connect them in the relationships tab by labeling them as "spouses" and adding a note that they give separately.
- A corporate sponsor for one of your events has several employees who also attended the event. You can connect the employees via their constituent profile to the corporation's organization profile in the relationships tab.
To add a relationship, go to the Constituent profile and click on the Relationships tab.
Click on the type of relationship that you'd like to create.
Note that relationships are added based on Constituent Profile Type. Therefore,
- Personal relationships (between individuals) such as husband, wife, child, daughter, friend, co-worker, colleague, etc. can all be added to Individual Relationships
- Company relationships are between Organizations and Individuals
- Household relationships are between Individuals and Households
To add Seth's wife, we will click on "add relationship" underneath Relationships.
You will be prompted to find a constituent. If the constituent is not already in your database, you can also add a constituent at this time.
Once you search for the constituent, their information will appear and you can select the correct constituent.
Once the correct constituent has been selected, you will be prompted to add the relationship type. In this case, Lauren is Seth's wife, and Seth is Lauren's husband.
Once you select "Create" you will see that the relationship appears in both profiles.
In Seth's profile:
In Lauren's profile:
If your organization uses Artez, Bidding For Good, or First Giving, information about the constituent's event participation on those platforms will appear in the Events tab. This tab will be further built out in the coming months to include options for tracking events within GiftWorks Cloud.
The Activity tab of a constituent profile can include any of the following:
- The giving history of that constituent, linked to each payment that the constituent has made
- Any mailings that have been sent to that constituent
- Any notes that the GiftWorks Cloud administrator or user has added to the constituent's account
- Event participation from Artez, Bidding for Good, and First Giving
- Tasks that remain for that constituent
Below is an image of what an activity tab can look like:
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