Adding and Editing a Constituent Profile

  • Constituents - overview

    Constituents are the people and organisations in your database. Constituents are classified by a Constituent Type. Constituent Types can be flagged as Groups - meaning they are organisations of some sort, and display slightly differently in Donorf...

    Robin Fisk
  • Constituent Types

    Constituents are the people and organisations that you interact with and the Constituent Types are the broad categorisations of the constituents you have in Donorfy - e.g. individual, company, church, trusts, etc. Constituent Types should be exclu...

    Ben Brett
  • Salutation & Label Names

    A constituent's salutation is used at the start of a letter or email - e.g. Dear John, label name is used at the top of an address e.g. Mr John Smith Donorfy will use a default salutation and label names using the name information available...

    Ben Brett
  • Preferred Address, Email & Phone Numbers

    Preferred addresses are set within your Constituent Preference Centre under the preferred Channel setting, and allows you to respect a constituent’s wishes by staying in contact with them by their preferred way.   Depending on the data within the...

    Ben Brett
  • Households and Constituents that Share an Address

    If you have records for constituents that share an address - e.g. for a household or a company - you can manage this in Donorfy as follows The address should be entered against one of the constituents in the normal way - for individuals this wou...

    Ben Brett
  • Viewing changes to a Constituent

    If you are an Administrator in your Donorfy you can See the changes to a Constituent on the Change Log, see details below, or Create a change log list  Constituent's Timeline Change Log View This view is available on the Constituent's Timeline u...

    Robin Fisk
See all 7 articles

Communication Preferences

  • GDPR in Donorfy – Overview

    Donorfy allows you to comply with elements of GDPR direct from a constituent’s record, web widgets and partner integrations, such as MailChimp. Within Donorfy, this takes place within the Preference Centre of a constituent’s record. You are able ...

    Graham Bell
  • Including a Preference Update Link in an Email

    This feature is only available with the Donorfy Professional plan You can include a link in emails you send to your constituents from Donorfy which can be clicked on to allow people to update their contact details and other preferences - note that...

    Ben Brett
  • Listing Communication Preference Updates

    To build a list of communications preferences updates you can  Add a new activity list Filter the list for Activity type equals 'Communication Preference Confirmation' If you only want updates made by the constituent themselves add a filter for E...

    Ben Brett

Using Tags on Constituent Profiles

  • Tags - overview

    Tags are ways to label things in Donorfy - primarily Constituents, but also Campaigns. Tags are arranged into Tag Categories. For example, for the Tag Category "Colour of eyes", you could have tags of "Blue", "Green" and "Brown". Having added a Ta...

    Robin Fisk
  • Adding a Constituent Tag

    Firstly you need to set up the tags - this article explains how to set up tags - you need to make sure your Tag Category can be applied to Constituents - see screenshot below:   Depending on how your Constituent Types are set up, you may need to ...

    Graham Bell
  • Adding Extra Fields to Tags

    Donorfy allows you add extra fields to tags - e.g. to collect further information for analysis or reporting, you can  Set up different fields for each type of tag Have 10 text fields, 10 dates, 10 numbers & 10 yes/no fields for each tag The fiel...

    Ben Brett
  • List Overrides

    List Overrides are a special type of tag used to add or remove constituents from manual or combined lists - the List Overrides are shown in a panel on the constituents profile next to communication preferences. To Add a constituent to a list cl...

    Ben Brett
  • Adding or Deleting a Tag from all Constituents on a List

    Sometimes it is useful to be able to either add or delete a tag to all constituents on a list, this can be done as follows: Create your list in the normal way, ensure you add the constituent number to your data view. Press the Tag button shown at...

    Ben Brett

Using Connections

  • When to use a Connection, Soft Credit or Beneficiary Link

    Timeline entries - e.g. activities, transactions and so on - can be linked to other constituents you have in Donorfy - this is when you should use each type of link Soft Credits - a transaction can have one or more soft credits - use this when yo...

    Ben Brett
  • Connections

    On a constituent's profile you will see two boxes labelled 'Connections' and 'Other Connections'- see example below - which track the connections this constituent has.   The connections box can contain connections that you create - e.g. if you are...

    Ben Brett

Adding Non-financial Items to the Constituent Timeline

  • Adding Activities to the Timeline

    An Activity is a type of Timeline entry in Donorfy. It is used to represent the various interactions that you have with Constituents - such as: a phone call, in or outbound a letter received or sent a meeting a request for a fundraising pack etc ...

    Robin Fisk
  • Sending One Off Letters and Emails

    After you have set up your documents (see this article for help with that) you can send them by clicking on Send Document on the Main add menu , or Timeline add menu  If you are not currently on a constituents record you will have to find t...

    Ben Brett
  • Timeline Document Upload

    Donorfy allows you to upload documents and link them to a timeline entry or an activity, for instance, you may like to add a Gift Aid declaration or perhaps a scan of a letter received. Donorfy can accept various document types (up to 3Mb in size)...

    Ben Brett
  • Connecting Timeline Entries to Other Constituents

    Sometimes it is useful to create a connection between an entry you add to someone's timeline and another constituent - for example, you might add an activity about a conversation with a constituent but want to link it to the organisation they are ...

    Ben Brett
  • Task Reminder Email

    If you have any tasks assigned to you which are either 1) overdue or 2) due within the next 7 days Donorfy will send you an email with a summary of the tasks on Monday morning. If you prefer, you can disable these emails by going to 'Manage your N...

    Ben Brett
  • Setting Alerts for Activities

    You may add an activity to a constituent's timeline that you want to be alerted to when you, or a colleague, next retrieves the constituent's record. For example, the constituent might have made a complaint which you want people to be aware of, or...

    Ben Brett
See all 9 articles

Managing your Constituents

  • Archiving and Deleting Constituents

    If you archive a constituent all the information you have about them is retained but they are put into an inactive state - this makes it easy to exclude them from lists & mailings, note that payments will be not be collected for recurring payment ...

    Ben Brett
  • Merging Constituents

    You need to be in the system admin role to use this option.   If you end up with two records for one constituent you can use the constituent merge feature to merge the records into one. To merge your constituents, you will need to:  Find the cons...

    Ben Brett