Donors & Donations Dashboard
Manage all aspects of your donors and donations
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Create Donor
Create Donor
As well as viewing existing donors to your charity and adding new donors, you can view the used items which have been donated and add new donations. There are fields available to filter your search and thus limit the data returned in the table.
New Donors can be created using the action button. Should you have lots of donors you can limit the search using the Date From and Date To as well as limiting the donors in the table based on Region, Area and/or Location.
You can select to VIEW a donor from the table, and subsequently EDIT the donor details.
View, Edit and Delete Donors
View, Edit and Delete Donors
Just above the Donor tabs, you will find the CURRENT declarations that have been granted or denied by the Donor you are viewing.
The various tabs available for the Donor show their; personal details, gift aid donations, monetary donations, gift aid proceeds, donated items, notifications, declarations and if the donor is linked to any replica donor record.
Within each of the tabs, you are able to drill down further into the types of gift aid donations, monetary donations, gift aid proceeds, donated items, notifications and declarations made by the donor. The final tab, Linked Replica Donors, will show any donors the donor you are viewing has been linked to. See below on how to link donor accounts.
If required, you can use the ACTION button to Edit the donor details, Create Donor Declaration, Create Monetary Donation, Change Notification Status, Find Potential Replica Donors, Link a Replica Donor or Create or Resolve Excess Notifications if the donor has these actions available for them.
From the Gift Aid Donations tab, the type of donation made, the donation amount and whether the amount has already been claimed in a Gift Aid Claim or is still claimable is shown.
The Monetary Donations tab, shows the tender type, amount and date any monetary donations have been made by the donor. You are able to drill into the monetary donation further using the VIEW option against the monetary donation.
The Gift Aid Proceeds tab allows you to select the tax year you would like to look at, showing the totals for that tax year and any extension events which have been issued to the donor, such as the end of year notification or excess notification.
The Donated Items tabs gives you details of the items the donor has kindly donated and if those items are sold, along with the sale price, or if the item still available for purchase. You are able to drill into the item donation further using the VIEW option against the item.
The Notifications tab shows any communications sent to the donor, with the ability to VIEW the correspondence.
From the Declarations tab, you can also see if the donor has subscribed to any of the marketing channels used by your organisation.
You are able to drill into the declaration further using the VIEW option against the declaration.
If the donor is a PRIMARY donor, any REPLICA donors linked to them will be shown in the Linked Replica Donors tab.
See below on how to link donor accounts.
The action of deleting a donor will be confirmed before being committed to the database.
Donor Linking
Donor Linking
There may be cases, within your organisation, where donors have more than one donor record. Possibly due to name, email or address changes etc.
There is a way to link all these donor records to the PRIMARY donor, with linked records being known as REPLICA donor records.
The primary donor will be the oldest record you have in your system with all replica's having creation dates newer than the primary donor record.
From within the donor record, the action menu offers you the ability to; Find Potential Replica Donors, Link to a Replica Donor (from within the Primary donor record) and if the donor already has replicas linked to it, there will be a further action to Unlink All Linked Donors.
Example - Find Potential Replica Donors
To find potential replicas for our donor, Dr L Frances in the screen opposite, on selecting the action to find potential replica donors, the portal will show results and the similarity percentage these finding have to the primary donor.
The results show other donors in our system having the same surname and the percentage similarity. If you are sure the potential replica should indeed be linked to the primary donor record for Dr L Frances, you can click the checkbox next to the potential donor to select it for linking. There is also the ability to view this potential donor to double check prior to linking.
Once linked, the primary donor has an entry in the Linked Replica Donors tab, and the linked donor, in this case DR Angie Frances, has had certain actions made unavailable such as Create Donor Declaration and Change Notification Status as both these actions should only be available to primary donors not replica donors. If the linking has been made in error, the new Unlink Donor action can be used to reverse the linking.
Example - Link a Replica Donor
If the donor you know is a replica and does not come up during the find potential replicas search, if there has been a name change for example, the action menu Link a Replica Donor can be used from the primary donor in the portal. In our example above, you navigate the the donor record for DR L Frances and select Link a Replica Donor from the action menu. This gives you a prompt to add the Replica Donor ID, which can be found at the end of the URL for the replica donor record in the portal. In this example you would enter OYewrt3ZretDyufersla before pressing the LINK button and the same linking process would happen as detailed above as if you'd checkboxed next to the potential donor to select it for linking.
The Unlink All Linked Donors action, will do exactly that and set all donors as if they are all primary donor records not linked to any other donor records.
Create Donor Declaration
Create Donor Declaration
Should there be a necessity to create a declaration, for example to DENY an already granted gift aid declaration, or to GRANT marketing communication, the Donor should be found via the View Donor screen and then using the ACTION button to select Create Donor Declaration. The types of declarations available to your organisation will be shown in a drop down list box along with the permission you are associating with the type of declaration being created. All fields in the donor declaration are compulsory fields.
View Donor Declarations
View Donor Declarations
Donor declarations can be viewed within the portal. There are fields available to filter your search and thus limit the data returned in the table.
You are able to drill down further into a specific donors declaration with the view action, from the entries shown in the table.
View Gift Aid Donations
View Gift Aid Donations
The gift aid donations to be claimed from all items sold, which were eligible for gift aid, can be viewed here. From the list you are able to see which gift aid donations have been claimed or are waiting to be claimed in your next gift aid claim.
By selecting to view an entry from the gift aid donations table, the specifics relating to the donor and the sale can be viewed.
Create Monetary Donation
Create Monetary Donation
To create a Monetary Donation, the Donor should be found via the View Donor screen and then using the ACTION button to select Create Monetary Donation. The date of the donation is a compulsory field, as is the amount. You are able to select the tender type and add the location if required. Monetary donations can be view via the Gift Aid Donations screen.
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