Add and look after donors

A donor is a person or an organisation that gives to your choir. Each has a page of their own with their details and every gift they have made. Any admin can add and change donors.

To bring in many donors at once from a spreadsheet, see Import donors and past gifts.

Add a donor

1. In the admin panel, open Donors.
2. Press New Donor at the top of the page.
3. Choose the kind of donor: A person or An organisation.
4. Fill in the form. Only the name is required.
5. Press Add Donor.

The new donor's page opens, ready for you to record a gift.

The New Donor form: the choice between 'A person' and 'An organisation', boxes for name, organisation, email, phone, address, city, province, postal code, country and notes, and the tick boxes 'Does not want to be named' and 'Do not send appeals'

The fields

Field	What it is for	Limit
Name	The person's name. Required for a person. For an organisation this box is Contact name: the person you deal with there.	200 characters
Organisation	The organisation's name. Required for an organisation, unless you give a contact name. Optional for a person, for example their employer.	200 characters
Email	Used when you email your donors, and to match gifts given online.
Phone		40 characters
Address and Address, second line	The postal address. An official receipt cannot be issued without an address.	200 characters each
City or town	Also needed for an official receipt.	100 characters
Province or state		100 characters
Postal code		20 characters
Country		100 characters
Notes	Anything your choir wants to remember. Only admins see it.	2,000 characters

For an organisation with no contact name, the organisation's name is used as the donor's name in lists and on receipts.

The three tick boxes

Tick box	What it does
Does not want to be named	A reminder for you. The donor shows an Anonymous label in the list, and the downloaded list of donors has a column called Anonymous with "Yes" against them, so you leave them out of programmes and thank-you lists. It does not change anything else.
Do not send appeals	The donor is left out of every message you send from the Mail tab. It is also ticked by itself when a donor uses the "Stop receiving these messages" link in an email.
Archived (no longer giving)	Shown only when you edit a donor. See Archive a donor.

note

Adding a donor by hand does not check whether they are already there. Search first, so you do not end up with the same person twice.

Find a donor

On the Donors tab, type in the search box. It looks in the name, the organisation, the email address and the town. The list narrows as you type.

The list is in order of name. Each line shows the donor's name, their organisation, email and town, the total they have given, how many gifts, and the date of the last one.

A donor's page

Press a donor in the list to open their page. All donors at the top takes you back.

A donor's page: their name, email, phone and address, the total given in three gifts, the Edit and Delete buttons, a 'Record a gift' button, and a table of gifts in which one is marked 'Receipted' and one shows a smaller eligible amount under its amount

The page shows:

• their details, with labels for Does not want to be named, Do not send appeals and Archived where they apply;
• the total they have given and the number of gifts, for example "$350 in 3 gifts". Money that was refunded is left out;
• Edit and Delete;
• Record a gift;
• every gift they have made, newest first, with tick boxes for issuing a receipt. See Issue receipts.

Change a donor's details

1. Open the donor's page and press Edit.
2. Change what you need.
3. Press Save Changes.

Receipts already issued keep the name and address they were issued with. To give a donor a corrected receipt, see Replace a receipt.

Archive a donor

Archive someone who no longer gives but whose gifts you need to keep.

1. Open the donor's page and press Edit.
2. Tick Archived (no longer giving).
3. Press Save Changes.

An archived donor:

• is hidden from the list, and not counted in the number on the Donors tab;
• is left out of every message you send from the Mail tab;
• is not offered when you record a gift from the Gifts tab;
• keeps all their gifts and receipts, which still count in your totals.

To see archived donors, press Show archived donors under the list. To bring one back, edit them and untick the box.

Delete a donor

Open the donor's page, press Delete, then Delete again to confirm.

A donor who has any gift on record cannot be deleted. You are told "This donor has gifts on record, so cannot be deleted. Archive them instead." This is deliberate: the gifts are your choir's record of its income.

If something goes wrong

Message	What to do
"A name is needed"	Fill in Name, or for an organisation, Organisation.
"That email address does not look right"	Correct the address, or clear it.
"That donor is not on the list any more"	Another admin deleted them. Reload the page.