Native Profiles: The highest level of a profile, which must be one of three types - Individual, Organization, or Household. Individuals, Organizations and Households can be linked together.
Households: Multiple individual profiles, generally spouses, can be linked to a household profile via the +Add Household Member. The combined giving history of each individual linked to the household profile displays on the household profile. In order to properly attribute gift credit and track which members of the household attended events you need individual profiles in addition to household profiles.
Things to think about with household records
Donations need to be attributed to the profile that is reflected on the donation
Joint credit needs to be entered on the household profile
Spouse changes: death and divorce.
Check out this article for information about how to handle spouse changes
Suggestion: Create a policy for how you use and name Households, including where to add Notes, Opportunities, Profile Types, Grant Type Interest and Profile Fund Categorie
Ways to Create Profiles
Search Guidestar, select desired nonprofit from search results and select Create Profile to left of organizational name
Copy an existing profile (when in a profile, click “Copy” on left sidebar)
Import a CSV list of profiles
“- Reverse Filter” excludes attributes that you have selected
“+ Add Filter” includes attributes that you have selected
Ex. filter by profile type, donation amount, service area, specific fund donors
You may bulk add this filtered list to “Profile Types” or “Campaigns”
Save filter reports so you can easily re-pull lists with the same filters
Saved filter reports can be shared with all users in your organization
Profile Designation (Profile Is): The sub level of the profile that houses content-specific information. Ex. Profile Is Donor, Fund Advisor, Grantee, Vendor, Nonprofit, Student. Most of these designations are set manually per profile. Profile Is Donor appears when a donation is processed under the profile.
Engagement Strategies: Use to segment your profiles on a one to one basis. Each profile can only have one Engagement Strategy selected. Examples: High, Medium, and Low Priorities.
You can apply Profile Types, Address Types & Engagement Strategies through the Edit screen in individual profiles.
Profile Links: Track relationships via linking any profile to a person, fund or organization. Unlike Organizational roles, Profile links are free text and can be defined by the user. A profile can be multiple profiles.
Service Areas: Tag profiles to a geographic area. Can be tied to zip codes but not required. Setup is via Nonprofits column of Home.
Notes: A place to capture information about situations or relationships.
Note Types are user defined fields that are set up in the Opportunity page to help organize your information
Ex. Visit, Call, Development Strategy, Stewardship Note, Personal Update, Event, Special Handling
Note types also apply to Tasks
Place Notes at Profile, Donor or Opportunity level
The Notes section off the home screen displays all notes.
Notes roll up to the Native Profile, sorted by date. At this time some Designation Notes do not roll up into the Native Profile.
Permissions helps control who can see Notes
When deleting a note type, the system prompts you to tag notes in that note type as a different note type
TIP: Think big and broad - what Note categories capture as many actions as possible across your site?
A Donor Profile is where all the information regarding a donor’s philanthropic relationship with your organization is kept. The profile captures donor history, affiliations, and fund information.
Properly navigating and reading a donor profile provides important information pertaining to the capacity, inclination and status of a current or prospective donor. Interpreting fluctuations in donation amount, time frame, or patterns in gift allocations helps inform strategy while engaging with a donor. Follow-up with a timely thank you if a donor suddenly increases their gift or connecting them to other donors with similar interests are both examples of strategic activities that might come from reviewing the Donor Profile page.
Donor Profile Basics
Items from the bulleted list below will appear in a Donor Profile IF there is data to populate in that section.
Opportunities are a relationship management tool used to track specific strategies for an individual, household, or organization. The Opportunities function is where you conduct “moves management” for prospects or volunteers.
Opportunities allow you to do the following:
Opportunities are the individual pieces that build the foundation of your pipeline and fund development strategy. They are individual project plans that enable you to move relationships forward. Opportunities increase your effectiveness because they help you approach relationship building with a strategy and record and track the important details of that relationship in order to propel it forward. Additionally, capturing these opportunities in the system protects against losing momentum due to organizational turnover. Finally, creating metrics with this data enables the organization to track progress, identify what is working and create financial projections via success rates on solicitations and current donor pipeline.
Create Opportunity Type: Under the Opportunity page select List Types on the left sidebar. This is where you build user defined opportunity types and their related task types.
Stages of an Opportunity:
Create Coinciding Tasks:
Task Viewing Options: From Home → Tasks (in the top menu)
All My Tasks: Shows all tasks assigned to you by yourself and other users
Assigned Tasks: Shows all tasks you have assigned to others
To see who the assigned task is assigned to, click “edit” on the task
Campaigns are a way to create and manage lists of people for general communications and development purposes. Campaigns can also be used to manage events.
…Wait, when and why do I use Campaignsinstead of Profile Types or Opportunities?...
Profile Types categorize constituent attributes and characteristics. Opportunities track where someone is in a strategic process. Campaigns group constituents based by temporary or dynamic interests or initiatives i.e. a monthly newsletter or an interest-based event. Campaigns also offer the ability to interface with the general public and grow your database.
Campaign Group: Organize your Campaigns into buckets and differentiate one group’s purpose from another. Examples of campaign groups are Newsletters, Stewardship Letters and Donor Engagement Events.
Campaign: Campaigns are the individual lists under Campaign Groups. Under the Newsletters campaign group you might have a campaign for each date your newsletter is sent.
Tip: what you choose for both Group Name and Campaign Description flows into the public portal and is visible by people buying tickets.
Invite to Campaign: You can add invitees to your campaign via the individual search bar or the filtered profile lists.
If your Campaign is an event you have a variety of options under Edit:
You may create multiple types of tickets and choose whether or not these are viewable on the online events page. ie. General Admission, Preferred Seating, Sponsorship.
You can also create request preferences that invitees chan choose when registering for your event. i.e. Chicken, Fish or Gluten Free
Create groups to apply to invitees after they have RSVPed - ie VIPs, Host Committee, etc.
If your Campaign is a mailing:
Connect Donations to a Campaign: By linking a donation to a campaign you can report on ROI and Income Statements.
Reporting on a Campaign:When viewing a specific campaign you can select the income statement, donations, and invoices linked to that campaign from the left sidebar.
Reports are ways to compile information to make strategic decisions about your constituency. Reports enable you to comb your database for prospective donors, create fundraising projections and analyze what types of communication campaigns are yielding gifts or constituent engagement. Understanding what you can do with CSuite’s reporting functionality enables you to access and analyze the data you are so meticulously keeping and cultivating. CSuite has three types of reports - filter reports, canned reports and custom reports.
Filter Reports: Filter reports are accessed through many avenues in CSuite. Any time you see “+ Add Filter”, “- Reverse Filter” or “Filter Reports” on the left sidebar, you can create a filter report. These filters allow the user to add parameters and export CSV format spreadsheet. Your export format will vary dependent on which page the report was created in:
Building reports: Adding additional report filters allows you to narrow report results based on multiple criteria. For example, you can create a report of “+Add Filter” of “Donated to Fund” and “- Reverse Filter” of “Donation Amount” minimum of $500. This report will pull all donors to your specified fund but exclude those who gave under $500.
Canned Reports: Access via Reports from Home. Pull pre-defined, formatted reports based on topic and the date range you select. These are not customizable, but you can export them to a CSV file.
Custom Reports: Learn more about custom reporting by clicking here.
Configurable (User Defined) CRM Data Fields
Here is a list of user defined fields in CSuite to which enable you to customize donor management, strategy, and moves management for your organization.
Household naming and structure