Beginning Balance Profile Conversion Summary

Written by Nick Miles

Last published at: March 5th, 2020

When importing your data and setting up your CRM system there are a few key decisions to make regarding how information is kept on a profile. The following is a guide that helps delineate these decisions.

Householding

CommunitySuite offers three ways to import Households for couples assuming the data provided includes the complete information needed.

1. One Household profile per Household

Import Spouse1 and Spouse2 as one combined household profile, ie. “Smith, Bob and Sally”.

Pros
All information lives in one place; you do not have to create a process document for where you store information.

Cons
You cannot easily record information about Individuals within the Household on a combined Household profile (think donor notes, donations attributed to an Individual). You have less flexibility to contact individuals at different emails/addresses. You are limited to one Salutation and Mailing Label so contacting Individuals would take manual work.


2. Two Individual profiles per Household

Import separate Individual Profiles for Spouse1 and Spouse2 and do not create a Household Profile. You can still manually create and link Household Profiles to Individual Profiles as needed later.

Pros
All information lives in one place; you do not have to create a process document for where you store information.

Cons
You will not have a place where you can house “joint” information. You are limited to one Salutation and Mailing Label so contacting a couple would take manual work.


3. Three profiles per Household "Trifecta" (two Individual and one Household)

Import Spouse1 and Spouse2 as Individual profiles and import Spouse1 and Spouse2 combined into a household profile. In the import file, specify links between the Household profile and each Individual profile.

Pros
You can actively track your organization’s relationship with the combined Household and differentiate the relationships you have with each Individual. You can track which Individual attended an event. You can choose to communicate with the Household via their preferred mailing address and phone number, or the Individuals based off their preferred mailing address and phone number.

Cons
More places to put data creates more room for error. To help alleviate this, create a process document and train staff on where and how to enter information with this system.


These three options are available regardless of which householding structure you currently use. Importing a householding structure will likely differ from your current system, so you will want to think this through prior to your implementation.

When selecting "trifecta", unless otherwise specified:

  • Where client data has two Individuals who belong to one Household, a Household profile will be created;
  • Where client data has a Household without Individual records, Individuals will not be created.

If you'd prefer, you can bring your data over "as-is" and not fit it into one of the defined householding options.


Name & Salutation Fields

Here is an overview of each name field available in CSuite:

Individual Name
The name you call the person most (i.e. Jon Smith). All name components (Prefix, First Name, Middle Name, Last Name, Suffix) are separate fields.

Household Name
The name of the combined members of the Household. The recommended Household Name format will lead with Last Name so they'll fall in A-Z order in profile lists. Here are recommended formats:

  • When same Last Name: Smith, Jon & Jane
  • When different Last Name: Smith, Jon & Robinson, Jan

Unless otherwise specified, Foundant will use recommended Household Name structures.

Organization Name
All name fields on Organizations (Organization Name, Salutation, Mailing Label) are generally the same, so choose what you'd like to display on your envelopes and letters. Unless otherwise specified, Foundant will set the same name for all three fields.

Legal Name
Full name on their birth certificate (i.e. Jonathon Wright Smith). One field is stored so enter full name.

Legal First Name
The First Name used in a person's full name (i.e. Jonathon).

Salutation
Name that you use to address someone in a letter (i.e. Jon or Mr. Smith). To include a contact name for Organizations, you can import the contact's name in Salutation, then move this to Contact Name using Bulk Edit.

Mailing Label
The name that goes along with the address on an envelope (i.e. Mr. Jon Smith or Jon Smith).

It's important to populate Salutation and Mailing Label because these are common merge fields in templates. Templates cannot default to other fields so blank fields = blank data on your template result. They do default to other fields when generating mailing labels or printing envelopes from CSuite. When Salutation is blank, it will default to Mailing Label and if Mailing Label is blank it will pull First Name and Last Name with Prefix. When Mailing Label is blank it will default to First Name and Last Name without Prefix.


Additional Profile Information & Relationships

The import file has columns to accommodate relationships between Individuals and Organizations, as well as subjective descriptors of your profiles:

Organizational Roles
A reportable, user defined field to designate a profile's relationship to an Organization. Org Roles have affiliated start and end dates and can be set as Active or Inactive.

Work Relationships
A free-text relationship between an employer (Organization) and employee (Individual). These relationships cannot be reported on.

Profile Types(s)
Could be personas of your constituents, important information, or preferences. Generally subjective qualities that are not captured in other user defined fields. There is one column for Profile Types. If you have more than one Profile Type to import, you can combine these into one column (i.e. VIP, Legacy Donor) for the import.

Deceased
Deceased profiles can be indicated on import. If you have Inactive profiles, consider importing this in Profile Types. You can then set these profiles to Inactive in Bulk Update.