Knowledge Base Article

Add Donors

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A Donor is any individual, organization or household who contributes to your organization financially. Donors are first created as Constituents, then assigned as donors.

To get started, select Constituents > Donors - from the Argenta main menu on the left-hand side of the screen:

 

This opens your organizations complete donor list. From here, click the "Add New" button:


This opens the Add A New Donor window:


From here you need to select the constituent that you are creating as a donor. Select the Lookup  icon to search for an existing constituent. If the Constituent is not in the system, you can add them by clicking the Add New  icon. (For help adding a constituent please see our other KB Article - Add Constituents) This is a required field.

With the constituent selected, click the “Add Donor & Enter Details” button. The window will close and the Donor Workspace opens:

 
 
This Workspace has 12 tabs of information that you can add for this new donor. Let's go tab-by-tab and field-by-field:
 
1. Donor Details tab:
 
 
This tab contains the donors details and you can enter more information about your donor. You can enter these fields:
  1. Record Permissions- Set As View Only - Placing a checkmark in this box restricts this record to view-only access unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to modify this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  2.  Record Permissions - Lock This Record - Placing a checkmark in this box locks this record so that users cannot view or update the record unless the user is the user who created the record, the user is a master admin, or the user is given specific permission to access this record on the Record Permissions tab of this record. Permissions also work by assigning a department, district and/or precinct. If you have users in your system who are restricted by these permissions, they will only be able to see records in the departments/districts/precincts you have granted them access to.
  3.  Open The Full Constituent Card - By clicking this button you will be taken to the full constituent card where you can add/edit details of this constituent's phone numbers, addresses, and other information.
  4. Active Date - By default, this will show the day you are entering the record. You can select another active date by manually typing in a date or by using the date selector.
  5. Associated Team Member - If a member of your team should be associated with this donor, you can add them here by clicking the Lookup  icon, searching for and selecting the team member you wish to associate with this donor.
  6. Is this donor a third-party giver? If this donor is a third-party giver select "Yes" otherwise select "No."
  7. Donor gives to state campaigns - If this donor gives to state campaigns select "Yes" otherwise select "No."
  8. Donor Type - Select the appropriate donor type from the drop-down list. If an appropriate type is not listed you can add a new one by clicking the Add New  icon. 
  9. Donor Category - Select an appropriate category from the drop-down list. If an appropriate category is not listed you can add a new one by clicking the Add New  icon. 
  10. Preferred Payment Method - Select the donor's preferred payment method from the drop-down list. 
  11. Acquisition Source - Select the acquisition source for your donor from the drop-down list. If an appropriate source is not listed click the Add New  icon to add a new source.
  12. Associated Campaign - If the donor is associated with a campaign, select it from the drop-down list. If an appropriate campaign is not listed click the Add New  icon to add a new campaign.
  13. Chapter - If this donor belongs to a specific chapter within your organization or you wish to restrict users by chapter, select the appropriate chapter from the drop-down list. If you have users in your system who are restricted by chapter, they will only be able to see records in the chapters you have granted them access to. 
  14. Division - If this donor belongs to a specific division within your organization or you wish to restrict users by division, select the appropriate division from the drop-down list. If you have users in your system who are restricted by division, they will only be able to see records in the divisions you have granted them access to.
  15. Department - If this donor belongs to a specific department within your organization or you wish to restrict users by department, select the appropriate department from the drop-down list. If you have users in your system who are restricted by department, they will only be able to see records in the departments you have granted them access to.
  16. District - If this donor belongs to a specific district within your organization or you wish to restrict users by district, select the appropriate district from the drop-down list. If you have users in your system who are restricted by district, they will only be able to see records in the districts you have granted them access to.
  17. Precinct - If this donor belongs to a specific precinct within our organization or you wish to restrict users by precinct, select the appropriate precinct from the drop-down list. If you have users in your system who are restricted by precinct, they will only be able to see records in the precincts you have granted them access to.
Before moving on you should save your changes by clicking the "Save All Changes & Continue" button. 
 
2. Fiscal Donations tab:
 
 
On this tab, you will see all the donor's fiscal donations. Since this is a new donor there are no donations listed yet. You can add a new fiscal donation from this tab by clicking the "Add New" button. If you need help adding a fiscal donation, please see our other KB Article - Add Fiscal Donations.
  
3. Recurring Donations tab:
 
 
On this tab, you will see the recurring donations. Fiscal Donations can be scheduled to recur weekly, bi-weekly, monthly or annually. If you have scheduled recurring donations they will be listed here.
 
4. Pledges tab:
 
 
If this donor has any pledges they have made, they will be shown here. For help adding a pledge, please see our other KB Article - Add Pledges.
  
5. Material Donations tab:
 
 
This tab will show you all the material donations your donor has given. Since this is a new donor, there are no donations listed yet. You can add a new material donation from this tab by clicking the "Add New" button. For help adding a new Material Donation please see our other KB Article - Add Material Donations.
 
6. 3rd Party Donations tab:
 
 
This tab will show you all the donations given by 3rd parties on behalf of this donor.
 
7. Follow-up tab:
 
 
On this tab you can set any follow-up appointments you may need. Sometimes your donors need follow-up communication. You may need to remind them of something or give them important information. Use follow-ups to keep track of the dates and times you would like to reach out. Here is where you can set a notification so that Argenta will send you an email to remind you of the follow-up. Follow-Ups will also display on your personal calendar, accessible from the Dashboard or My Organization > Organization Calendars from the Main Menu. To add a donor follow-up, click the "Add New" button:
 
 
This opens the Follow-up details screen:
 
 
From here you need to enter these fields to create the follow-up:
  1. Team Member - By default, this will say the user that is signed into Argenta. You can select another user from the drop-down list if needed. This is a required field.
  2. Follow-up Reason - Enter the reason for the follow-up meeting. This is a required field.
  3. Follow-up Outcome - Once the follow-up has occurred you will enter the details and/or outcome here.
  4. Follow-up Date & Time - Enter a date and time for the follow-up meeting. You can manually enter a date and time or use the calendar and time selectors. This will be entered onto your personal calendar. This is a required field.
  5. Notification Date & Time - If you would like to set a notification for yourself, enter a date and time here. You can manually enter a date and time or use the calendar and time selectors. Setting a notification here sets up the date and time that an email reminder will be sent to you for the purpose of reminding you of this follow-up appointment.
  6. Send A Notification to 2nd Email Address - If you would like to send the notification email to someone else, you can enter another email address here that will also receive your notification email.
Once this information has been entered click the "Save All & Exit" button to save your notification and be returned to the Follow-Up tab.
 
8. Contact Log tab:
 
 
On this tab, you will find all the contacts you have logged to this donor. These will be the times you have had contact with this donor. You can add unlimited contacts to this donor. For help on adding a new contact, please see our KB Article - Add Contact To Contact Log.
 
9. Email Log tab:
 
 
This tab shows you all the emails that you have sent to this donor through the Argenta system. Since this is a new donor, nothing is listed. Once you send system generated emails they will be shown here.
 
10. Files tab
 
 
This tab shows you the related files that are attached to this donor. You can add a new file by browsing or using the drag-and-drop box. For help adding a file to this donor please see our other KB article - Add Related Files.
 
11. Notes tab:
 
 
This tab shows you all the related notes that have been entered for this donor. You can add a new note by clicking the "Add New" button.  For help adding a related note to this donor, please see our other KB Article - Add A Note To The Notes Section.
 
12. Record Permissions tab:
 

This tab controls the record permissions for the donor.

12. A. View Only Access:

Sometimes you want users to be able to view a record but block them from modifying that record. Individual records can be set to View Only so only master admins and users who are listed here, can edit them. To grant users permission to modify this record simply add them here. Select a user from the "Select A User To Add" drop-down menu then click the "Add Selected User" button to add the user to the view-only access permissions.

12. B. Locked Record Access:

Individual records can be locked so only master admins and users who are listed here can view or edit them. To grant users permissions for this record simply add them here. Select a user from the "Select A User To Add" drop-down menu, then click the "Add Selected User" button to add a user to the locked record access permissions.