Knowledge Base Article

A Constituent is any individual, household, or organization affiliated with your nonprofit. Board Members, Clients, Donors, Grant Applicants, Grantors, Leads, Material  Recipients, Members, Partners, Parents, Participants, Staff Members, Vendors and Volunteers are created as constituents, then assigned to a relationship group based on their interaction with your nonprofit. 

To get started, choose Constituents > Constituents (All) - from the Argenta dashboard on the left-hand side of the screen:

This will open all your organizations Active Constituents screen. From here, select the "Add New" button.

This opens the "What type of Constituent would you like to create?" screen:

1. Record Level 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 Level 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. Constituent Status - Select the appropriate status for this constituent. Your options are: Active or Inactive.
4. Do Not Solicit - Enter a checkmark here if this constituent wishes to be opted out of all your mailing lists. 
5. Constituent VIP? - If this constituent is a VIP then mark "Yes", if they are not leave this as "No." This is a filter field and information only.
6. Potential  Ambassador? - If this constituent is a potential ambassador mark "Yes", if they are not leave it as "No." This is a filter field, information only, and does appear in a few reports.
7. Prefix - Select the appropriate prefix for this constituent from the drop-down list.
8. First Name - Enter the first name of your constituent here. This is a required field.
9. Last Name - Enter the last name of your constituent here. This is a required field.
10. Suffix - Select a suffix for your constituent from the drop-down list if appropriate. 
11. Middle Initial/Name - Enter the middle name for your constituent here if applicable. 
12. Nickname - Enter the constituent's nickname here.
13. Referred By (Constituent) - If another constituent referred this person to your organization, click the Lookup  icon to search for and select that constituent. If the wrong constituent is listed or you wish to de-associate this constituent from the listed referred by constituent, click the Clear Lookup  icon to remove the selected constituent.
14. Chapter - If this constituent is tied to a specific chapter within your organization, select it from the drop-down list. Remember expenses, funds, permissions, etc. can be tied to chapters for tracking and reporting.
15. Division - If this constituent is tied to a specific division within your organization, select it from the drop-down list.  Remember expenses, funds, permissions, etc. can be tied to division for reporting and tracking.
16. Department - If this constituent is tied to a specific department within your organization, select it from the drop-down list.  Remember expenses, funds, permissions, etc. can be tied to departments for reporting and tracking.
17. Acquisition Source - Select the acquisition source, the way in which you received this constituent, from the drop-down list. 
18. Constituent's Description - You may enter a description of your constituent here.
19. Short Salutation - Enter a short salutation here. This is used for mail room items. When you choose to do a mailing list or email list, you can choose the salutation you want to go on the emails/letters. By entering a short salutation here, when you choose to send an item with this salutation, this is how the item will be addressed. ie. J. White.
20. Formal Salutation - Enter a formal salutation here. This is used for mail room items. When you choose to do a mailing list or email list, you can choose the salutation you want to go on the emails/letters. By entering a formal salutation here, when you choose to send an item with this salutation, this is how the item will be addressed. ie. Mr. John White.
21. Envelope Salutation - Enter an envelope salutation here. This is used for mail room items. When you choose to do a mailing list this is how the labels and list will be addressed. ie. John White.

1. Do Not Send Mail - Place a checkmark here if your constituent does not want to receive mail from your organization. Anytime a US mailing list is created that this constituent would be attached to, this constituent will be removed from the list as they do not wish to receive mail.
2. County - Select the county for this constituent from the drop-down list. 
3. District - If this constituent is tied to a specific district, select it from the drop-down list. Remember expenses, funds, permissions, etc. can be tied to districts for reporting and tracking.
4. Precinct - If this constituent is tied to a specific precinct, select it from the drop-down list. Remember expenses, funds, permissions, etc. can be tied to precincts for reporting and tracking.
5. Which Is The Physical Address - Select the physical address for your constituent from the drop-down list. This list is tied to the address areas listed below. Whichever address area you use below for the constituents physical address, select the address area here to set this as the constituents physical address. 
6. Country of Residence - Select your constituents country of residence from the drop-down list.
7. Mailing Address Line One - Enter the mailing address here. If you only need one line for the address, use just this field.
8. Mailing Address Line Two - When you need more than one line for the address, use this second line as a continuation of the address. ie. suite #, apartment #, building #, etc.
9. Mailing Address Line Three - If you need an additional line to get the constituents full address in, use this third line. 
10. City - Enter the constituents mailing city here.
11. State - Select the constituents mailing state from the drop-down list.
12. Postal Code - Enter the constituents mailing postal code here.
13. Mailing Country - Select the constituents mailing country from the drop-down list.
14. Alternative Format for International Addresses - If your constituent has an international address, use this box to enter the international format or code here.
15. Billing Address - New Address -Use this option to designate this address area as a new address for the constituent. If this is a different address than the mailing or alternative, you will select this option. 
16. Same As Mailing Address - Use this option to designate the billing address is the same as the mailing address that you entered above. 
17. Same As Alternative Address - Use this option to designate the billing address is the same as the alternative address that you entered below. 
18. Billing Address Line One - Enter the constituents billing address here. If you only need one line for the address, use just this field.
19. Billing Address Line Two - When you need more than one line for the address, use this second line as a continuation of the address. ie. suite #, apartment #, building #, etc.
20. Billing Address Line Three - If you need an additional line to get the constituents full address in, use this third line.
21. City - Enter the constituents billing city here. 
22. State - Select the constituents billing state from the drop-down list.
23. Postal Code - Enter the constituents billing postal code here.
24. Billing Country - Select the constituents billing country from the drop-down list.
25. Alternative Format for International Addresses - If your constituent has an international address, use this box to enter the international format or code here.
26. Shipping Address - New Address - Use this option to designate this address area as a new address for the constituent. If this is a different address than the mailing, alternative or billing, you will select this option.
27. Same As Mailing Address - Use this option to designate the shipping address is the same as the mailing address that you entered above.
28. Same As Alternative Address - Use this option to designate the shipping address is the same as the alternative address that you entered below. 
29. Same As Billing Address - Use this option to designate the shipping address is the same as the billing address that you entered above. 
30. Shipping Address Line One - Enter the constituents billing address here. If you only need one line for the address, use just this field.
31. Shipping Address Line Two - When you need more than one line for the address, use this second line as a continuation of the address. ie. suite #, apartment #, building #, etc.
32. Shipping Address Line Three - If you need an additional line to get the constituents full address in, use this third line.
33. City - Enter the constituents shipping city here.
34. State - Select the constituents shipping state from the drop-down list.
35. Postal Code - Enter the constituents shipping postal code here.
36. Shipping Country - Select the constituents shipping country from the drop-down list.
37. Alternative Format for International Addresses - If your constituent has an international address, use this box to enter the international format or code here.
38. Alt. Address Line One - Enter the constituents alternative address here. If you need one line for the address, use just this field.
39. Alt. Address Line Two - When you need more than one line for the address, use this second line as a continuation of the address. ie. suite #, apartment #, building #, etc.
40. Alt. Address Line Three - If you need an additional line to get the constituents full address in, use this third line.
41. City - Enter the constituents alternative city here.
42. State - Select the constituents alternative state from the drop-down list.
43. Postal Code - Enter the constituents alternative postal code here.
44. Alt. Address Country - Select the constituents alternative country from the drop-down list.
45. Alternative Format for International Addresses - If your constituent has an international address, use this box to enter the international format or code here.

1. Do Not Email - Place a checkmark in this box to ensure your constituent will not receive any email communication from you. By selecting this, anytime you create an email distribution list that this constituent would be on, the constituent will be removed from the list as they do not wish to receive emails from your organization.
2. Primary Email Address - Enter the constituents primary email address in this field.
3. Secondary Email Address - If the constituent has a second email, you can enter a secondary email here.
4. Do Not Call - Place a checkmark in this box if your constituent wishes not to receive phone calls from your organization. This marks the record as do not call and will come up as such on any constituent list you create.
5. Cell Phone - Enter the constituents cell phone number here.
6. Home Phone - Enter the constituents home phone number here.
7. Work Phone - Enter the constituents work phone number here.
8. Extension - Enter the constituents extension for their work number here, if applicable.
9. Cell Phone Provider - Select the constituents cell phone provider from the drop-down list.
10. Other Phone - If the constituent has another phone number, you can list that here.
11. Fax Number - Enter the constituents fax number here.
12. Do Not Text - Place a checkmark in this box if your constituent wishes not to receive texts from your organization. By default, Argenta marks this box so that your constituents are opted out of receiving text messages. To allow text messages, simply unselect this box. It is important to note that by placing a checkmark in this box will not stop text messages from going to your constituent if you choose to use the below field. It only removes them from a text messaging lists if created in the mail room. You guarantee that you are aware that, among other requirements, the TCPA and CTIA rules require prior express written consent from a consumer before you can send them marketing text messages and such consent must be unambiguous (i.e. the consumer must receive a clear and conspicuous legal disclosure). Furthermore, damages for each message sent in violation of the TCPA is $500 and can be $1500 if the violation is proven to be “willful and knowing.” If for any reason Devscape Software suspects that your constituents received text messages contrary to any governing rules, it reserves the right to request a written explanation from you, the client, including the method of collecting the constituent’s phone numbers and a guarantee signed by you that all the people on your subscriber list agreed to receive text messages from you of the type that you had sent. Devscape Software reserves the right to take any action it thinks appropriate in the case of non-compliance, including but not limited to cancellation of your account.
13. Send Constituent A Text Message - Use this, if you would like to send a text message to your constituent. If you select the text, "Send Constituent A Text Message" the Send A Text Message box will open. Here you will enter the message you wish to text to your constituent and click the "Send Text Message" button to send the message. This immediately texts your message to the constituent. Even if your constituent is marked as do not text, you will be able to send a message from this area to your constituent. Please be respectful of your constituents wishes and see the above disclaimer about text messaging. 
14. Preferred Method of Contact - Select your constituents preferred method of contact here. 
15. Preferred  Phone - Select your constituents preferred phone here.
16. Best Time To Contact - You can enter the best time to contact your constituent here. 

1. Primary Website - Enter the constituents primary website here, if applicable.
2. Secondary Website - If your constituent has a second website you can enter that here.
3. Types of Communication This Constituent Would Like To Receive - Enter the types of communication your constituent would like to receive from your organization here.
4. Add A Social Media Account - You can add all of your constituents social media accounts here. Click the "Add A Social Media Account" button and a social media account will be added. From here you need to enter the social media platform and the profile URL/address for the new account. Make sure to click the Save  icon to save your account.
   

1. Total Household Members - Enter the total household members for your constituent here. Number only in this field.
2. Is Female Head of Household - Select "Yes" if a female is the head of this household, or "No" if a female is not the head of the household.
3. Housing Type - Select a housing type from the drop-down list. If an applicable housing type is not listed, you can add a new one by clicking the Add New  button.
4. Housing Category - Select a housing category from the drop-down list. If an applicable housing type is not listed, you can add a new one by clicking the Add New  button.
5. Reduced Rent Through HUD or Section 8 - If this constituent has reduced rent through HUD or section 8 housing, select "Yes" if they do not, select "No."
6. Monthly Housing Cost - Enter the constituents monthly housing cost here. Numbers only in this field.
7. Gross Monthly Income - Enter the constituents monthly income here. Numbers only in this field.

1. Photo - Here you can attach a photo of your constituent. To attach a photo, click the "Browse" button to search for and select a photo from your computer. You can remove a photo by clicking the "Remove Photo" text. 
2. Date of Birth - Enter the constituents date of birth here by manually typing it in or by using the calendar selector.
3. Sex - By default, your constituents sex will be set to *Unknown. You can select "Male" or "Female" to set it to either of these. 
4. Is A US Citizen - Select "Yes" if your constituent is a US citizen or "No" if they are not.
5. Race - Select your constituents race from the drop-down list.
6. Ethnicity (Is Hispanic/Latino) - If this constituent is Hispanic or Latino, select "Yes," if they are not, select "No."
7. Gender - Select the constituents gender from this drop-down list.
8. Denomination -Select the constituents denomination from this drop-down list.
9. Political Party - Select the constituents political party from this drop-down list.
10. Is Female Head Of Household - If a female is the head of the household, select "Yes" here, otherwise mark "No."
11. Maiden Name - Enter the constituents maiden name here.
12. Tee Shirt Size - Enter the constituents tee shirt size here. 
13. Marital Status - Select the marital status for your constituent from the drop-down list.
14. Spouse's Name - Enter the constituents' spouses name here.
15. Wedding Date - Enter the constituents wedding date here if married. You can manually type in a date or use the calendar selector.
16. Language(s) Spoken - Select the primary language spoken for this constituent from the drop-down list.
17. Other Language(s) Spoken - If the constituent speaks more than one language, type in all the other languages spoken here.
18. Last Four # of Social - Enter the last four of the constituents social security number here.
19. Education Level - Select the constituents education level from the drop-down list.
20. Deceased - If this constituent is deceased, place a checkmark in this check box. 
21. Date Deceased - If the constituent is deceased and you place a checkmark in the deceased box, you can enter a deceased date here.
22. Career Path/Trade - Enter the constituents career path or trade here.
23. Employment Status - Select the employment status from the drop-down list.
24. Retired - If this constituent is retired, select "Yes." If they are not, select "No."
25. Is Constituent Disabled? - If this constituent is disabled, select "Yes." If they are not, Select "No."
26. If Yes, Description of Disability - If the constituent is disabled, you can enter a description of the disability here.
27. Felony Conviction? - If the constituent has a felony conviction, select "Yes." If they do not, select "No."
28. If Yes, Explanation - If the constituent has a felony conviction you can enter an explanation or the conviction type here.
29. Driver's License State - Select the constituents drivers license state from the drop-down list here.
30. Driver's License Number - Enter the constituents divers license number here.
31. Auto Insurance Provider - Enter the constituents automobile insurance provider here.
32. Policy Number - Enter the constituents automobile policy number here.
33. Policy Expiration Date - Enter the constituents automobile policy expiration date here.

1. Denomination - Select the constituents denomination from the drop-down list.
2. Parking Instructions - Enter any parking instructions for this constituent here.
3. Military Service? - If this constituent was or is in the service, select "Yes," otherwise, select "No."
4. Which Branch (if yes) - If the constituent was in the service you can select the branch of service from this drop-down list.
5. Current Military Status - Select the constituents military status from this drop-down list. Your options are: Active Duty, Reserves or Veteran.
6. Active Start Year - Enter the active start year for your constituents military service.
7. Active End year - Enter the active end year or your constituents military service. 
8. Combat Campaign - Enter the constituents combat campaign here.
9. Has This Constituent Been Relocated? - If the constituent has been relocated, select "Yes." If they have not been relocated, select "No."
10. Relocation Date - If the constituent was relocated, enter the relocation date here. You can manually type in a date, or use the calendar selector.
11. Relocation From - Enter the city, state, or country the constituent was relocated from here.
12. FEMA # - Enter the constituents FEMA number here.
13. Assistance Received in the Past? - If the constituent received any assistance in the past, enter those details here.
14. Current Assistance Received - If the constituent is currently receiving assistance, enter those details here.

1. Family Member First Name - Enter the family members first name here.
2. Family Member Last Name - Enter the family members last name here.
3. Relationship To Constituent - Enter a relationship type to the constituent here. ie. Mother, Father, Sister, Brother, etc.
4. Date of Birth - Enter the family members date of birth here. 
5. Sex - By default, the sex is set to Unknown. You can change this to "M" for a male or "F" for female.
6. US Citizen - If the family member is a US citizen select "Yes," otherwise select "No."
7. Veteran - If the family member is a veteran, select "Yes," otherwise select "No."
8. Race - Select the race for this family member from the drop-down list.
9. Marital Status - Select the family members marital status from the drop-down list.
10. Highest Level of Education - Select the family members highest level of education from the drop-down list.
11. Employment Status - Select the family members employment status from the drop-down list.
12. Special Needs/Disabled - If this family member has special needs or is disabled select "Yes," otherwise select "No."
13. Special Needs/Disabled Description - If the family member has special needs or is disabled you can state the needs or disabilities here.

This tab shows the affiliated organizations that this constituent is affiliated to. An individual constituent can be associated to one or more constituent organizations in Argenta. This page displays all the organizations this individual is associated to. You can associate this individual to an organization from this page by clicking the Lookup  icon to select an organization, then clicking the Associate Organization icon to complete the process.

1. Company Name - Enter the companies name that the constituent works for here.
2. Job Title - Enter the job title for your constituent here.
3. Job Location - Enter the job location for your constituent here.
4. From (Start Date) - Enter your constituents start date for their employment here. 
5. To (End Date) - Enter your constituents end date of employment here.
6. Starting Salary - Enter your constituents starting salary here.
7. Ending Salary - Enter your constituents ending salary here.
8. Supervisor's Name - Enter your constituents supervisors name here.
9. Supervisor's Phone - Enter your constituents supervisors phone number here.
10. Job Responsibilities/Duties - Enter your constituents job responsibilities or duties here.
11. Reason for Leaving - Enter the reason your constituent left this job here.

1. Are You Currently A Student - If this constituent is a student, Select "Yes," otherwise select "No."
2. Year in School - If the constituent is a student enter the year in school here. This can be 3rd, or junior, etc. 
3. Graduation Date - Enter the constituents graduation date here. You can manually type in a date here or use the calendar selector.
4. School Name - Enter the school's name that the constituent attended.
5. School District - Enter the school district here.
6. Undergrad Degree - If the constituent received their undergrad or is working on the undergrad degree, select "Yes," otherwise select "No."
7. College, Undergrad Facility Attended - If the constituent attended college, enter the undergrad college's name here. 
8. Type of Undergrad Degree - Select the type of undergrad degree the constituent is working on or has earned.
9. Undergraduate Major or Degree - Enter the constituents undergrad major or degree here.
10. Class Year - Enter the constituents undergrad class year here.
11. Undergrad Minor - Enter the constituents undergrad minor here.
12. Graduate Degree Received - If the constituent received a graduate degree, select "Yes," otherwise select "No." 
13. College, Grad School Facility Attended - Enter the name of the grad school the constituent attended here.
14. Graduate Degree Title  - Enter the title of the grad degree the constituent received.
15. Grad Class Year - Enter the grad school class year here.
16. PhD Received - If the constituent has received a PhD select "Yes" here, otherwise select "No."
17. PhD Facility Attended - Enter the name of the school the constituent attended here.
18. PhD Title - Enter the degree title here.
19. PhD Year Received - Enter the year the constituent received their PhD here.
20. Additional Training - If this constituent received any other training you can enter that here.
21. Fraternity or Sorority Affiliation - If this constituent was or is in a fraternity or sorority, enter that here.
22. Honors Society - If the constituent was or is in honors society, list that here.

From here you need to select a skill from the drop-down list for your constituent. If an applicable skill is not listed you can create a new one by clicking the Add New icon. Once your skill is listed/selected, click the "Assign Skill" button, to add the selected skill to your constituent. 

From here you will select the group or club by selecting the Lookup icon, searching for and selecting the club/group to assign to this constituent. To finish adding the club/group you need to click the "Assign" button. Your club/group will now be listed on this tab.

 

From here you will enter a date for the award/recognition. You can manually type in a date or use the calendar selector. Next, click the Lookup icon to search for and select an award/recognition to assign to this constituent. Lastly, click the "Assign" button to assign the award/recognition to the constituent. Your new award/recognition will be listed in this tab.

 

1. Known Allergies - If the constituent has any allergies, use the drop-down list to select the known allergies. You can select as many as needed from this drop-down list.
2. Other Allergies/Description - If the constituent has more allergies you wish to list, you can do so in this text box.
3. Dietary Restrictions - If the constituent has any dietary restrictions you can list those in this text box.
4. Medical Insurance Provider - Enter the constituents medical insurance providers information here.
5. Insurance Policy Number - Enter the constituents insurance policy number here.
6. Physician's Information - Enter the constituents physicians information in this text box.
7. Medical Conditions - Enter the constituents medical conditions in this text box.
8. Medications - Enter the medications the constituent takes here.
9. Emergency Contact Details - You can enter an unlimited number of emergency contacts for this constituent here. To add an emergency contact, click the "Add New" button. This opens the Add A New Emergency Contact screen:
   

 

1. Emergency Contact First Name - Enter the emergency contacts first name here.
2. Emergency Contact Last Name - Enter the emergency contacts last name here.
3. Emergency Contact Relationship - Enter the emergency contacts relationship to the constituent here. ie. Mother, Father, Sister, Brother, etc.
4. Emergency Contact Email Address - Enter the emergency contacts email address here.
5. Home Phone - Enter the emergency contacts home phone number here.
6. Cell Phone - Enter the emergency contacts cell phone number here.
7. Work Phone - Enter the emergency contacts work phone number here.
8. Work Extension - If the emergency contact has a work extension number, enter that here.
9. Mailing Address - Enter the mailing address for the emergency contact here.
10. City - Enter the city for the emergency contact here.
11. State - Select the state for your emergency contact from the drop-down list.
12. Postal Code - Enter the postal code for your emergency contact here.
    

From here you will select an area of interest from the drop-down list. If an applicable interest area is not listed you can create a new one by selecting the Add New icon. Once your area of interest is shown in the drop-down list, click the "Assign This Volunteer Interest" button to add the item to the Volunteer Interest tab. You will see the item now listed.