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Can we customize our donation reports?

Updated

Yes! GiveCampus provides many options for customizing your donation reports. Here are a few ways you can do this

Make Changes to your Default Report

In Online Giving, got to Reporting > Settings, then select, unselect, and drag to reorder any columns for the default and expanded default reports. For an example of a default donation report (yours may vary) along with a glossary of definitions, click here.

Create Custom Reports

You can manage the exact columns you need in the order you want and have several custom report templates that different offices or administrators us. Learn more about custom reports here.

Data Preparation to Aid Reporting

There are several data preparation steps that will assist the import of donation data into your CRM / donor database.  These include:

  1. uploading your database ID numbers to GiveCampus so that donors are automatically matched to their existing ID number
  2. adding, removing, reordering, and/or renaming the columns in your report;
  3. assigning a unique ID number to each campaign
  4. assigning an backend ID to each designation that you load into GiveCampus.

1. Matching donors to their database ID numbers (e.g. Raiser's Edge IDs)

You can load a simple mapping of email addresses to CRM IDs into GiveCampus. This constituent ID number will then be included in your donation reports (labeled as the "constituent_identifier").

Option A: Upload via Online Giving > Reporting > Settings > Constituent Identifiers

To upload multiple identifiers, you will need to create a .CSV file using this format. Please note that if you upload an .XLS file, these identifiers will not upload successfully.

This file should contain ONLY two columns:

  1. Constituent_ID - identifier in your database
  2. Email - address associated with that ID number

If there are multiple email addresses associated with one record, please add each in as a new row in your .CSV report. If one email is associated with multiple constituent ID numbers, each ID number will display in the 'constituent_identifier' report column, separated by a comma.

If there is an error with any of the identifiers you uploaded, you will be notified in real time as to which emails and IDs are invalid.  

 

Once your IDs have been uploaded, you will see the full list of these IDs listed under ‘Current Identifiers.’ Here, you will also be able to search through these identifiers by email address or ID number.  Be sure to add the "constituent_identifier" column to your reporting once the IDs have been added to the system.

We suggest refreshing constituent IDs before major campaigns so that you are utilizing the most accurate information. When uploading a new file of constituent ids, the file you upload can either entirely new IDs or new IDs in addition to ones that have already been uploaded to GiveCampus. Our system will recognize any repeated ID-email combinations and deduplicate so that they only appear once within your reporting.    

Option B: Upload as part of School Dashboard Data Importer

If you use the Data Importer in the School Dashboard, we will use that upload to refresh IDs.

Option C: Upload as part of GC Volunteer Management

If you use the GiveCampus Volunteer Management, this feature is automatically enabled for you based on the ID numbers and email addresses you have loaded in the VMS.  No further action is required unless you have additional IDs you would like to include!

2. Adding, removing, reordering, and/or renaming the columns in your donation reports

First, go to the Reporting tab of Online Giving and click on Settings

To change the name of default field column:

  • Scroll to Donation Report Columns
  • Select the column you'd like to rename 
  • Enter the new column name
  • Click Create Report Custom Alias
  • This column will now take the new name for all reports across your school 

To add, remove, reorder, and/or rename the columns in your default donation reports, follow these instructions:

  • Scroll to Select and Order Your Report Columns
  • Check, uncheck, or drag to reorder fields
  • The top-to-bottom order will result in the left-to-right order of your default report columns
  • Once complete, click Update Donation Report Columns

You can also do the same for the "Additional Fields" expanded version of the report, as well as Custom Reports.

3. Assigning a Unique Backend Identifier for all gifts to a specific campaign

You can add a Backend Identifier (e.g. appeal code) that will be associated with every gift to a particular campaign or form. This can appear included in your donation report under the 'unique_identifier' column.  Here's how:

  • Within a specific campaign or form settings, go to Forms (or Campaign Forms)
  • Scroll down to Internal Reporting
  • Enter the unique id of your choice
  • Click Save Changes
  • Ensure the 'unique_identifier' column is in your report settings
  • Download the donation or deposit report using a report with that column

4. Designations and Designation IDs

There are many ways to create and manage designations. At the school-level, you can create a "picklist" of options for use during campaign and form building within Online Giving. This is done under School-Level Settings then Designations.

While adding or uploading designations at the school level, you can add a "Backend ID," which is often a fund code or GL code that identifies a unique designation fund in your CRM. 

Backend IDs are not required but can aid in gift entry and import.

To use designation backend IDs, make sure the following columns are in your report settings:

  • designation_backend (for single gifts or Designation Row Reports)
  • designation_backend_1-5 (for designation split transactions)

 

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