Setting Yourself Up for Smooth Gift Entry

We know that Advancement Services, Data, and Gift Entry are the backbone of fundraising. Being able to get gifts into your database quickly and easily allows you to steward those donors as soon as possible and plan for your future solicitations. Keeping database managers happy is important to us. 😊 Here is a step by step process to make gift entry easier! 

GiveCampus also has a number of ways to streamline and automate the gift reconciliation processes via API enabled pathways. But It's important to understand these basics first! When you're ready to discuss more automated processes, reach out to your Partner Success manager!

Watch this 15 Minute Video on GiveCampus reporting basics!

STEP 1. Upload Constituent Identifiers

Upload your database ID numbers/constituent IDs for each of your constituents and the email address(es) for each of these constituent records. Whenever a donor gives using an email you had in your database (and uploaded to GiveCampus), you’ll be able to match donors to their existing ID number. This constituent ID number will then be included in your donation reports (labeled as the "constituent_identifier").

There are a few ways you can upload Constituent IDs:

Adding Constituent IDs via the Data Importer

Any use of the Data Importer will add and refresh constituent IDs of the included constituents. This might be the most efficient means if you intend to use other data-powered features like Texting or Smart Appeals.

Adding Constituent IDs via API

Some schools may build custom workflows to load constituent IDs using the Constituents API endpoint.

Adding Constituent IDs via CSV upload

Within Reporting > Settings you will find a tab for Constituent Identifiers with instructions for a simple two column CSV upload. A few things to know about this approach

• This file should contain ONLY two columns: 
  • A constituent identifier (from your database)
  • An email address associated with the constituent record
• 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" 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

Updating Constituent IDs: 

Our system will recognize any repeated ID-email combinations so that they only appear once within your reporting. As such, we recommend uploading the full list of constituents with the most up to date data before every major initiative.

Backfilling Constituent IDs: 

Donations made prior to the addition of an Identifier will not be backfilled. If you'd like to backfill gifts, use the Backfill Constituent Identifiers button and select a # of days prior you'd like to fill. This is found in Online Giving > Reporting > Settings > Constituent Identifiers.

STEP 2. Add Backend IDs to your Designations 

GiveCampus provides advanced designation management, including the ability to add backend IDs (fund codes) to designations, which can be added as columns for gift reports or used to aid automations. Learn more about uploading designations and designation groups.  

STEP 3. Create a Custom Report Template

We know that our default reports sometimes include too much information or not formatted exactly how you need it. Learn all about using Custom Reports to get exactly what you need every time.

STEP 4: Download Donation Reports

There are a number of ways to download your reports from GiveCampus. Pick the option that best fits your needs and the needs of your business office.

• Deposit-Based Reports: For those leveraging our strategic partnerships with Stripe and PayPal, you can get an apples-to-apples report for each deposit on your bank account. Simply select the deposit, which report template you'd like to use (Default or a custom one), and either view or download. 
  • Online Giving > Reporting > Deposit-Based Reports
• Date/Time-Range Donation Report: If instead, you want a report of call gifts initiated or captured in a specific time range, check out the standard donation and recurring giving reports. 
  • Online Giving > Reporting > Donations
• By Campaign / Giving Form: To see all online gifts on a specific project.
  • Online Giving > Campaigns > Blue Report button in the campaigns list
  • A few notes on this specific report type:
    • You can not use a custom report on a campaign / giving form basis. We recommend pulling a deposit or date range report and including ‘Campaign Name’ in your custom or default report settings to easily determine what campaign or form each gift came from!
    • Double check the state column, as this report will include failed gifts

Need help? Or need some back up getting your advancement services team on board, reach out to support@givecampus.com to set up a call between a member of our team and yours!