Yes! We've created a new feature that allows you to add individual donor names and upload offline donor data in bulk to celebrate specific individuals who give through "offline" channels. First, please familiarize yourself with the guidelines listed in the article, 'Offline Gifts 101'.
Then, watch our webinar on offline gifts by clicking here! You will need to enter the password, GC_OfflineGifts101, to access the video. After checking out these resources, please read through the information below for detailed examples and more information on entering offline donor data individually and as a bulk upload:
If you have the ‘Add Individual Offline Donor’ and ‘Upload Offline Donor Data in Bulk’ sections available to you under your ‘Offline gifts’ tab...
You should NOT use any of the other sections (e.g. ‘Adjust Overall Donor/Dollar Count’, ‘Adjust Class Year & Affiliation Data’, ‘Adjust Designation Data’, ‘Adjust US Geographic Data’, etc) to enter offline gift data. The individual offline donor data feature already captures the donor’s dollar amount, affiliation, class year, designation, and geographic data, and entering the data in this section will automatically adjust your campaign totals, leaderboards and donor maps; if you adjust the overall donor/dollar count and the affiliation, class year, designation and geographic data using the other sections of the ‘offline gifts’ tab, this will result in duplication. It can be difficult to fix any errors in duplicated offline donor data given the number of variables involved (designations, affiliations, etc.), so please be extremely cautious and only enter data under either the ‘Add Individual Offline Donor’ or ‘Upload Offline Donor Data in Bulk’ sections when using this functionality.
For example, if you were to enter the 1980 alum from Vermont who gave $150 to the Business School as an offline donor, this entry under the ‘Add Individual Offline Donor’ section is the ONLY action you should take in regards to this gift to update your campaign totals, leaderboards and donor maps. Adding this data anywhere else (e.g. 1 donor and $150 to the ‘Adjust Overall Donor/Dollar Count’ section) will result in duplicated data:
Please note: You cannot add an affiliation value if you use a “write-in” field, rather than a dropdown. This is because with a write-in field, donors are free to enter anything they’d like and entries that do not have a standard value cannot be mapped to the database (e.g. one donor may type in ‘Bio Major’ while another may enter ‘Studied Biology’). If you select an Affiliation that has a “‘write-in” Affiliation Value, the Affiliation Value field will ‘grey out’ and you will not be able to enter any information in this area.
To edit or delete an individual offline donor entry...
Expand the ‘Add Individual Offline Donor’ section, scroll down to the Log of individual offline donors, click on the ID number, and then modify the data by clicking into the table. To remove individual offline donor entries, do NOT use the same “enter negative numbers” method (click here for more information on this method) that is used in the other overall donor/dollar count, class year & affiliation, designation, geographic data sections of the ‘offline gifts’ tab; you can simply click ‘Delete’ for the individual entry you wish to remove.
Please click below to watch an example:
Click Here to Watch How to Delete Individual Offline Donors.
The ‘Upload Offline Donor Data in Bulk’ section...
Allows you to upload a CSV file of your individual offline donors all in one go, rather than adding each offline donor individually through the ‘Add Individual Offline Donor’ section. Please follow the instructions listed directly within the ‘Upload Offline Donor Data in Bulk’ section. Once you upload your offline donors, you can click on “See All Offline Donors” to edit some of the individual donor data you have uploaded, or remove an entry altogether. Again, if you use the bulk upload feature, DO NOT enter overall donor/dollar counts, or affiliation, class year, designation or geographic data anywhere else within the ‘Offline gifts’ tab.
Below is an example of uploading the same donor (Sawyer Hill, Alumni 1980, $150 designated to the Business School, 05403 zip code) using the bulk upload method. Note: the ‘DesignationIdentifer’ column refers to the backend ID that corresponds to an available designation option (in this example, the backend ID is ‘patel_bs’ and the designation it connects to is ‘Business School’). To learn how to add designation backend ID’s, please refer to the following GiveCampus University article on, ‘Adding Designations’. Below is the CSV file format and an example to watch how to upload the file:
Click Here to Watch How to Bulk Upload Individual Offline Donors.
To edit or delete an offline donor entry from a bulk upload...
Expand the ‘Upload Offline Donor Data in Bulk’ section, scroll down to the Log of offline donor data uploads, click on the ID number corresponding to the upload that this donor was added through, and then modify the data by clicking into the table. To remove individual offline donor entries, do NOT use the same “enter negative numbers” method (click here for more information on this method) that is used in the other overall donor/dollar count, class year & affiliation, designation, geographic data sections of the ‘offline gifts’ tab; you can simply click ‘Delete’ for the entry you wish to remove.
As explained above (See "To edit or delete an individual offline donor entry..." section), if affiliation or designation information is updated for an offline donor entry and there is an active match restricted to this newly selected affiliation or designation, then this donation will apply to the active match. If the donation had already counted towards a pre-existing match when the offline gift was first uploaded, it cannot be retroactively removed from that match.
How do I do a bulk upload if I am using custom affiliations?
When doing a bulk upload for a campaign in which you are using custom affiliations, you will need to use valid entries that map accurately to the database. The ‘Affiliation’ column in your CSV should use the ‘Column Name’ that you set from Admin Dashboard > Content and Settings when creating your custom affiliation. The instructions under the ‘Upload Offline Donor Data in Bulk’ section will also list the valid entries for the ‘Affiliation’ column for your reference. The ‘AffiliationValue’ column should be the options you have listed in your custom dropdown. These must be IDENTICAL (exact upper/lower casing, spacing, etc.) to the selectable entry in the dropdown for it to match in the database. Note: Bulk uploads, just like adding individual offline donors, do not allow for write-in affiliation data to be entered in the ‘AffiliationValue’ column.
In the following example, ‘exec_board’ must be entered under the ‘Affiliation’ column in order to match it to the ‘‘Alumni Association Executive Board” custom affiliation. ‘Board Member’ must be entered into the ‘AffiliationValue’ column. Please see below:
CSV used for bulk upload:
Custom Affiliation Setup:
Custom Affiliation Valid Entries:
Resulting entry from the bulk upload:
Note: Individual offline gift data and bulk uploads that you enter/upload while there is an active Matching Donation or Challenge will also have the same effect on the Match or Challenge as online gift data. As such, while there is an active Match or Challenge, please only enter/upload data for offline gifts that should be counted toward the Match or Challenge. Please refer to 'Offline Gifts 101' for more information on this.
Individual offline donors that you add one by one or in bulk also will populate the main donor list on your campaign page, as well as the list of donor names that displays when clicking into any row on your leaderboards. Within these donor lists, their name will show up just as any online donor’s would. If the donor wishes to remain Anonymous, you should enter ‘Anonymous’ in the name field when uploading that individual offline donation. Please be aware that the individual donor will only display in your donor list if you click the 'See All Donors' button once you've reached 41 online donors. The reason we do this is to ensure that online donors (who are far more likely to look and see if their name is displaying) receive maximum visibility. Additionally, any given row of the leaderboard can only be clicked into and list the donor names if at least three people associated with that class year or designation have given. We do this to respect the privacy of the donors, as it would be easy to speculate how much an individual has given if less than three people are listed.
What is the email address field used for in offline gift data?
The email address field comes in handy in situations where a donor gives both online and offline. If an offline entry is entered using the exact name and email address as the donor uses to give online, then the donor count will accordingly de-duplicate so they will only show up as 1 donor on your main campaign page and leaderboards. Please note: Individual offline donors will not have a GiveCampus User ID associated with their offline gift, so if the offline donor at any point offers an online Match or Challenge, makes a gift online or shares using the links, etc. on the campaign, their offline gift will not be linked with their online GiveCampus account.
Additionally, offline gift donors entered individually or via bulk upload are not included in your downloadable donation or date range reports; only online donor data is listed in GiveCampus generated reports.
Please note that this feature should only be used if doing so is in keeping with your institution's privacy policies-- donors who give on GiveCampus consent to having this information be public when they agree to the the terms and conditions on the giving form, but offline donors of course never use this form so this decision is up to your team.