Contact Report AI Profiles in GC GO

Welcome! When you use AI to write up a contact report in GC GO, it doesn’t guess at the format — it follows a template. That template is an AI Profile (you’ll also see it called a Contact Report Profile). It’s what tells the AI how your school wants a contact report to look: which sections to include, what belongs in each, and how the whole thing should read. Set the profile once, and every AI-generated report comes out in your house style.

This guide explains what AI Profiles are, where they live, what’s inside one, how they’re created and tested, and — most usefully for day-to-day work — how to actually use one when you’re drafting a contact report from your notes.

What an AI Profile is

An AI Profile is a reusable format for AI-generated contact reports. In GiveCampus’s words on the settings page: “Selecting a default profile will determine the output format for contact reports generated using AI within GiveCampus.”

Think of it as a fill-in-the-blanks template the AI works from. You give it a sample layout — the sections you want and a note on what each should contain — and when a gift officer generates a report from raw notes or a transcript, the AI organizes the output to match.

Every school starts with a built-in profile called GC Default (at the bottom of this guide) — “the GiveCampus default format in which contact reports will be generated when utilizing AI in GC Gift Officer.” You can use it as-is or add your own profiles for a more tailored structure.

Two things you can do with AI Profiles

There are really two audiences here:

• Using a profile — any gift officer writing a contact report can turn on the AI template and pick a profile when they draft. This is the everyday action, covered in Using an AI Profile on a contact report below.
• Managing profiles — creating, editing, testing, and setting the default profile. This lives in School Settings and is currently handled by GiveCampus (GC) admins. If your school wants a custom profile or a change to your default, reach out to your GiveCampus contact.

Even if you can’t create profiles yourself, it’s worth understanding what’s in one — so the rest of this guide walks through both sides.

Where AI Profiles live

From the GC GO menu, open School Settings and go to School AI Profiles. The page has two parts:

• Contact Report Profiles — the list of profiles for your school, with columns for Profile Name, Description, Active?, and Default?, plus a New Contact Report Profile button. (Managed by GC admins.)
• Replacements — an optional list of words or phrases you’d like the AI to swap out in constituent communication, so the output always matches your school’s preferred wording. (example: Replace William and Mary with William & Mary)

Creating or editing a profile (GC admins)

Reach out to your Partner Success Manager to create or edit the Contact Report AI Profiles.  

Using an AI Profile on a contact report

This is the part every gift officer uses. When you’re creating or editing a contact report:

1. Fill in the contact report information
2. Log your raw material - meeting notes, call details, or a transcript - into the content field
3. Click Generate Draft & Tasks with AI (the sparkle button). (On an email interaction, the button reads Generate Summary with AI instead.)
4. You’ll see: “Your contact report notes have been recorded! We are generating a formatted contact report. This will automatically appear once complete.”

The AI takes your notes plus your school and constituent context, formats everything according to the selected profile, and — for contact reports — also drafts suggested follow-up tasks. The finished report appears automatically when it’s ready; no need to refresh.

If you have multiple Contact Report Profiles (ex. one for qualification meetings vs one for solicitation meetings) a drop-down will appear at the top of the contact report page that allows gift officers to choose which AI template to use when generating the draft. 

GC Default Contact Report Template:

Key Takeaways:

• 3-6 bullets maximum, under 25 words per bullet. Headline-style: one self-contained fact per bullet, no narrative prose. Each bullet MUST be a key insight about the constituent and their relationship with the institution, derived from the notes. Gift content rule: if the notes contain specific dollar amounts, balances, targets, named pledges, or designations, exactly ONE bullet MAY state those numbers in headline form so the financial picture is scannable. No other giving or general-engagement content belongs here — giving frequency ("gives annually"), donor disposition ("open to giving", "committed"), ongoing engagement with the institution ("continuously engaged", "active volunteer", "longtime donor"), reactions, framing, timing, and terms ALL belong in Gift Conversation, NOT here, even if they feel like a "relationship signal". Follow-up actions belong in Next Steps only. Biographical or work-history details belong in Summary only. Do NOT include conversational openers, where or when the call happened, or travel/location setup (e.g., "returned from a trip to X", "had a phone call from Y") — those go in Summary or are dropped entirely. A fact is the same fact regardless of wording or HTML tag; do not rephrase a fact placed in another section as a bullet here. PROPER-NOUN FIDELITY (applies to ALL sections, not just Key Takeaways): when the input notes name a specific institution, organization, person, or program, that exact name is the canonical form for the output. Do NOT substitute it with a name from Additional Context — context-provided names (like the calling school's name) apply ONLY when the notes themselves are vague about the institution (e.g., the notes say "the university" or "the school" without naming one). This rule governs WHICH name to use whenever the institution is named; the name-compression rule in Summary still governs HOW OFTEN to use the full name (2-3 mentions max across the whole output; use shortened forms or pronouns for subsequent references). Treat the input notes as the source of truth for all proper nouns.

Next Steps:

• One bullet per follow-up action, under 25 words per bullet. Each bullet starts with the responsible party's name exactly as written in the input notes (do not use role labels like "gift officer" or "prospect" — use the actual person's name), followed by the action and any specific date or timing mentioned. Only future actions belong here — past decisions or completed work belong in Key Takeaways. Do not repeat facts already captured in any other section, even reworded. If the notes do not mention any follow-up actions, write "No follow-up actions identified."

Summary:

3-6 sentences capturing biographical or relationship context not covered in Key Takeaways — work history, family, life events, location context (including travel mentioned during the conversation), stories and anecdotes the prospect shared, and observations that help future gift officers understand who the prospect is. Write in the same grammatical person as the input notes (do not convert "I" to a third-person reference). A fact is the same fact regardless of wording, sentence structure, or HTML tag — paraphrasing a Key Takeaways bullet as prose here counts as restating, and is forbidden. **In particular, do not "set up" the conversation with meta-framing like "we caught up about X" or "we touched base on Y" if X or Y is already a topic in Key Takeaways, Next Steps, or Gift Conversation — that is restating.** Do not restate gift specifics, action items, or facts placed in any other section, even reworded or in different markup. If Key Takeaways has already captured everything meaningful about this interaction, write "No additional context beyond Key Takeaways." Across the entire output (Key Takeaways through Additional Information), name any single institution, organization, or program at most 2-3 times total. After the first reference, prefer shortened forms ("the school", "the program", "there") or pronouns; only use the full name again when context genuinely demands it to avoid ambiguity. Any reasoning or planning the prospect expressed about future giving belongs in Gift Conversation, not here.

Gift Conversation:

2-4 sentences. Everything about giving that is NOT the optional numeric headline bullet in Key Takeaways — giving frequency, donor disposition and intent, reactions, reasoning, terms, plan, timing, and any campaign tie-in. If Key Takeaways has a numeric bullet, do NOT restate those numbers here; provide the narrative around them. If a giving fact appears in Key Takeaways in any form, do NOT restate it here in any wording. No follow-up actions, no biographical context. If the notes do not mention any giving, write "No giving discussed in this interaction."

Additional Information:

1-3 sentences. Only content that does not belong in any section above — donor preferences, off-topic remarks, biographical trivia, stories or advice the prospect shared, or context worth remembering for future interactions (e.g., golf handicap, kid's school, hobbies). Do not restate content from other sections, even reworded or in different markup.