Logging Engagement Activities

Engagement activities are the interactions that make up a relationship: emails, calls, meetings and notes. Logging them keeps the donor's history in one place, so whoever picks up the relationship next can see what has already happened.
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Some activity is recorded for you. An email sent or scheduled through Emails → Compose appears on the donor's Activity tab automatically, and emails you send from your own mail client can be captured too if your organization uses BCC Sync.
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Use the steps below for anything AwardSpring did not record itself, such as a phone call, a meeting, or an email you sent outside the platform.
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Choose the type of activity: Email, Phone Call, Meeting or Note.
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If you picked the wrong type, use the back arrow at the top left of the form to return to the list and choose again.
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Subject is required, and it is what appears on the Activity tab before anyone expands the entry. It is the only part of the activity most people will ever see, so it is worth a moment's thought.
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"Coffee with Sterling re: endowment naming" tells a colleague what happened. "Meeting" does not.
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Put the full story in Body or Description. Keep the Subject to the one line summary.

Assigned to records which member of staff owns the activity. This will display a drop-down of admin users in your site. It defaults to Not Set, so set it deliberately if your team relies on knowing who did what. Leaving it unset is fine for a note that belongs to nobody in particular, but for a call or meeting it is usually worth naming the person who made it.

The timeline shows what is still to come as well as what has already happened. Two labels distinguish them:
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Upcoming is an activity you have logged with a future date. Any activity type can be upcoming, not just email, so a meeting you have arranged for next month sits here until the date passes.
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Scheduled is an email you have created and queued to send at a specific time. AwardSpring will send it on that date without further action from you.
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The difference matters: an upcoming activity is a record of something you plan to do, while a scheduled email is something the system will actually send. Both appear on the timeline so you can see the full picture before contacting a donor, but only one of them goes out on its own.
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Upcoming activities are grouped at the top of the timeline so they are easy to spot.

Emails sent through AwardSpring are recorded automatically, so there is no need to log them yourself. If you email a donor from Outlook, Gmail or any other mail client, you can have AwardSpring log it for you instead of recording it by hand.
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Go to Emails → Settings and find BCC sync (email logging). Copy your organization's BCC address and save it to your contacts. BCC that address on any email you send a donor, and the message is added automatically to that donor's activity history.
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If the recipient does not match an existing donor, AwardSpring creates a donor account for them, so an email to someone new starts their record rather than being lost.
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Note: BCC sync is available on sites with Donor Management enabled.
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Activities are not locked once saved. On the Activity tab, click the chevron at the right of an entry to expand it, make your changes, and click Save. Dismiss closes the entry without saving.
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To remove an activity, expand it and click Delete. To move it to a different donor, for example if you logged it against the wrong record, expand it and click Reassign.

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Note or Research Notes. Log a Note when something happened that belongs in the timeline alongside calls and meetings, dated and in sequence. Use the Research Notes card on the Profile tab for standing background about the donor that is not tied to a particular moment.
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Email logged here or email AwardSpring tracked. If you sent the message through AwardSpring, it is already on the timeline and you do not need to log it. Log an email when you sent or received it somewhere else.