Fundraising activities are logged from the User Activity tab of a donor profile. Click + Add New and choose Gift, Pledge or Recurring Gift.
Fields marked with an asterisk are required before you can save. The required fields differ depending on the type you choose. Subject is required on all three, and it is the line that shows on the main User Activity list before you expand the item.
Gift
Use Gift for a single contribution that has already been received.
Field | Notes |
Date * | When the gift was received. |
Amount * | The gift amount. |
Gift type | How the funds arrived (In Kind, Bank Transfer, Cash, Check, Credit/Debit Card, Stock or Property, Other). Defaults to Not specified. |
Fund ID | The fund the gift is intended for. Start typing to search your fund IDs. |
Campaign | The campaign to attribute the gift to. Defaults to None. |
Subject * | Short label for the gift, shown on the activity list. |
Notes | Any internal detail you want to keep with the record. |
Click Save activity when you are done.
Pledge
Use Pledge for a commitment that has not been paid yet. The form is the same as a gift, without the Gift type field, since no funds have changed hands.
Once a pledge is saved, expanding it adds a Status field with a Pledge is complete checkbox. Check it when the pledge has been fulfilled.
Recurring Gift
Use Recurring Gift for a commitment that repeats on a schedule. AwardSpring generates the individual gift records for you.
Field | Notes |
First payment date * | The date the schedule starts from. |
Amount * | The amount of each payment. |
Repeat every * | The interval, for example every 1 month(s) or every 3 month(s). |
End date | Optional. Leave blank for an open ended commitment. |
Fund ID | The fund each generated gift is attributed to. |
Campaign | The campaign each generated gift is attributed to. |
Subject * | Short label, carried onto the generated gifts. |
Notes | Any internal detail you want to keep with the record. |
Note: when the first payment date is in the past, you will be asked whether to generate gifts for the period you missed. For example, if today is 5/14 and you set a first payment date of 5/1 with a yearly interval, you will be asked whether to generate a gift for 5/1. Leave the box checked to create it. The next gift then generates on 5/1 of the following year.
Custom fields on gifts and pledges
The fields above are the ones AwardSpring provides. If your organization tracks something else on a gift, for example a additional codes, an acknowledgement date or a campaign reference from another system, you can add it as a custom field.
Custom gift fields are set up once in Settings > Donor Profiles > Custom Fields (Giving), and each one can be a Text, Date or Single Select field. When you create it, you choose whether it shows on Gifts, Pledges, or both.
Once created, the field appears on the logging form alongside the standard fields, and on the Details tab after the activity is saved. Fill it in the same way you would any other field.
Two things worth knowing:
Custom gift fields are separate from the custom fields on the donor's Profile tab. Those describe the donor, these describe the gift.
A field set to Gifts only will not appear when you log a pledge, and the reverse. If you want it on both, set it to both when you create it.
What happens after a gift is saved
Expand a saved gift and four tabs appear across the top:
Details holds the fields you filled in when logging the gift. Make your changes here and save.
Receipts lets you produce paperwork for the gift.
Generate a receipt: choose a receipt template, use Preview to check it, then download it as a .pdf or a .doc.
Send an acknowledgement: choose an email template, use Preview to check it, then click Send to email the donor.
Documents is for anything you want stored alongside the gift, for example a check image or a stock transfer confirmation. Drag files in or click to browse. PDF, DOCX, XLSX and image files are accepted, up to 25 MB each.
Soft Credits records anyone else who should get recognition for the gift, such as the person who influenced a company match. Use Tag donor to credit another donor record, or Add text to credit a name that is not in your system.
Editing, removing and reassigning
Activities are not locked once saved. On the Activity tab, click the chevron at the right of an entry to expand it.
Editing
Make your changes on the Details tab and click Save. Dismiss closes the entry without saving.
For a pledge, this is where you mark it fulfilled: expand it and check Pledge is complete under Status.
Removing
To remove an activity, expand it and click Delete. This removes the record and everything attached to it, including receipts you have issued, uploaded documents and soft credits. It cannot be undone.
Reassigning
Reassign moves a saved activity from one donor to another. Use it when the activity itself is correct but it is attached to the wrong person, for example a gift logged against the wrong record of two similar names, or a check from a family foundation logged on an individual board member.
To reassign, expand the activity, click Reassign, then search for and select the donor it should belong to.
The whole activity moves, not a copy. It leaves the original donor's timeline and appears on the new donor's, keeping its date, amount, fund, campaign, subject and notes, along with any receipts, documents and soft credits. Giving totals change on both records, so the original donor's giving summary goes down by the gift amount and the new donor's goes up.