Getting Started with Donorfy - configure, import, integrate

Configure your Donorfy, import your data and then integrate

Welcome to Donorfy!

Donorfy is a powerful and flexible system. You can get up and running quickly but you do need to spend some time to make it right for you.

NOTE: we strongly advise using an authorised Donorfy Partner to assist in this process and provide any training. It will save you time and money in the long run.

Whoever sets up your Donorfy, this article helps you plot your way through it all in a logical sequence:

  1. It is important to get the configuration of your Donorfy system as you want it...
  2. ... so that you can then import any data from other sources into that structure.
  3. You can then think about enabling online giving tools and other integrations to complete the picture.
  4. Then think about the remaining integrations.

If you need support just visit http://support.donorfy.com/ where you will find Knowledge Base articles to help you, and if you have a specific question you can log an issue with our support team.

Good luck!

1. Configure

Constituent Types

Every constituent in Donorfy is designated with a Constituent Type. This is the top-level categorisation. Donorfy comes ready configured with a number of suggested constituent types - you could just use them. Or you might want to customise them, in which case you will need to do that in Settings | Constituent Types.

They need to be mutually exclusive, and you should have as few as possible. The minimalist approach would be to have just two - Individual and Organisation. But as you can use them for reporting the sources of your income, for example, you might want a few - Individual, Corporate, Trust, Community Group etc.

Everything else about their engagement with you - whether they're a donor, a volunteer, a prospect, a member etc is described by tags and their timeline.

More info about Constituent Types can be found here.

Tag structure

Now you're going to want to identify the attributes by which you want to segment and search your database. Tags are there for that purpose - they're a visual way to apply (and remove) attributes to a constiuent. So imagine the tags and the categories in which they can be grouped - eg

  • Engagement
    • Donor - low
    • Donor - mid
    • Donor - high
    • Lapsed donor
    • Member
    • Volunteer
    • Service User
    • etc...
  • Volunteer skills
    • Office work
    • Gardening
    • Fundraising
    • Media work
    • etc...
  • Interests
    • Cycling
    • Running
    • etc...

The first level are Tag Categories and the second level are Tags. Samples are given in the standard Donorfy configuration but feel free to delete and start again.

More info about Tags can be found here. And if you want to automate the adding / removing of tags you can use Auto Tagging (Professional feature).

Financial coding

Donorfy has powerful features that enable you to record money as part of a constituent's timeline. Money can arrive into Donorfy manually (you enter it), or automatically via various online donation possibilities.

Each transaction is comprised of two halves, and the codes for each need to be set up in Settings (apart from Campaigns which can be added from the orange Add button at the top of screen).

  • the Payment:
    • Campaign - the "why" it was given. Required.
    • Payment Method - the "how" (also affects Gift Aid eligibility). Required.
  • the Allocation(s) -  can be more than one if you have a split gift:
    • terms of how it will be accounted for
    • Product - the "what" the money was given for - eg donation, membership, merchandise etc (also affects Gift Aid eligibility). Required.
    • Fund - the "where" - ie. in which pot / project / restricted or general fund does this money sit. Required.
    • Department - which department / cost-centre within your organisation is responsible for this transaction. Optional.

You should also set up your Transaction entry defaults to make transaction entry easier.

Gift Aid claims (Professional feature)

To take advantage of one of the biggest time-savers that Donorfy offers, you will need to set up your Gift Aid credentials in Gift Aid (within the Financial menu). 

See this article to get started with Gift Aid. NOTE: HMRC are VERY fussy about the settings - so make sure you have no extra or trailing spaces in names, ids etc otherwise your claim will not work.

Activity types

Activities appear in a constituent's timeline. They show the non-financial 'moments' in the history of the constituent's engagement with you. Such as communications in and out, taking part in volunteering activities, attending events and so on.

Donorfy comes with a set of standard Activity Types but you might want to add them for specific things that you want to record. Do that in Settings | Activity Types. You can also add custom fields to Activity types - see here for more info.

Other settings worth considering

  1. Invite colleagues to become users of Donorfy
  2. Set up your GDPR settings and the self-service preference centre (Professional feature)
  3. Configure email settings so that you can send trnasactional (one off) emails from Donorfy
  4. Create your acknowledgement templates for thank you letters, and other one-off comms
  5. Review and fine-tune Opportunity Types to match your requirements

2. Import your data

Donorfy has a File Uploader that enables you to import data from Excel. You can download a template from the File Uploader screen (Data Management menu) - the template includes your tag structure, which is why it's a good idea to sort that out before importing data.

You can find out how to import data here, and specific articles here, but it's worth repeating the golden rules:

  1. Import Constituents first, with the contact id (if you have one) in the external key.
  2. then import Donations and Activities if you have them, using the external key (contact id from your old system) to link them to the right constituents
  3. upload Excel workbooks with one worksheet, not multiple.
  4. don't change the tab names from the ones provided in the template
  5. don't reformat the data in the template - paste Values (using Paste Special).

Data import / migration is one area where the assistance of a partner is strongly recommended.

3. Online giving

Donorfy offers two ways for you to collect donations online with the benefit of them being added directly into your Donorfy database - widgets (cards and direct debits) and campaign pages (cards only). See this page to work out which one is best for you.

If you want to take advantage of custom-built giving experience in your website (using the widgets) you will need to engage the services of your web designer (or one our partners). They will find this article useful.

4. Integrations

You can set up the built-in integrations from Settings. More information on the available integrations and their configuration can be found here.

 

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