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:
- It is important to get the configuration of your Donorfy system as you want it...
- ... so that you can then import any data from other sources into that structure.
- You can then think about enabling online giving tools and other integrations to complete the picture.
- 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.
1. Set up your new Donorfy from this page
2. Configure Donorfy
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 > Configuration > 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 you might want a few e.g. 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.
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 - e.g.
|Second Level:||Donor - low||Office work||Cycling|
|Donor - mid||Gardening||Running|
|Donor - high||Fundraising||etc.|
|Lapsed donor||Media work|
The first level are the Tag Categories and the second level are Tags themselves.
Samples are given in the standard Donorfy configuration, but feel free to amend or delete and start again.
And if you want to automate the adding / removing of tags you can use Auto Tagging (Professional feature).
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, the Payment and the Allocation (see below). Here the details relating to that transaction are entered as described below:
- 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.
The codes for each of these need to be created within the Donorfy settings.
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 Financial > Gift Aid > Settings
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.
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. This is actionable within Settings > Configuration > Activity Types. You can also add custom fields to Activity types - see here for more info.
Other settings worth considering
- Invite colleagues to become users of Donorfy
- Set up your GDPR settings and the self-service preference centre (Professional feature)
- Configure email settings so that you can send transactional (one off) emails from Donorfy
- Create your acknowledgment templates for thank you letters, and other one-off comms
- Review and fine-tune Opportunity Types to match your requirements
3. Import your data
Donorfy has a File Uploader that enables you to import data from Excel. You can download a Data Preparation Template from within your Donorfy system: Data Management > File Upload
Note: If you have made any alterations to the settings within Donorfy, click the Update Template button before you download the Data Preparation Template. The template includes your tag structure, which is why it's a good idea to sort that out before importing data!
- Import Constituents first, with the contact id (if you have one) in the external key.
- 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
- upload Excel workbooks with one worksheet, not multiple.
- don't change the tab names from the ones provided in the template
- don't reformat the data in the template - paste Values (using Paste Special)
- remove password protection or the upload will fail as it won't be able to access the data
Data import / migration is one area where the assistance of a partner is strongly recommended.
4. 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 a 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.
You can set up the built-in integrations, such as Stripe, MailChimp, Loqate, Eventbrite, GoCardless, JustGiving, from Settings > Configuration. More information on the available integrations and their configurations can be found here.