Tracking what has been asked on an individual basis

Amanda Kostyk

Morning,


We are looking for a way to track how much we have asked from a donor - we were thinking we would do this in appeal but cannot seem to figure out how we would enter this sort of information on an individual basis.


Ie. If we approached a donor asking for $25,000 we want a way to properly track this, however these would be on an individual basis (amount asked would be different depending on donor). 


Does anyone have a way they do this???


Thanks!

Amanda 

Karen Stuhlfeier

Do you have the prospect tab? Proposals are the place to track this information.


Amanda Kostyk:

Morning,


We are looking for a way to track how much we have asked from a donor - we were thinking we would do this in appeal but cannot seem to figure out how we would enter this sort of information on an individual basis.


Ie. If we approached a donor asking for $25,000 we want a way to properly track this, however these would be on an individual basis (amount asked would be different depending on donor). 


Does anyone have a way they do this???


Thanks!

Amanda 

 

Christine Adams

Do you have the Prospect tab?  If so, then under proposals is where we track this information.

JoAnn Strommen

To track this we have used a constituent attribute.  We do not have prospect tab.  Ask amount was determined prior to solicitor assignment.  If you use solicitor assignments, you can put an amount in on this relationship.  

Amanda Kostyk

Unfortunately we do not, this will be a question for me to ask my fundraisers why we do not have this module as I am not sure.


Maybe it's because we are a Canadian school??


Thanks for giving me a starting point.

 

Amanda Kostyk

JoAnn Strommen:

To track this we have used a constituent attribute.  We do not have prospect tab.  Ask amount was determined prior to solicitor assignment.  If you use solicitor assignments, you can put an amount in on this relationship.  

Thank you! I will make mention of this way! Glad to hear from someone who does not have the prospect tab!

Joy park

No need for an additional module!  ;)  Just use the RE tools that already exist!


Once an Appeal has been saved to a constituent record, you can pull the data out in Query.  You can either Import the Appeal, manually add it or add it in Gift Batch.  Go ahead, open any of your const. records and look at Appeal.  Can you tell at a glance what you are looking for?  Now you know the Query Fields you should pull.  It should have the total amount given, the total amount to EACH appeal, etc. at the TOP of the row!


Or you can assign staff to that donor as a Solicitor and track their progress.

Karen Stuhlfeier

It is true that you can certainly track this information without the prospect tab, but I think that it's worth looking into it if it's a possibility for your organization to have it and I don't think that it really costs too much more to have it. A lot of good information can be easily tracked in it and gifts can be linked to the proposal and results can be easily tracked and reported on.


Joy park:

No need for an additional module!  ;)  Just use the RE tools that already exist!


Once an Appeal has been saved to a constituent record, you can pull the data out in Query.  You can either Import the Appeal, manually add it or add it in Gift Batch.  Go ahead, open any of your const. records and look at Appeal.  Can you tell at a glance what you are looking for?  Now you know the Query Fields you should pull.  It should have the total amount given, the total amount to EACH appeal, etc. at the TOP of the row!


Or you can assign staff to that donor as a Solicitor and track their progress.

 

Crystal Chouinard

We track this two ways. For our direct mail appeals we record it as a comment on that specific appeal. For donors that are either giving at the $1k level or we hope to get them there, we record it on their assigned solicitor relationship as a goal amount. For our grant proposal we do have the prospect module but for our individual donors and prospects that two ways listed above work great for us. 


We currently do not save the historical piece on the assigned solicitors, we simply update the number as things change in the year or at the beginning of the new fiscal year. If you are trying to track the history you could simply add a generic appeal for the year to all the records and have the solicitors add in their goal amounts in the comments field. For direct mail we like to see the path of the ask amount was $100 = no gift but when we asked for $75 in the next mailing we got a response. 


If you have any question on this process please feel free to let me know. 


Thanks. 

Joanne Felci 2

Crystal Chouinard:

We track this two ways. For our direct mail appeals we record it as a comment on that specific appeal. For donors that are either giving at the $1k level or we hope to get them there, we record it on their assigned solicitor relationship as a goal amount. For our grant proposal we do have the prospect module but for our individual donors and prospects that two ways listed above work great for us. 


We currently do not save the historical piece on the assigned solicitors, we simply update the number as things change in the year or at the beginning of the new fiscal year. If you are trying to track the history you could simply add a generic appeal for the year to all the records and have the solicitors add in their goal amounts in the comments field. For direct mail we like to see the path of the ask amount was $100 = no gift but when we asked for $75 in the next mailing we got a response. 


If you have any question on this process please feel free to let me know. 


Thanks. 

That is the way I have tracked it in the past - putting it as a comment on the appeal. I worked somewhere where we were doing 12-15 appeals a year so even though we had the prospect tab it was more efficient keeping the information with the appeal as I was doing analysis on each individual mailing anyway

Christine Cooke 2

Amanda Kostyk:

Morning,


We are looking for a way to track how much we have asked from a donor - we were thinking we would do this in appeal but cannot seem to figure out how we would enter this sort of information on an individual basis.


Ie. If we approached a donor asking for $25,000 we want a way to properly track this, however these would be on an individual basis (amount asked would be different depending on donor). 


Does anyone have a way they do this???


Thanks!

Amanda 

If you do not have the Prospect Tab, where you would enter the info under Proposals, then I suggest Actions, there is a place to enter $$ amount and all the date info etc.

Gracie Schild

Hi there - we don't have the Prospect Module, so when we send out an appeal, we break the ask groups into packages.  For the year-end appeal, we might nave Previous Gift, No Previous Gift, President's Circle Invite (getting people to bump up to major donor level), President's Circle donor (basically thanks for you continued support, ask included), and so on. Then the letter and response form for everyone in that package is the same (or for the very top tier they might be personalized). That way we can track the response rates to the different ask levels and letters.


Gracie Schild

IAIA/ IAIA Foundation