under "your organizations" click "manage"
click "reports"
scroll down and click "view all donations"
scroll down and click "export to CSV"
check Cassie's email for the CSV and upload it to this folder
open it with Google Sheets
have that up when you go to log donors
**note: when logging the amount for these donations, pay attention to the column for PAYOUT AMOUNT, because sometimes donors don't cover the fees, so it's an odd donation amount.
click the human symbol at the top right
"manage events"
you may have to select to show all events from the drop down
click on each recent/upcoming event (1 at a time)
click "manage attendees" on left menu, then "orders"
choose file type: export to CSV
upload it to this folder
open it with Google Sheets
have that up when you go to log donors
Go into our email and check hello@matternews.org emails
The donation notifications are always from INN Accounting with the subject lines
fwd: You Received a Payment
fwd: You have a new automatic payment profile
fwd: automatic payment changed
fwd: notification of donation received
Move all of these types of emails into the subfolder "donations to be logged"
have that up when you go to log donors
Copy the email address from the email
In Salesforce, search (top bar) that email address
If no contacts come up, they are new and need added
Go to the "contacts" tab
"new"
enter "personal email"
Can put address and phone if you want
Don't fill out "account name" nor "primary affiliation" but check into primary affiliation because not sure how that is used
SAVE
Notes:
Clicking just the person's name is a good landing page to see their contact and start there
Accounts = households (people with same last name)
Most of our accounts only have 1 contact
Opportunities = every single donation
Pledged = amount they said they'd pay monthly, but we have to mark that they paid it out in actuality with "posted"
The subject line of the email will say "fwd: You Received a Payment"
First, search or add contact, then click on the contact card/link
Click "opportunities" and find that month's date
To mark an opportunity as paid/completed, get into the opportunity and mark "Mark Stage as Complete" and then choose "Posted" from the drop down
Note: If someone is signed up for monthly donations and their opportunities are limited and stop showing new dates, simply edit the recurring donation (the overall one) and go to the field called "last donation date" and clear it, and then save. Now, re-enter their sustaining member profile and on the top right, click the down arrow and select "refresh opportunities". Now, when you go back in to opportunities, more dates should show.
The subject line of the email will say "fwd: Notification of Donation Received"
First, search or add contact, then click on the contact card/link
Record the donation
Click "new donation"
Make sure the date reflects when we actually got the donation and not the auto populated date nor the date on the email
then enter the info and choose "posted" from drop down
ONLY use the campaign drop down for NewsMatch (or any other official fundraising campaign we do in the future)
Send a follow up email
Contact > Activity > email >
note: It auto populates my email, their email, and has a copy sent to me.
Add the template
Click one of the tiny buttons at the bottom that says (when you hover) "insert, create, or update template"
Under "all templates"
click "insert a template" and choose "donor thank you - NewsMatch"
Update their name in the greeting
SEND
The subject line of the email will say "fwd: New automatic payment profile"
First, search or add contact, then click on the contact card/link (this would be them starting monthly donations, but they may be in the system due to a past one-time donation.
Once you're in the contact...
Go to "recurring donations" at the top and click "new recurring donation"
name "sustaining member - [name]"
enter donation amount
open ended status choose "open"
make sure the "date established" is the donation date
Installment period choose "monthly"
remove "1" from "number of planned installments"
schedule type choose "multiply by"
then need to mark the donation as made for the first month (the 2nd email you'll see come through right after automatic payment profile)
click on the "sustaining member - [name]"
click "opportunities"
Choose the one that corresponds with the date
"mark stage as complete"
"posted"
Send email
**you have to click that person's contact again to see the email feature**
Contact > Activity > email >
note: It auto populates my email, their email, and has a copy sent to me.
Add the template
Click one of the tiny buttons at the bottom that says (when you hover) "insert, create, or update template"
Under "all templates"
click "insert a template" and choose the appropriate template for their member level:
LEVEL 1 - $1-$9 (name of template = "sustaining member TY L1")
LEVEL 2 - $10-$19 (name of template = "sustaining member TY L2")
LEVEL 3 - $20-$49 (name of template = "sustaining member TY L3")
LEVEL 4 - $50+ (name of template = "sustaining member TY L4")
Update their name in the greeting
SEND
Move the donation emails to the 'logged donations" folder once they've been entered.
Once you've logged all donations, you need to take people who are on our email list and have donated to the campaign off of the email list.
In Salesforce, go to Contacts, then the list view Contacts by Add Date
Make sure the contacts are sorted with the most recently added at the top
In a separate window, pull up Send in Blue
Go to Contacts
In the search bar, search one at a time for the emails from the Salesforce list. Start with the contacts added since you last logged new donors.
As you search, some will pop up and some will not. Only worry about the ones that do show.
Add the email if it shows to the list NewsMatch 2020 Donors by clicking the box next to the email, selecting Action, then copying it to an existing list.
That's it!
In Salesforce, go to new opportunities, then choose the list view NewsMatch Opportunities
Sort the list so the most recent donations are at the top
Review the donations for any donors that you may not have seen from the step above. Do not include payments from sustaining members who became members before this campaign.
If you find any, open their contact and find their email
Then using that email, add them to the NewsMatch 2020 Donors list in Send In Blue using the same process as above
If someone is signed up for monthly donations and their card isn't charging for several months in a row, email the donor using the "recurring donation on hold" template in Salesforce.
If someone is signed up for monthly donations and their opportunities are limited and stop showing new dates, simply edit the recurring donation (the overall one) and go to the field called "last donation date" and clear it, and then save. Now, re-enter their sustaining member profile and on the top right, click the down arrow and select "refresh opportunities". Now, when you go back in to opportunities, more dates should show.
For internal organization for emails:
keep emails in inbox until had plugged them in and sent emails
Then put in a folder of my own for incoming donations/logged donations
Separate folder for donor emails of the cc'd emails from Salesforce+ responses from donors with their address, etc.
When a new contact is added to Salesforce, they auto added to Quickbooks as a "customer"
When a donation is marked as "posted", it auto loads into Quickbooks as a "sale".
For INN (our fiscal sponsor): When delivering five or more checks, please review the “Procedure for Donations by Check” later in this Appendix. Checks are photocopied, deposited in INN’s account, and securely stored electronically by INN along with other relevant deposit records.