Contents - Index

Contact History For Donors

Donarius keeps track of when a donor was contacted and how.  It records the following types of contact:
-donor was sent a letter
-donor was sent an email
-donor was sent a text message
-a label was printed for a mailing
-an envelope was printed for a mailing
-donor was sent a quarterly statement
-donor was sent any other kind of statement
-donor was called by phone
-a phone call was received from the donor

Sometimes when doing a mailing, rather than print letters or send the emails in Donarius you will export a list so the mailing can be done somewhere else.  Exporting, will be considered the same as printing or sending an email and will create a contact event.

To see the contact history for a donor, do this:
1. Click the Donors icon and choose Add/Edit Donors... or press F4.

2. You will be shown the first donor.  Click the Next or Previous buttons or type something in the Find field to find the donor.

3. Near the bottom right you will see a box called Recent Donations.  Click on it and it will change to Contact History.  In the box it shows a list of each time the donor was contacted. (If the donor has no donations it will automatically show the contact history.)  If your user profile does not allow you to view donations, it will show only the events.

4. To record other forms of contact, such as phone calls, look to the left of the Telephone #s box.  You will see two arrows.  To indicate contact from you to the donor click on the arrow --> which points to the telephone #.   To indicate that you were contacted by the donor click on the arrow <-- which points away from the telephone #. Then indicate the type of contact and a short description. An event with the current date will be added. (For phone calls the time will also be shown.)  If you realize you added the wrong event, you can delete it by clicking one of the arrows  again.  You can delete an event only the same day as you added it.

When contacting a donor with a particular method, you may want to do so only at a certain frequency.  You also do not want to send the same letter or email, twice in a row.  When doing any type of mailing, on the right hand side there will be a box which says:
 [ ] Contact every [ 30 ] days
Putting a checkmark on this contact frequency box will prevent the same contact method being used twice in a 30 day period.  For example, when you send letters out, you might print them in batches of 50 at a time.  So when you do the next batch you don't want to include any that were sent in previous batches.  Each time a batch is printed, Donarius records which letter they received and the date.  When you do the next batch, put a checkmark on the contact frequency box and those that already got a letter will be omitted.  The same applies when you send emails, print labels/envelopes or print statements.

Sometimes you don't want to contact the donor, if they were phoned and told the same thing as the letter or email.  In that case, put a checkmark on Exclude Phoned.  It will then exclude anyone who was called within the last 30 days. You must record that a donor was called by clicking on the --> arrow and select By Phone as the contact method.

When printing statements on the Donations by Date window, first click on the Show ==> button to see the contact frequency box.

You can also change the number of days between each contact.

For some types of contacts you only want to do so, once.  Click on the contact frequency box until it says [ ] Contact once.  Then only those who have never been contacted with a certain letter or email will receive it.






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