How to update the status of a donor?
How to update the status of a donor in bulk?
Within the matching module, you have the ability to update the status of a Donation record. The reason that you may choose to update the status of a donation record is to keep the donation record updated as it aligns with the timeline of the matching gift submission process.
When a donation record flows into the matching module, it is automatically placed into one of three initial matching gift stages:
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Waiting for Donor.
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Identification In Progress.
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Closed.
Automated emails are sent to donors in the Waiting for Donor and Identification in Progress statuses, but not to those in the Closed status. The status can automatically change, for example, to Match Initiated if the donor indicates they've submitted their match by clicking the "Step 2" button in the automated emails.
Scenarios for Manual Status Updates
You may need to manually update a donation record's status in the following scenarios:
|
Status Change |
Scenario |
Purpose and Effect |
|
Match Initiated |
A donor replies to an automated email confirming they have submitted a matching gift request. |
Marks that the donor has started the process. |
|
Pending Payment |
Your organization receives a verification email from the matching gift company, and you confirm receipt of the donation. |
Tracks donation records for which you are awaiting matching gift funds. |
|
Match Complete |
Your organization receives the matching gift funds from the matching gift company. |
Indicates that the matching process is complete and no more action is required for that record. |
|
Closed |
A donor replies to an automated email stating they are not eligible to have their gift matched. |
Automatically adds the donor to the email blocklist for 180 days. View this article to learn more about Closed donors. |
To learn more about donor statuses, please view this article.
How to update the status of a donor?
To update the Matching Gift Stage for a single donation record:
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Navigate to the Donations table.
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Click on the current status of the donor you want to update. A pop-up window labeled "Matching Gift Stage" will appear.
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Select the desired new status from the dropdown menu.
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Select "Update".
Note: You can only manually update the Matching Gift Stage. The Employer Identification status is automatically populated by Double the Donation based on a variety of inputs.
How to update the status of a donor in bulk?
There are two methods for updating donor statuses in bulk:
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From the Donations table using the Edit button: This allows you to select multiple donation records and update them to the same status.
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Using the CSV import: This allows you to update multiple donation records with different statuses. View this article for more information.
Updating Statuses using the Edit Button
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Navigate to the Donations table.
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Select the records you wish to update.
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Select the "Edit" button.
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A window will pop up with the option to update the selected records to all have the same status.
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Use the dropdown menu to select the new status and then select "Update".
Updating the status in bulk using the Edit button will not automatically trigger emails to be sent to the donors. The emails will need to be manually sent. View this article to learn how to send manual outreach.