This article defines what each of the donor statuses in the matching module means.
Initial Donation Record Statuses
Each donation record in Double the Donation has two statuses:
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Matching Gift Stage → Where the donor is in the matching gift process
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Employer Identification → Progress in identifying the donor’s employer
This article explains what each status means, how it updates, and when to take action.
Matching Gift Stage
These statuses indicate what Double the Donation knows about a donor’s progress in the matching gift process.
Initial Donation Record Statuses
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Waiting for Donor – Donor works for a company with a matching gift program. They remain in this status until they:
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Interact with automated emails
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Indicate their gift is ineligible
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Or your organization manually updates their status
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Identification in Progress – Donor hasn’t provided employer info and used a personal email address (e.g., Gmail, Yahoo).
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Closed – Donation is no longer being pursued for a match. This status may have sub-categories, such as:
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Closed (Program Eligibility) – Donor, donation, or org is not eligible.
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Closed (No Matching Gift Program) – Employer has no program.
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Closed (Account Insights) – Account settings indicate this donation shouldn’t be submitted.
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Closed (Account User Manual Update) – Manually closed by a user.
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Closed (Workplace Giving Platform Update) – Company did not approve request in autosubmission flow.
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Closed (Declined to Provide) – Donor declined to provide employment details.
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Click here to learn about the automated email streams.
Automatic Statuses
These update automatically based on donor actions:
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Waiting for Donor – Eligible but no activity yet.
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Identification in Progress – Pending employer info.
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Match Initiated – Donor accessed their company’s match form but has not yet confirmed submission. This is categorized under 'Match Initiated - Awaiting Verification' within the breakdown of statuses in Reporting --> Statistics.
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Match Initiated – Donor Verified – Donor clicked the confirmation link in an email, verifying they submitted their match request.
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Ineligible – Donor reported their gift is not eligible.
Update: “Match Initiated” is still the Matching Gift Stage, but reporting now distinguishes between Awaiting Verification and Donor Verified. Depending on donor activity, you may see only one of these in your account.
If a donor selects "My donation is not eligible for a matching gift" in one of the matching module's emails, their donor status will update to Closed. If the donor interacts with the Ineligible survey to indicate why they are ineligible, their selection will appear under the status columns in the Donations tab. View this article to learn more about what happens when a donor selects "My donation is not eligible for a matching gift."
Manual Statuses
These do not update automatically and must be set by your organization:
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Pending Payment – Match has been verified and submitted, awaiting company disbursement.
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Match Complete – Your organization has received the matching gift funds.
Employer Identification
These statuses track Double the Donation’s efforts to identify a donor’s employer. They update automatically:
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Complete – Employer has been identified.
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In Progress – Identification is underway.
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Declined to Provide – Donor chose not to share employment info.
FAQs
Q: Which donors should I follow up with?
A: Follow up with:
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Waiting for Donor – After automated emails stop (typically 30 days).
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Match Initiated – Encourage donors to complete their submission.
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Match Initiated – Donor Verified – If 90+ days have passed and funds aren’t received, follow up with the company.
Click here to learn more about the manual email templates.
Q: How do I move donors to Pending Payment or Match Complete?
A: These must be manually updated by your team when funds are verified or received. This is because companies send the matching gift funds directly to your organization, so the matching module is unable to automatically track when a company is processing the funds or when they are ultimately disbursed to your organization. You can also learn more by going through this article: Updating the Status of a Donor.
If your organization receives a verification email from a vendor like CyberGrants or Easy Match, a team member can change the status of that donor to "Pending Payment". Please keep in mind that not all companies will require verification, so the "Pending Payment" isn't often used.
When the nonprofit receives the matching gift funds (typically within 1-3 months), a team member can log in to Double the Donation, search for the donor, and change the status of the donor to "Match Complete." Most of our clients who take this approach use the "Match Complete" status only when they receive funds.
Click here to learn more about how to update donor statuses in bulk using our data import feature.