Updating the Status of a Donor

This article walks through how to update the status of a donor on the donations table.

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. 

Automatically, when the donation record flows into the matching module, that donation record will be placed into one of the three matching gift stages: 

1. Waiting for Donor

2. Identification In Progress

3. Closed

Then automated emails will be sent to donors in the Waiting for Donor and Identification in Progress statuses. Donors in the Closed status will not receive an email. The status of each donation record can change as the donor interacts with the automated emails. Some donation records will automatically change to Match Initiated if the donor identifies that they've submitted their match by clicking on the "Step 2" button within the automated emails.

From there, you can choose to change the status in the following scenarios:

1. Changing a donor's status to Match Initiated: A donor may have received an automated matching gift email and replied to the email saying that they've submitted a matching gift request already. You can manually change the status of the donor from their previous status to "Match Initiated."

2. Changing a donor's status to Pending Payment: Your organization receives a verification email from a matching gift company because a donor has submitted their matching gift request to their employer. You confirm that you did receive a donation for that donor. When you confirm within that verification email, you can log in to the matching module and manually change the status to "Pending Payment." To show that you are awaiting the matching gift funds. This helps your organization keep track of donation records that you are waiting on matching gift funds. 

3. Changing a donor's status to Match Complete: Your organization receives matching gift funds from the matching gift company and you can log in tothe matching module and manually change the status of the donor to "Match Complete." This lets your organization know that this donation record has completed their match and no more action is required for that specific donation record. 

4. Changing a donor's status to Closed: A donor may have received an automated matching gift email and replied to the email saying that they are not eligible to have their gift matched. You can manually change the status of the donor from their previous status to "Closed." This will automatically add 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?

You can update the Matching Gift State of a donation record by clicking on the status of the donor you’d like to update. Then, select the new status and “Update.” View the images below showing the process: 

Note that you can only manually update the Matching Gift Stage. The Employer Identification status is automatically populated by Double the Donation based on a wide variety of inputs.

How to update the status of a donor in bulk?

There are two ways to update donor statuses in bulk in the matching module: 

• From the Donations table using the Edit button: Allows you to select multiple donation records and update the records to have the same status. 
• Using the CSV import: Allows you to update multiple donation records with different statuses. View this article for more information. 

To update statuses using the Edit button, navigate to Donations --> Select the records you'd like to update --> Select Edit. A window will pop up with the option to update the selected records so that they all have the same status. Use the dropdown menu to select the new status and then select Update. The selected records will then be updated to reflect the new status: