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  3. GrantHub Pro - Profiles

Profiles

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Add a profile to capture all information about an individual, household, or organization. The three types of profiles are detailed below. 

  • Individual - A single person such as a board member, donor, or volunteer.
  • Organization - An organization that you interact with such as a funder or utility company.
  • Household - Typically two people that you interact with at the same time such as a couple that donate together. 

When adding a profile, it is recommended to use consistent naming conventions such as either spelling out “Street” or using “St.” Complete as much information as possible for each profile to avoid creating duplicates. 

Profiles cannot be deleted. They can be renamed, merged, or made inactive if they are no longer being used.

 

 

 

  1. Navigate to Profiles and click All Profiles on the navigation bar.
  2. Click Add Profile, and then click the applicable profile type.profile type options

  3. Enter the applicable Create Profile information, and then click Save. Asterisks indicate required fields.
    • Click the Add Address/Add Phone Number/Add Email Address buttons to complete the respective fields.save button

  1. Navigate to Profiles and click All Profiles on the navigation bar.
  2. Click the profile name.profile name

  3. Click Edit.edit button

  4. Make the necessary edits, and then click Save.save button

  1. Navigate to Profiles and click All Profiles on the navigation bar.
  2. Click the profile name to be copied.profile name

  3. Click the copy icon, and then click the applicable option regarding copying the profile relationships.
    copying options

  4. Enter or update the applicable Create Profile information, and then click Save. Asterisks indicate required fields.
    save button

One or more of the following designations can be added to a profile when it is created or edited. 

  • Attendee
  • Donor
  • Funder
  • Member
  • Participant
  • Prospect
  • Vendor
  • Volunteer

If designations are assigned to a profile, they appear as tabs next to the Profile tab. Click the tab name to access information specific to the designation.

designation tabs

Some designations, such as funder, contain fields by default. Profile custom fields specific to each designation can also be created.   

Relationships can be added to record connections between profiles. For example, an individual profile could be connected to an organization profile if they work or volunteer for that organization. 

For an organization or household profile, select the primary contact from the list of profile relationships.

    1. Navigate to Profiles and click All Profiles on the navigation bar.
    2. Click the profile name.profile name

    3. Click Add on the Relationships card.add button

    4. Search for and select the profile name, and then click Save.save button

      • For an organization or household profile, click the radio button next to a profile in the list to set it as the primary contact.radio button

By default, the primary contact's name is listed in the Preferred Name field for the profile. Edit the profile to edit the Preferred Name field if needed.

 

In Profiles, there might be individual profiles who belong to the same household. Add these members to a household profile to efficiently communicate and avoid sending duplicate information.

  1. Navigate to Profiles and click All Profiles on the navigation bar.
  2. Check the box next the profiles that will be part of the new household.profiles page

  3. Click the Actions drop-down menu, and then click Create Household.create household button
  4. Enter the applicable Create Household Profile information, and then click Save.save

Email selected profiles from the Profiles page.

  1. Navigate to Profiles and click All Profiles on the navigation bar.
  2. Check the box next to the profiles to include in the communication.check the boxes

  3. Click the Actions drop-down menu, and then click Communicate.communinicate
  4. Enter the applicable Send Email information, and then click Send.send button

Export selected profiles from the Profiles page.  

  1. Navigate to Profiles and click All Profiles on the navigation bar.
  2. Check the box next to the profiles to export. profiles page

  3. Click the Actions drop-down menu, and then click Export Profiles.export profiles button

  4. A .csv file downloads and can be opened in the user's browser.downloaded file

Duplicate profiles can be merged depending on the profile type as described below.

  • Individual - A duplicate individual profile is identified if the first name, last name, and email address all match.
    • If two individual profiles have the same first and last name and do not have an email address listed, this is identified as a duplicate.
    • If two individual profiles have the same first and last names but only one has an email address, this is not identified as a duplicate.
  • Household - A duplicate household profile is identified if the household name and full address match.
  • Organization - A duplicate organization profile is identified if the organization name and full address match.
    • If two organizations have the same name but their addresses do not match, this is not identified as a duplicate.
Once profiles have been merged, they cannot be separated.
  1. Navigate to Profiles and click All Profiles on the navigation bar.
  2. Check the box next to the profiles to merge.profiles page

  3. Click the Actions drop-down menu, and then click Merge Profiles.merge profiles button
  4. Check the button next to the information that should be included in the new profile, and then click Merge.
    • All additional information from these profiles will be merged into the new profile such as notes, tasks, revenue, and expenses.
    • Click the button next to the name of the primary profile to merge all of that profile's information with the duplicate. merge button
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