There are three types of profiles in CommunitySuite.
A single profile can capture all information about one entity, including but not limited to notes, opportunities, donations, grants, and fund advisor information. A profile can have many different layers with different information and transactions. Users can add, create, and select transactions, including donations, directly from a profile. They can also see a history of emails the profile has received from CommunitySuite, including tax receipts and fund statements.
This article contains a broad range of information related to profiles, from searching for profiles to moves management. In many instances, it links to more focused articles on a particular functionality.
Search for Profiles
Users can search for profiles from the global search or the Profiles page.
Type the name of a profile into the global search box on the home page and select from the dynamic search results. Global search includes results from the profile name fields and the legal name field.
Profiles Page Search
- Navigate to the Profiles page.
- Type the name of a profile into the search box and select from the dynamic search results.
- Profiles page search results do not include the legal name field.
You can also search by phone or email.
- Navigate to the Profiles page.
- Click Search Emails or Search Phone in the left-side menu.
- Enter the search criteria, then click Search.
- If searching emails, enter any part of the email. Results will return all profiles with an email that contains that string of characters.
- If searching phone numbers, enter a 10 digit phone number. No special characters or spaces are required.
Create and Edit a Profile
Profiles can be created manually, by searching Guidestar, or by copying another profile. They can also be generated in bulk by importing a .csv file of profile data. Certain fields, such as Legal Name, Email, Gender, and Birthday, can be required when profiles are created. These are in addition to the system default required Name field.
Profile Designations/Profile Is
Profile designations are additional layers on a profile that house specific types of transactions or information. Designations reside in the Profile Is section of a profile.
A profile can have any combination of the following designations: customer, donor, fund advisor, grantee, nonprofit, student, vendor, affiliate/supporting org. Profile designations appear in the Profile Is section of a profile.
- Resource: Profile Designations / Profile Is
Profiles can be connected to other profiles and to funds with relationships that define the relationship type. Some relationship options have a status and date range.
CommunitySuite records people in both individual and household profiles. A couple can have a household profile and individual profiles for each person. When this occurs, this is referred to as the household trifecta. This allows flexibility to record an item, such as a note or a donation, on the appropriate entity. For example, a couple may give jointly and those donations would be recorded on the couple. One member may establish a fund separately from the other household member, and donations and fund advisor information related to that fund can be listed under the individual. Cumulative giving from the household and household members is visible on the household profile and is available in reporting.
You can have a household profile without members if there's no need for the members to have their own profiles.
You can also have an individual who is part of a couple that is not linked to a household if the household is not in CommunitySuite.
When you have both an individual and household profile in CommunitySuite, best practice is to connect them via the household/household member relationship structure, which streamlines communications and reporting on cumulative giving.
- Resource: Profile Relationships
User Defined Fields
CommunitySuite offers a range of menus for organizations to which values can be added. These user defined fields can be used to segment, prioritize, and manage your database. Many user defined fields can be applied to profiles in bulk.
Profile Types contains six user defined menus.
- Profile Types - Field to capture information about a group of profiles. Use of this field varies widely and includes any type of profile information you may want to track and report. Examples include personas (Early Career Millennial, Gen X'er, etc.), VIP, Giving Society Member, and Seasonal Resident. Profiles can have many profile types.
- Profile Fund Categories - Profile Fund Categories define the relationship between a profile and a fund. These are for reporting purposes and can provide context to what type of relationship the profile has to the fund. Common examples include Fund Founder and Successor Advisor. They do not drive any functionality. Fund advisor statement delivery and fund advisor portal access are provided through the fund advisor designation.
- Address Types - A profile can have multiple addresses. This field enables you to assign an address type to addresses. Examples include Home, Seasonal Home, and Business.
- Email Types - A profile can have multiple emails. This field enables you to assign an email type to addresses. Examples include Personal and Business.
- Engagement Strategies - A tool to segment and prioritize large groups of your database.
- Genders - Field to capture gender and pronouns.
Relationships, listed in a section above, are also user defined.
Grant Types and Philanthropic Interest Areas
Users can define Grant Types and Philanthropic Interest Types for their organization to apply to grants, funds, and profiles. Grant Types and Philanthropic Interest Areas are in the same user defined menu, but the function and purpose varies by where it is applied.
Philanthropic interest types are set on the profile. These indicate areas of interest, and they are available for reporting. They do not have any other functionality.
Grant type is set on Default Grant Type field of the grantee designation. When this is set on a grantee and a new grant is created for that grantee, the grant type field on the grant record defaults to the value set on the grantee designation.
Service Areas allow you to create custom geographical area codes to assign to grants, funds, profiles, donations, and campaigns. You can assign a custom group of city/state/province combinations to a service area.
Additional data needs can be captured in custom fields.
List Profiles, Build Reports
To see a list of all profiles in your system, navigate to the Profiles page and then click List. The first 20 profiles display in A-Z order. Deceased profiles are not visible in this view, but they can be filtered into the view.
Click [Show_all] at the bottom of the list to expand the profiles view. If your system has more than 2,000 non-deceased profiles, it will cap the display at 2,000 to avoid page load issues.
Click Add Value on the left-side menu to add an additional column to the profiles display showing each profile's cumulative donation or grant amount.
You can build filter reports of profiles in this view. You can also build lists of profiles in custom reports. Both areas offer bulk actions on the left-side menu, such as adding a filtered list of profiles to a profile type or a campaign, or generating yearly tax receipts.
Several exports are available in the left-side menu of the profiles list view. These are a quick way to extract information, but using campaigns for communications lists is recommended.
Manage Relationships: Notes, Tasks, Opportunities, Stewards
CommunitySuite has several features for users to create a relationship or moves management strategy that works for their organization. The key features are notes, tasks, opportunities, and steward assignments.
Notes are a free text record that can be added to any item in CommunitySuite, such as a profile, grant, fund, or donation. In profiles, these are often used to record interactions with donors and prospects.
Note and task types are defined in the same menu. Your organization can define the note and task types needed.
Tasks enable you to track to-do items that relate to specific profiles, funds, grants, etc. In relation to profiles, tasks are often used to track upcoming action items related to relationship cultivation or moves management.
Opportunities are a relationship management tool used to track specific strategies for an individual, household, or organization. The Opportunities function is where you conduct “moves management” for prospects or volunteers. Opportunity types, or strategies, and the stages outlined to achieve them are defined by your organization.
Any user in CommunitySuite can be made a steward and assigned to profiles and/or funds. Steward is a way to annotate a relationship manager.