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 the system, including tax receipts and fund statements.
There are three types of profiles.
- Individual
- Household
- Organization
Create, Edit, and Update Profiles
Profile Designations
Profile designations are additional layers on a profile that allow specific types of transactions or information. Designations are displayed in the profile's Details tab.
A profile can have any combination of the following designations: customer, donor, fund advisor, grantee, nonprofit, student, vendor, alumni, and user.
Profile Relationships
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.
The system records people in both individual and household profiles. A couple can have a household profile and individual profiles for each person. When this occurs, it is referred to as the household trifecta, and it allows flexibility to record an item, such as a note or a donation, on the appropriate entity. it is possible to have a household profile without individual members if there is no need for the members to have their own profiles.
When both an individual and household profile are in the system, it is recommended to connect them using the household/household member relationship structure, which streamlines communications and reporting on cumulative giving.
User-Defined Fields
There are multiple user-defined options for organizations to use. These are created by the user and can be used to segment, prioritize, and manage the database. Many user-defined fields can be applied to profiles in bulk. User-defined fields can be edited, deleted, and archived at any time by the user.
Relationships, grant types and philanthropic interest areas, and service areas are additional user-defined fields.
Search and List Profiles
Navigate to the Profiles page and click List in the left-side menu to see a list of all profiles in your system. 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. Progress through the profiles list using the pagination options at the bottom of the list. Additionally, note that the left-side menu displays a variety of actions that can be taken from a filtered list.
Profiles can be searched from the Profiles page as well as globally. Using a global search performs a search across all of CommunitySuite. Searching from the Profiles page searches only with the profiles area.
Profiles Maintenance and Settings
There are a variety of tools available to help maintain your profile data. Profile maintenance can include:
- Merging duplicate profiles.
- Updating information in many fields for existing profiles with a bulk update.
- Importing new profiles into CommunitySuite.
These maintenance options and other settings are available from the Profiles page.