Track Profile Relationships

Profile Link types define the names of the relationships that are available to select when connecting two profiles together. Profile Link types must be created in CommunitySuite before you can connect profiles with profile links. Profile Link types are user-defined, and the relationship names are fully customizable to what your organization wishes to track. 

The profile link types you create will appear in the Relationship and Reverse drop-down menus when connecting profiles. Examples of Profile Link types include parent, child, sibling, employer, financial advisor, or any other type of relationship your organization needs to track.

Use Profile Link Types to:

• Set up relationship labels before connecting profiles for the first time.
• Add new relationship types as organizational needs evolve.
• Ensure consistent relationship naming across all profile connections.
   

Create a New Profile Link Type

To create a new profile link type:

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Click Add Profile Link in the left-side menu.
3. Enter the name of the profile link, and then click Create.

The new profile link type is now available as a drop-down selection when connecting profiles.
 

Edit Profile Link Types

To edit the name of an existing profile link type:

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Click the ID of the profile link you wish to edit. 
3. Click Edit in the left-side menu.
4. Update the Name field, and then click Save.

The profile link name is updated and will appear with the new name when connecting profiles.
 

Delete Profile Link Types

If a profile link type has existing connections, you must reassign those connections to a different profile link type before deletion. 

To delete an existing profile link type:

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Click the ID of the profile link type in the list you wish to delete. 
3. Click Delete next to the profile link type name.
4. If profiles are currently linked with this relationship, reassign the Relationship and the Reverse fields to a different link type. Do not choose a blank option for either field, fields must have a relationship and a reverse set.
    
    
5. Click Reassign.

The Profile Link type is removed and associated profiles will now display with the reassigned profile link type selected. The profile link type will no longer appear as an option when linking profiles.

Org Role types define the names of the roles connecting a profile to an organization. Org Role types must be created in CommunitySuite before you can connect organizations to profiles with org roles. Org Role types are user-defined, and the role names are fully customizable to what your organization wishes to track.

The Org Role types you create will appear in the Organization Roles drop-down menu when connecting profiles to organizations. Example Org Role types include Board Member, Executive Committee, Investment Committee, Campaign Chair, Grants Committee, or any other organizational board, committee, or position your organization needs to track.

Use Org Role Types to:

• Set up organizational position labels before connecting organizations to profiles for the first time.
• Add new role types as organizational needs evolve.
• Ensure consistent role naming across all organizational connections.
   

Create a New Org Role Type

To create a new org role type:

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Click Add Org Role in the left-side menu.
3. Enter the name of the role, and then click Create.

The new org role type is now available as a drop-down selection when connecting profiles to an organization.
 

Edit Org Role Types

To edit the name of an existing org role type:

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Click the ID of the org role you wish to edit. 
3. Click Edit in the left-side menu.
4. Update the Name field, and then click Save.

The org role type name is updated and will appear with the new name when connecting profiles to organizations.
 

Delete Org Role Types

Deleting an org role type will remove all existing organizational connections using that type and this cannot be undone. 

To delete an existing org role type:

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Click the ID of org role type in the list you wish to delete. 
3. Click Delete next to the org role type name.
4. On the Confirm Profile Orgrole screen, click Yes to confirm deletion.

The org role type is removed and will no longer appear as an option when connecting profiles to organizations.
 

Profile Links connect any two profiles together for personal relationships such as parents to children, financial advisors to clients, or attorneys to their law firm. Profile Links include optional relationship start and end dates to track when the connection was active. You can only link one profile at a time, there is no bulk option to link profiles.

Profile Links are limited to one connection between the same two profiles. For example, you cannot link Profile A with Profile B under a profile link type of colleagues in addition to linking them as friends. If you attempt to add a second link between the same two profiles, the system will update the existing relationship with the new profile link type you selected.

Profile Links appear on the Relationships tab in the Profile Relationships section of both connected profiles. Profile Links are labeled as Profile Relationships on the Relationships tab of profile records but appear as Profile Links in setup menus and reporting throughout CommunitySuite. 

When to use Profile Links:

• Record family connections such as parent, child, or sibling relationships.
• Track employment relationships between individuals and organizations such as employer or former employer.
• Connect professional advisors, estate attorneys, or financial planners to their clients.

Connect Profiles with a Profile Link

To connect profiles using a profile link in CommunitySuite:

1. Navigate to a profile that needs to be connected to another profile. It can be of any type of profile, individual, household, or organization.
2. Locate the row of buttons at the top of the profile record, and then click Link Profile.
3. Enter the profile name in the Link To field and select the name from the drop-down list.
   • Alternatively, click Show List to view a list of profiles. Click the profile name. Show List is not recommended for sites with a high volume of profile records.
     
      
4. Select the necessary Relationship and Reverse profile link types from the drop-down menu. The relationship and reverse options can be different, as in the example below, or the same, as in sibling to sibling.  
   • Both the Relationship and Reverse fields must be populated for the profile link to work properly. Do not leave either field blank or the connection will not function correctly.
5. The Relationship Active box will default to checked. If this is not a current relationship, uncheck the Relationship Active box.
6. Relationship Start and End Date fields define the date range for when two profiles have been related to each other and are optional. 
7. Click Create.
    
    

The profile link now appears on the Relationships tab for both profiles. 

Example: 
Beth Artsen (client) is linked to Sarah Black (professional advisor):

• On Beth Artsen's profile, her relationship to Sarah Black now displays on the Relationships tab. Sarah is Beth's professional advisor.
   
• On Sarah Black's profile, her relationship to Beth Artsen now displays on the Relationships tab of Sarah's profile. Beth is Sarah's client.
   

Edit Profile Links

To edit an existing profile link connection in CommunitySuite, update the relationship type, reverse relationship, date range, or Active/Former status. Changes to profile links appear on both profiles in the connection. Profile Links can only be edited one relationship at a time.

1. Navigate to a profile that needs to have its relationship edited.
2. Click the Relationships tab.
3. Locate the Profile Relationships section.
4. Click Edit on the relationship row to update it.
5. Make any necessary edits to the Relationship, Reverse, Relationship Start or End Dates, or Relationship Active checkbox, then click Save.

Changes to the profile link appear on both profiles in the relationship.

Remove Profile Links

To remove a profile link connection in CommunitySuite, delete the relationship from either profile. Profile links can only be removed one at a time. Removing a profile link deletes the connection from both profiles.

To remove a profile link:

1. Navigate to a profile that has the profile link connection to be removed.
2. Click the Relationships tab. 
3. Locate the Profile Relationships section.
4. Click Delete on the relationship row to remove it.

The profile link is now removed from both profiles and will no longer display on the Relationships tab.

 

Org Roles are recommended for tracking board service and committee membership for your own organization or external organizations. At least one profile in the connection must be an organization type. For example, you can connect an individual to an organization to track board service, but you cannot connect an individual to another individual using an org role. Org Roles include active/former status and optional start and end dates to track when the position was held.

Org Role types are user-defined and fully customizable to what your organization wishes to track. Org Roles appear on the Relationships tab in the Org Roles section of both connected profiles.

Use Org Roles to:

• Track board service and committee membership for your foundation or organization, such as board members, Executive Committee, Investment Committee, or Grants Committee members. 
• Leverage end dates to automate current and former member status.
• Record a profile's board or committee roles at external organizations as part of relationship management.
• Manage organizational relationships where position type and status matter for reporting and stewardship.

Connect Profiles with an Org Role

To connect a profile to an organization with an org role:

1. Navigate to a profile that needs to be connected to an organization. It can be of any type of profile, individual, household, or organization. You can also start from the organization profile that needs profiles connected to it.
2. Locate the row of buttons at the top of the profile record, and then click Link Profile.
3. Enter the profile name in the Link To field and select the name from the drop-down list.
   • Alternatively, click Show List to view a list of profiles. Click the profile name. Show List is not recommended for sites with a high volume of profile records.
     
      
4. In the Organization Roles section, select the necessary Role from the drop-down menu. Because the link is potentially to an organization type of profile, the Organization Roles fields will display in addition to the profile links options. 
5. Check the Relationship Active box if this is a current or new role. When Relationship Active is not checked, the system will report this relationship as former.
6. Relationship Start and End Date fields define the date range for when two profiles have been related to each other and are optional. Once the End Date has passed, the relationship will automatically switch to an inactive status.
7. Click Create.
    

The org role now appears on the Relationships tab for both profiles.

Example:
Sarah Black is now linked to the Women's Fund organization profile as an active committee member. After the End Date has passed, this relationship will switch to an inactive status automatically. Sarah also has two former roles on committees with other organizations.

Connect Org Roles to Profiles in Bulk

Org roles can be added and removed in bulk or one organization at a time. To add multiple profiles at once with the same org role and to the same organization:

1. Navigate to the Profiles page and click List in the left-side menu.
2. Build a filter report of profiles that need to be connected to the same organization.
3. Click Add Org Role in the left-side menu.
4. Enter the organization name in Link To Organization and select the name from the drop-down list.
   
    
5. Enter the applicable Link Profiles To Org With Org Role information, and then click Link.
    
   • If a profile is already linked to the organization with the given role, the start/end/active information will not be updated with the above information.

The org role will now display on the Relationship tab for both the organization profile and all of the connected profiles. 

Add Org Roles from a Custom Report

To add profiles to an existing org role from a custom report, use the Bulk Action option once Profile ID has been added to the report.

The Upload IDs feature can also help in building a custom report to add profiles to an org role.
 

Edit Org Roles

To edit an existing org role connection in CommunitySuite, update the role type, date range, or Active/Former status. Changes to org roles appear on both profiles in the connection.

To edit an existing org role:

1. Navigate to a profile that needs to have its org role edited.
2. Click the Relationships tab.
3. Locate the Org Roles section.
4. Click Edit on the org role row to update it.
5. Make any necessary edits to the Roles, Start or End Dates, or Active checkbox fields, and then click Save.

Changes to the org role appear on both profiles in the Relationships tab.
 

Remove Org Roles

Org roles can be removed individually or in bulk. Removing an org role deletes the connection from both profiles.

To remove an existing org role:

1. Navigate to a profile that needs to have its org role removed.
2. Click the Relationships tab.
3. Locate the Org Roles section.
4. Click Delete on the org role row to remove it.

The org role is now removed from both profiles and will no longer display on the Relationships tab.
 

Remove Org Roles in Bulk

To remove the same org role from multiple profiles at once in CommunitySuite, use the bulk Remove Org Role function from either a filtered profile list or from a custom report.

To bulk remove all profiles from an existing org role from a list of profiles:

1. Navigate to Profiles
2. Click Org Roles/Profile Links in the left-side menu.
3. Click the ID of the Org Role to remove in bulk.
4. Click List Profiles in the left-side menu. You will see a list of all profiles that are connected to the organization with this role. 
5. Click Remove Org Role in the left-side menu.
6. Click Yes on the Remove Org Role from Profiles screen to remove all profiles from this org role. 

The org role type remains available, but all profiles are now removed from this role.

Remove Org Roles from a Custom Report

To bulk remove all profiles from an existing org role from a custom report, use the Bulk Action option once Profile ID has been added to the report.

The Upload IDs feature can also help in building a custom report to add profiles to an org role.
 

Create Organization Profiles for Committees

One recommended practice for tracking board and committee membership is creating organization profiles for each committee. Create separate organization profiles for each committee: Board Committee, Grants Committee, Finance Committee, Scholarship Selection Committee. Then connect all members of that committee to the committee's organization profile using org roles. This approach streamlines reporting on committee membership and makes it easy to see all current and former members for each committee.
 

The Household/Member relationship in CommunitySuite connects individual profiles to household profiles as household members, creating what is called the household trifecta. The household trifecta allows flexibility to record items like notes or donations on the appropriate entity—either the household or the individual member.

CommunitySuite records people in both individual and household types of profiles. A couple can have a household profile and individual profiles for each spouse. It is recommended to connect them using the Household/Member relationship structure, which streamlines communications and reporting on cumulative giving. 

Household members appear on the Relationships tab in the Household Members section of the household profile. The household connection appears on the individual member's profile in the Part Of Household field at the top of the record.

Use Household and Member Connections to:

• Connect individual profiles as members of household profiles to create the Household Trifecta for consolidated donation reporting.
• Track joint and individual gifts from couples and household members.
• Record donations jointly on the household profile while tracking individual fund advisor relationships separately.
• Take advantage of the Rollup House/Advisor report that combines gifts from all members.
• Streamline communications by ensuring households and members are not both on the 
   same mailing lists.
   

How the Household Trifecta Works

The household trifecta provides flexibility for recording activities on the appropriate profile:

Joint Activities
A couple may give jointly with those donations recorded on the household profile.

Individual Activities
One household member may establish a fund separately, with the fund advisor designation and Portal login setup on their individual profile.

Cumulative Reporting
All giving from the household and household members is visible on the household profile and available in reporting through the Rollup House/Advisor report.

Do Not Use Donation Advisor for Household Spouses

It is not recommended to use the Donation Advisor function for soft crediting spouses within households when one member of the household makes a gift. CommunitySuite will automatically roll up gifts from all household members, so adding a spouse as a donation advisor will double-count the gift in reports.

Donations from the household and all household members are visible on the household donor designation. The Donor Rollup Report reports donations consolidated by household and members.
 

Household Profiles Without Members

It is possible to have a household profile without individual member profiles, and this is a perfectly valid approach. The household trifecta is not required. Some organizations choose not to use the trifecta if they do not want the complexity or have only ever tracked couples jointly rather than as separate individuals.  
 

Link a Member to a Household

To connect an individual profile to a household profile as a household member:

1. Navigate to a household profile.
2. Click the Relationships tab.
3. Locate the Household Members section, and then click Add Household Member.
   • This section is only available for household type profiles.
4. Enter the profile name in the Individual field and select the name from the drop-down list.
   
    

The member will now be listed on the household profile.
 
 

Manage Deceased or Divorced Profiles

When individual and household profiles experience death or divorce, there are several ways to manage those profiles and their profile links, communication preferences, designations, and any campaign lists to which they may be tied. 

Detailed information about managing household and member profiles can be found in Deceased and Divorced Profiles.

Parent/Child Organizational Relationships in CommunitySuite connect parent organizations to child organizations and provide consolidated viewing of grant and donation activity. When an organization is a parent to one or more child organizations, the grant and donation activity from both the parent and child are displayed on the parent profile, similar to the household/member relationship.

Parent/Child connections appear on the Relationships tab in the Org Children section of the parent profile, if linked.

Use Parent/Child Organizational Relationships to:

• Connect parent organizations to child organizations for consolidated grant and donation activity.
• Track umbrella organizations with their subsidiaries or component organizations.
• Report on national chapters with local or regional chapters.
• Manage departments within large universities or government entities.

Detailed information about how to create and use a parent/child relationship can be found in Parent/Child Org Relationship. 

Profile Fund Categories create relationships between profiles and funds for reporting and tracking purposes. Profile fund categories are separate from the fund advisor designation and do not grant Portal access or enable fund statement distribution.

Profile Fund Categories appear on the Relationships tab in the Profile Funds section of the profile and in the Fund Profiles section on the Relationships tab of the connected fund.

Use Profile Fund Categories for:

• The initial bulk creation of fund advisor designations during CommunitySuite post go live setup and Portal launch.
• Long-term fund relationship reporting and tracking.
• Tracking original fund founders.
• Linking successor advisors who may become active fund advisors in the future.
• Maintaining relationships of fund advisors or interested parties to closed funds for historical reference.

Detailed information about how to create and use profile fund categories can be found in Profile Fund Categories, Link Profiles and Funds.