Articles in this section


  • CommunitySuite Overview

    This video introduces you to your CommunitySuite (CSuite) site and the steps you'll take during implementation.

  • CommunitySuite Learning Experience

    This video introduces you to the learning tools available in your CommunitySuite site. This includes Foundant Courses, the Help Menu, and more.  

  • Salutations & Lists

    Salutations and Lists

    CommunitySuite includes many fields within Profiles to customize how names display in different places within the system. Below are context and examples of how to set up names in a Profile.

    Search pulls from the Individual name fields and the full Legal Name fields

    Individual Name: The name you call the person most i.e. “Jon Smith.” All name components are stored as separate field. You can include middle name and prefix/suffix.

    Legal Name: Full name on their birth certificate i.e. “Jonathon Wright Smith.” One field is stored so enter full name.

    Legal First Name: Just the First name used in full Legal Name. i.e. Jonathon

    Salutation: Name that you use to address someone in a letter i.e. “Jon” or “Mr. Smith” (can only choose one). If this field is blank it will pull Mailing Label name first. If Mailing Label name is blank it will pull first and last name with prefix.

    Mailing Label: The name that goes along with the address on an envelope. i.e. “Mr. Jon Smith” or “Jon Smith”. If blank, will pull Individual Name - first and last name, but no prefix.

    Household Examples:

    Household Name: Smith, Jon and Jane (when different last names Last, First and Last, First)

    Legal Name: Jonathan and Jane Smith

    Salutation: Jon and Jane; or

    Mr. and Mrs. Smith

    Mailing Label: Jon and Jane Smith; or

    Mr. and Mrs. Smith; or

    Mr. and Mrs. Jon Smith

     

    For Organizations, all fields should be the same:

    Organization Name: General Hospital

    Legal Name: General Hospital

    Salutation: General Hospital

    Mailing Label: General Hospital

     

    Print Envelope Function 

    Individual: Pulls Mailing Label Name for Addressee. You will have the option to choose any other addresses included on this profile. To address an individual at their work organization, add work org and work address to profile, mark work address as mailing. Remember if the field is blank, it will pull Individual Name - first and last name, but no prefix.

    Household: Pulls Mailing Label Name for Household. If the field is blank it will pull the Household Name.

    Organization: Pulls Org Name for Addressee. To include a person, add a Contact to the Organizational Profile.

     

    Address Types

    Address Type is a user-defined field. The examples above reference seasonal addresses but you can edit this menu to anything your organization chooses.

    Salutations_and_lists_-_Attachment_2.png

    🗹Add Address Types: Profiles→ Profile Types→ Add Address Type

    🗹Select Address Type ID→ Mark 🗹 Work for address type that is Office or Work

     

    Mailing Lists

    CSV files can be exported from Profiles Filtered Lists to be used for Mailings. Each Profile in the criteria is listed as a separate line whether Individual, Household or Organization profiles though these types of profiles can be filtered in or out. Only the Primary address is exported.

     

    CSV files can also be exported from Campaign Invitee Lists. When you choose the Mailing Labels CSV, all addresses marked as mailing on the profile will be included. The same will happen if you choose to create Mailing Labels from the Campaign. The list will also export Individual, Household or Organization profiles as individual lines.

     

    Communications Check-List

    Here are lists of fields that impact mailings, what they mean, and things to consider when editing addresses:

     

    Individual Profile: 

    🗹Individual Profile Name

    🗹Legal Name

    Legal First Name

    🗹Salutation

    🗹Mailing Label

    🗹Work Organization (if you want to mail them at work, or if you want to mail their work with the individual on mailing label)

    🗹Work Title (if you want to mail them at work, or if you want to mail their work with the individual on mailing label)

    🗹Primary Address

    🗹Work Address (marked as mailing if you want it to pull into campaigns)

    🗹Seasonal Address (marked as mailing if you want to pull it into campaigns)

     

    Household Profile:

    🗹Household Profile Name

    🗹Legal Name

    🗹Salutation

    🗹Mailing Label

    🗹Primary Address

    🗹Seasonal Address (marked as mailing if you want to pull it into campaigns)

     

    Organizational Profile:

    🗹Organization Name

    🗹Contact Name and Contact Title

    🗹Legal Name

    🗹Salutation

    🗹Mailing Label

    🗹Primary Address

    🗹Alternate Address (marked as mailing if you want it to pull into campaigns)

  • FIMS Profile Conversion Summary

    When importing your data and setting up your CRM system there are a few key decisions to make regarding how information is kept on a profile. The following is a guide that helps delineate these decisions:

    Householding

    In FIMs most information about a household is stored on the Profile1 tab and secondary information such as spouse name and email is stored on the Profile2 tab. In the conversion to CommunitySuite there are three options for bringing dual profiles over.

    1. One Household Profile per Household

    Combine Profile1 tab and Profile2 tab to one Household profile: i.e. “Bob and Sally Smith”. This creates one profile in CommunitySuite. All Affiliation Codes, Notes, Contacts, Profile Fund Associations, Giving History, and Relationship Links will combine on the Household Profile.

    Pros
    All information lives in one place; you do not have to create a process document for where you store information.

    Cons
    You cannot easily record information about Individuals within the Household on a combined Household profile, such as individual donor notes or donations from an individual. You have less flexibility to contact individuals at different emails, addresses, and phone numbers. You are limited to one Salutation and Mailing Label so contacting Individuals would require manual work.

    2. Two Individual Profiles per Household

    Create separate Individual profiles for Profile1 and Profile2 tabs, and do not create a Household profile. All Affiliation Codes, Notes, Contacts, Profile Fund Associations, Giving History, and Relationship Links will migrate to the Profile1 Individual and will not be applied to the Profile2 Individual. You can manually create and link Household profiles to Individual profiles as needed.

    Pros
    Limits number of profiles created in your migration.

    Cons
    You will not have a place where you can house joint information.

     

    3. Three profiles per Household "Trifecta" (two Individual and one Household)

    Combine Profile1 and Profile2 tabs into one Household profile and also create Individual Profiles for Profile1 and Profile2 tabs. This creates three separate profiles in CommunitySuite. The Household profile will be linked to each Individual profile. In this scenario, you choose whether Affiliation Codes, Notes, Contacts, Profile Fund Associations, Giving History, and Relationship Links stay on the Profile1 Individual, or are migrated to the Household profile and/or the Profile2 Individual.

    Pros
    You can actively track your organization’s relationship with the combined household and differentiate the relationships you have with each individual. You can track which individual attended an event. You can choose to communicate with the household via their preferred mailing address and phone number, or the individuals based off their preferred mailing address and phone number.

    Cons
    More places to put data creates more room for error. To help alleviate this, create a process document and train staff on where and how to enter information with this system.

    Whichever structure you select is applied to all profiles in your database.

    Name & Salutation Fields

    Here is an overview of each name field available in CommunitySuite:

    Individual Name
    The name you call the person most (i.e. Jon Smith). All name components (Prefix, First Name, Middle Name, Last Name, Suffix) are separate fields.

    Household Name
    The name of the combined members of the Household. The recommended Household Name format will lead with Last Name so they'll fall in A-Z order in profile lists. Here are recommended formats:

    • When same Last Name: Smith, Jon & Jane
    • When different Last Name: Smith, Jon & Robinson, Jan

    Organization Name
    All name fields on Organizations (Organization Name, Salutation, Mailing Label) are generally the same, so choose what you'd like to display on your envelopes and letters. Unless otherwise specified, Foundant will set the same name for all three fields.

    Legal Name
    Full name on their birth certificate (i.e. Jonathon Wright Smith). One field is stored so enter full name.

    Legal First Name
    The First Name used in a person's full name (i.e. Jonathon).

    Salutation
    Name that you use to address someone in a letter (i.e. Jon or Mr. Smith). To include a contact name for Organizations, you can import the contact's name in Salutation, then move this to Contact Name using Bulk Edit.

    Mailing Label
    The name that goes along with the address on an envelope (i.e. Mr. Jon Smith or Jon Smith).

    It's important to populate Salutation and Mailing Label because these are common merge fields in templates. Templates cannot default to other fields so blank fields = blank data on your template result. They do default to other fields when generating mailing labels or printing envelopes from CommunitySuite. When Salutation is blank, it will default to Mailing Label and if Mailing Label is blank it will pull First Name and Last Name with Prefix. When Mailing Label is blank it will default to First Name and Last Name without Prefix.

    Checklist

    Make Householding Decision between options 1, 2, or 3 as outlined above:

    1. One Household profile
    2. Two Individual Profiles
    3. 'Trifecta' of one Household and two Individual profiles

     

    After a householding decision is made, decide where Affiliation Codes, Notes, Contacts, Profile Fund Associations, Giving History, and Relationship Links will live. All Profiles indicates they should live on the Household and both Individual Profiles.

    mceclip0.png

     

    Decide how Name, Legal Name, Salutation and Mailing Label will manifest on both the Household and Individual Profiles.

    mceclip1.png

     

    Review your decisions with your CSM, and include any other migration requests.

  • Development & CRM Overview

    Profiles

    A Profile is a native record or contact for any entity in your system. Profiles are a foundational piece to your organizational success as they capture both the contact information and relational framework between constituents. Effectively capturing, stewarding and maintaining profile data is important to the longevity of your relationships and overall growth. Community Suite offers many options to organize and segment your data.

     

     

     

     

    Profile Basics

    Native Profiles: The highest level of a profile, which must be one of three types - Individual, Organization, or Household. Individuals, Organizations and Households can be linked together.

     

    Households: Multiple individual profiles, generally spouses, can be linked to a household profile via the +Add Household Member. The combined giving history of each individual linked to the household profile displays on the household profile. In order to properly attribute gift credit and track which members of the household attended events you need individual profiles in addition to household profiles.

    • Things to think about with household records

      • Donations need to be attributed to the profile that is reflected on the donation

      • Joint credit needs to be entered on the household profile

      • Spouse changes: death and divorce.

        • Check out this article for information about how to handle spouse changes

      • Suggestion: Create a policy for how you use and name Households, including where to add Notes, Opportunities, Profile Types, Grant Type Interest and Profile Fund Categorie

     

    Ways to Create Profiles

    • (Profiles → Create): Fill in name data EITHER in the Individual, Household or Organization line

    • Search Guidestar, select desired nonprofit from search results and select Create Profile to left of organizational name

    • Copy an existing profile (when in a profile, click “Copy” on left sidebar)

    • Import a CSV list of profiles

    Search Profiles: Search by name, email, or phone number

     

    List (profiles): Shows first 2,000 profiles alphabetically. If you have more than 2,000 profiles in the system you have to export this list Excel. To see grant or donation totals on a profile list, select Add Value on the left sidebar.

    Filter Reports: Pare down your list by adding a filter

    • “- Reverse Filter” excludes attributes that you have selected

    • “+ Add Filter” includes attributes that you have selected

      • Ex. filter by profile type, donation amount, service area, specific fund donors

    • You may bulk add this filtered list to “Profile Types” or “Campaigns”

    • Save filter reports so you can easily re-pull lists with the same filters

    • Saved filter reports can be shared with all users in your organization

    Similar Profiles OR Duplicates: Lists of possible duplicate profiles based on matching names, emails, and phone numbers.

    • The system automatically identifies potential duplicates that can be reviewed in the Duplicates screen. Click on a Name, Email, or Phone Number to review the duplicates.

    • You then have three options to select on the left sidebar: Ignore, Tag Merge (for further review), or Merge. Note, merging cannot be reversed. When a merge is complete, the new record will have some duplicate data that requires review and editing.

    • After reviewing potential duplicates, select “Mark As Reviewed” on the left sidebar

    Name Fields

    • Legal Name: Full legal name of a person or entity

    • Salutation: How you address someone personally in a communication – what goes on the inside of a letter. If this field is blank CSuite will pull the Mailing Label name first. If the Mailing Label name is blank CSuite will pull First and Last Name with the prefix.

    • Mailing Label: What goes on the outside of an envelope. If this field is blank, CSuite will pull first and last name with no prefix.

    Profile Designation (Profile Is): The sub level of the profile that houses content-specific information. Ex. Profile Is Donor, Fund Advisor, Grantee, Vendor, Nonprofit, Student. Most of these designations are set manually per profile. Profile Is Donor appears when a donation is processed under the profile.

    Profile Types: Designations you define and apply to groups of profiles with similar characteristics to segment, prioritize and manage your database. There are four options within Profile Types. (Profiles → Profile Types)

    • Profile Types: Could be personas of your constituents, important information, or preferences. Think about subjective qualities that are not captured in other user defined fields.

    • Profile Fund CategoriesDefines the relationship of profile to a fund. This is a place to capture fund advisors but also successor advisors, contacts, prospects and original fund founders, etc. (Link Profile 🡪 Fund)

    • Address Types: Reflected on the Native Profile. Ex. home, work, summer home, winter home.

    • Engagement Strategies: Use to segment your profiles on a one to one basis. Each profile can only have one Engagement Strategy selected. Examples: High, Medium, and Low Priorities.

    • You can apply Profile Types, Address Types & Engagement Strategies through the Edit screen in individual profiles.

    development_crm_overview_2.png

     

    Organizational Roles (Link Profile 🡪 Organization): Define a profile’s relationship to an organization. This is a menu of user defined fields that is selected when creating the link.

    • Ex. board member, giving society member, volunteer

    • Organizational roles are defined by a time frame and can be activated and deactivated

    • When linked to an organization, displays under links in profile

      development_crm_overview_3.png

    Profile Links: Track relationships via linking any profile to a person, fund or organization. Unlike Organizational roles, Profile links are free text and can be defined by the user. A profile can be multiple profiles.

     

    Service Areas: Tag profiles to a geographic area. Can be tied to zip codes but not required. Setup is via Nonprofits column of Home.

     

    Grant Type Interest: Grant Types can be used to indicate the philanthropic interest of a profile, and easily filter desired grants for reporting purposes. These are user defined fields that apply to both grants and profiles. Setup Home → Nonprofits.

     

    Notes: A place to capture information about situations or relationships.

      • Note Types are user defined fields that are set up in the Opportunity page to help organize your information

        • Ex. Visit, Call, Development Strategy, Stewardship Note, Personal Update, Event, Special Handling

        • Note types also apply to Tasks

      • Place Notes at Profile, Donor or Opportunity level

      • The Notes section of the home screen displays all notes.

      • Notes roll up to the Native Profile, sorted by date. At this time some Designation Notes do not roll up into the Native Profile.

      • Permissions helps control who can see Notes

      • When deleting a note type, the system prompts you to tag notes in that note type as a different note type

      • TIP: Think big and broad - what Note categories capture as many actions as possible across your site?

        development_crm_overview_4.png

     

     

     

     

    Donors

     

    Donor Profile is where all the information regarding a donor’s philanthropic relationship with your organization is kept. The profile captures donor history, affiliations, and fund information.

     

    Properly navigating and reading a donor profile provides important information pertaining to the capacity, inclination and status of a current or prospective donor. Interpreting fluctuations in donation amount, time frame, or patterns in gift allocations helps inform strategy while engaging with a donor. Follow-up with a timely thank you if a donor suddenly increases their gift or connecting them to other donors with similar interests are both examples of strategic activities that might come from reviewing the Donor Profile page.

     

    Donor Profile Basics

     

    Items from the bulleted list below will appear in a Donor Profile IF there is data to populate in that section.

    • Donations: List of all donations in the system by date

      • Tip: make sure all donations are correct before a donor meeting and look for patterns in giving history for insight on donor inclination and capacity

    • Donation Summary: Donation summary totaled by fund and year

    • Advised Grant Summary: Advised Grant Summary totaled by fund and year

    • Advised Grants: List of all Advised Grants in system by date

    • Linked Funds: Shows fund affiliation—can pull to use for strategic prospect and event lists

    • Stewards: A staff member in charge of this relationship, often seen as a prospect manager. You can pull lists of donors managed by a Steward and cultivate this group of donors in depth

    • Add Fund Prospect (Left sidebar): Way to indicate whether a donor may be interested in a specific fund—can pull a comprehensive list of fund prospects for prospecting or communications purposes

    • Pledge history and status:

      • Track when a prospect is coming to the end of their pledge to solicit them for a renewal or upgrade

      • Pledge histories with households shows the combined total of all members of a household

    • Recurring Donations: Create and post recurring donations. A notification email is then sent to the donor

     

    Opportunities

     

    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.

     

    Opportunities allow you to do the following:

    • Build-out and track time-oriented engagements with your constituents

      • Ex. Major Gift, Planned Gift and Volunteer strategy

    • Assign and track tasks that drive these opportunities to yourself or other staff members

    • Track success rates of fundraising efforts and connect opportunities to gifts realized

    • Promote forethought and conversation about how to move constituents forward in their relationship with your organization

    • Prevent knowledge loss due to employee turnover

     

    Opportunities are the individual pieces that build the foundation of your pipeline and fund development strategy. They are individual project plans that enable you to move relationships forward. Opportunities increase your effectiveness because they help you approach relationship building with a strategy and record and track the important details of that relationship in order to propel it forward. Additionally, capturing these opportunities in the system protects against losing momentum due to organizational turnover. Finally, creating metrics with this data enables the organization to track progress, identify what is working and create financial projections via success rates on solicitations and current donor pipeline.

     

    Opportunity Basics:

     

    Create Opportunity Type: Under the Opportunity page select List Types on the left sidebar. This is where you build user defined opportunity types and their related task types.

    • TIP: Think big and broad with opportunity types—what major relationship continuums does your organization drive and what strategies apply to a broad cross-section of actions your organization pursues?

    • You will have the chance to assign specific dollar amounts when adding new opportunities to profiles

     

    Stages of an Opportunity:

    • Stages help track where the prospect is within this continuum and drive movement forward. Stages are user defined fields.

    • Examples:

      • Major Gift Stages: Discovery, Engage, Cultivate, Solicit, Stewardship Permanent Stewardship

      • Volunteer Engagement Continuum: Ignorance, Awareness, Interest, Experience, Participation, Ownership

        development_crm_overview_5.png

    Create Coinciding Tasks:

    • Tasks drive the progression of stages, these are your to do items.

    • You can assign tasks to anyone in your organization. They see the assigned task and due date on their own list of tasks.

    • Tasks and Notes share the same list of user defined types.

    • Major Gift Task Examples: Discovery Call, Discovery Visit, Follow-up Thank You, Send Informational Collateral or Materials, Cultivation Event, Solicitation Visit, Stewardship Thank You

    • An Opportunity Task is a special kind of task that can only be added on the Opportunity level. When marking one of these tasks as complete, you have the ability to add “outcome” notes. These notes will appear on the native profile.

    development_crm_overview_6.png


    Task Viewing
     Options: From Home → Tasks (in the top menu)

    1. All My Tasks: Shows all tasks assigned to you by yourself and other users

    2. Assigned Tasks: Shows all tasks you have assigned to others

      1. To see who the assigned task is assigned to, click “edit” on the task

    3. Completed Tasks: Shows all of your completed tasks

     

    Campaigns

     

    Campaigns are a way to create and manage lists of people for general communications and development purposes. Campaigns can also be used to manage events.

     

    Wait, when and why do I use Campaigns instead of Profile Types or Opportunities?...

     

    Profile Types categorize constituent attributes and characteristics. Opportunities track where someone is in a strategic process. Campaigns group constituents based by temporary or dynamic interests or initiatives i.e. a monthly newsletter or an interest-based event. Campaigns also offer the ability to interface with the general public and grow your database.

     

    Campaign Basics

     

    Campaign Group: Organize your Campaigns into buckets and differentiate one group’s purpose from another. Examples of campaign groups are Newsletters, Stewardship Letters and Donor Engagement Events.

    Campaign: Campaigns are the individual lists under Campaign Groups. Under the Newsletters campaign group you might have a campaign for each date your newsletter is sent.

    • Tip: what you choose for both Group Name and Campaign Description flows into the public portal and is visible by people buying tickets.

     

    Invite to Campaign: You can add invitees to your campaign via the individual search bar or the filtered profile lists.

     

    If your Campaign is an event you have a variety of options under Edit:

    • You can choose whether or not to sell online tickets. Once a ticket is set up a unique URL for the event will be created.

    • You can mark it public or private.

      • Public campaigns will be posted on your public events portal which can be seen via the URL at the top of the events page. Your attendees can RSVP via this link, which can be embedded in your website and shared with the public.

      • Private events are not posted on your public events portal, and the URL is only accessible by sharing the link. You can send it to individuals via email or manage internally.

    • You may create multiple types of tickets and choose whether or not these are viewable on the online events page. ie. General Admission, Preferred Seating, Sponsorship.

    • You can also create request preferences that invitees chan choose when registering for your event. i.e. Chicken, Fish or Gluten Free

    • Track RSVP’s and attendance rates via the Y/N selections to the right of the invitee’s name. When someone buys a ticket they can add themselves or others to the event, this will trigger the Y/N selection for RSVPs.

    • Create groups to apply to invitees after they have RSVPed - ie VIPs, Host Committee, etc.

     

    If your Campaign is a mailing:

    • After you have added invitees, you can create mailing labels and export email addresses via PDF or CSV

    • If you are doing an email campaign, you can set up the API with MailChimp and manage the analytics of each campaign via MailChimp. Keep in mind lists from Campaigns only sync one way: CSuite → MailChimp

     

    Connect Donations to a Campaign: By linking a donation to a campaign you can report on ROI and Income Statements.

     

    Reporting on a Campaign:When viewing a specific campaign you can select the income statement, donations, and invoices linked to that campaign from the left sidebar.

     

     

    Reports

     

    Reports are ways to compile information to make strategic decisions about your constituency. Reports enable you to comb your database for prospective donors, create fundraising projections and analyze what types of communication campaigns are yielding gifts or constituent engagement. Understanding what you can do with CSuite’s reporting functionality enables you to access and analyze the data you are so meticulously keeping and cultivating. CSuite has three types of reports - filter reports, canned reports and custom reports.

     

    Filter Reports: Filter reports are accessed through many avenues in CSuite. Any time you see “+ Add Filter”, “- Reverse Filter” or “Filter Reports” on the left sidebar, you can create a filter report. These filters allow the user to add parameters and export CSV format spreadsheet. Your export format will vary dependent on which page the report was created in:

    • Profile format: Pulls all fields that are listed on the Native level of a profile

    • Donor format: Pulls all fields that are listed on the Donor level of a profile

    • Donations format: Pulls fields listed on a Donation entry

    • Grants format: Pulls fields listed when entering a Grant

    • Funds format: Pulls fields listed when starting a Fund

    • Pledges: Pulls fields listed when creating a Pledge

    • Notes: Pulls fields filled out when entering a Note

     

    TIP: “Add Value” on the left sidebar will add a column with the cumulative giving associated with the profile.

     

    Building reports: Adding additional report filters allows you to narrow report results based on multiple criteria. For example, you can create a report of “+Add Filter” of “Donated to Fund” and “- Reverse Filter” of “Donation Amount” minimum of $500. This report will pull all donors to your specified fund but exclude those who gave under $500.

    • If you build a filter report that you expect to run frequently, you can save the filters and name the report. You can also share it so everyone in your organization can have access.

    • In addition to exporting a filtered list to a CSV file, you can add a filtered list of profiles to a Campaign, Opportunity, and/or Profile Type

    • Examples are available by clicking here.

     

    Canned Reports: Access via Reports from Home. Pull pre-defined, formatted reports based on topic and the date range you select. These are not customizable, but you can export them to a CSV file.

     

    Custom Reports: Learn more about custom reporting by clicking here.

     

    development_crm_overview_7.png

     

    Configurable (User Defined) CRM Data Fields

     

    Here is a list of user defined fields in CSuite to which enable you to customize donor management, strategy, and moves management for your organization.

     

    Profiles:

    • Household naming and structure

    • Salutation preferences

    • Address types

    Profile Tags:

    • Profile Types - free form field, capture important information about constituents re. qualities and preferences

    • Profile Fund Categories- profiles relationship to a specific fund

    • Engagement Strategies - use to segment and prioritize large groups of your database

    • Grant Type Interest – general philanthropic interest

    • Service Areas - regional coding

    • Organizational Roles – profile tag that defines how a profile is related to a specific Organization, with time frames

    • Relationship Links – basic linking of profiles

    Notes:

    • Note Levels

    • Task/Note Types – through Opportunities-List Types

    Opportunities

    • Types: Over all action/goal

    • Stages: Phases of that goal

     

    This information requires an information flow policy that defines the following:

    • Who enters it into the system, and why?

    • The formatting standards for how its entered

    • Who has permission to change/update this information

    • Who is responsible for auditing this data periodically

    • The timeliness on which it is entered

  • Filter Reports

    Filter Reporting Basics

    You can find filter reports/lists at many levels of the CSuite system.

    Places that have filter reports:

    • Profiles (Grantees, Vendors, Students, Employees, Donors and Customers)

    • New Donor Report

    • Notes

    • General Ledger

    • Donations

    • Grants

    • Pledges

    • Scholarships

    The filters that are available on each report are contingent on the area that you are reporting on. For example:

     

     

     

     

     

     

     

     

     

     

     

     

     

    While viewing a system category (i.e. Profiles, General Ledger, Donations, etc), click List, Filter List, or Filter Reports to view data for the category you're working in. 

    Add a Filter: Click +Add Filter or -Reverse Filter from the left sidebar.

    Note:+Add Filter will include data that matches your selected criteria.

    -Reverse Filter will exclude data that matches your selected criteria.

     

     

     

     

     

     

     

     

    Examples of + Add and - Reverse Used in Same Filter Report

    Donors who gave last year but not this year as of June 15, 2019 (LYBNTs). Note this will pull in a household profile even if one member of the household already gave this year.

    Donors who gave some year but not this year as of June 15, 2019 (SYBNTs). Note this will pull in a household profile even if one member of the household already gave this year.

     

    Save a Filter

    Click Save to save it for future use.

    Next to Saved Name, give the filter a name.

    Check the box next to Share if you'd like to share the saved filter.

    Click Save.

     

    Load a Saved Filter

    Click Load.

    Click the Name of the saved filter that you want to load.

    This will load the previously saved filter and reflect any changes to your data since you last ran this filter.

    Save Over an Existing Filter

    You can select an existing saved filter list, modify it, then save it under an existing name. Only the list creator can overwrite an existing filter list.

     

    Delete a Filter

    Click Delete next to the filter name.

  • File Attachments

    CommunitySuite allows you to upload/attach files within certain parts of the system. For example, you might use this feature to attach a check copy to a fund. 

    To attach a file:

    1. Click Attach File from the left-side menu.Attach_File_1.png

    2. Click Choose Files in the Attach File window.Attach_File_2.png

    3. Select the file you want to attach and click Open.Attach_File_3.png

    4. Enter a Description in the Attach File window.
    5. Click Start Upload.Attach_File_4.png

    Once the upload completes, the uploaded file will be listed in the Attached Files window at the bottom of the page.Attach_File_5.png

    From here you can:

    • View the file by clicking on the hyperlinked text under Filename.
    • Share or unshare the file with Fund Advisors (this only works if the file is also attached to the fund).
    • Delete the file.
  • Notes

    You can Add Note from various places within the system. When you add a note, it will be associated with the Donor, Grant, Pledge, Opportunity, Payment, Donation, or Fund record that it was created within.

    • Navigate to the Notes page to see a list of notes in your site.notes_1.png

    Sort Filter List

    1. Click Filter Reports in the left-side menu.
      notes_2.png

    2. Click Add Filter in the left-side menu.
      notes_3.png

    3. Click any of the Add Notes Filter selections.
      notes_4.png

     

    Note Record

    1. In the Notes List, click the ID to go to the note record.notes_5.png

      •  Click Edit in the left-side menu to edit the note record.
        notes_6.png

      • Click Delete in the left-side menu to delete the note record.notes_7.png

      • Click the linked Ref name to go directly to the record that contains the note.notes_8.png

  • Using CommunitySuite on a Mobile Device*

    Use Foundant's CommunitySuite Software on any mobile device, from anywhere and at anytime. If you log in to your system on a mobile device you can access all your information, just on a smaller screen.

    You can select to use the "Mobile view" from any device. 

    • Go to your CommunitySuite URL
    • On the login page, you will see Mobile Site hyperlink below the Username and Password fields. 
    • To switch to Mobile, simply select the hyperlinked words "Mobile site"
    • Next, enter your name and password
    • Choose the Login button

    How to navigate in CommunitySuite with a Mobile device:

    • To get to the left side navigation menu (with the blue header), users will need to swipe from the left.
    • To get to the top navigation links, simply click on the “grab handle” in the upper center part of the screen.
    • Reports and other table columns may truncate results. To expand a column click or tap on the column. 
    • To make the column go away, double click or tap on it. To make all the columns come back click or tap on the table title.

    In order to get used to using the mobile site, it will probably require a little playing around on your part. It is suggested that you begin by looking at a donation report on your smartphone and see how the report looks, and how you can expand and hide columns.

    You can use the "Desktop" view on a mobile device (recommended for iPad or larger screen mobile devices) or the Mobile view on a desktop device.

  • My Jobs

    Some software processes require more time or system resources to complete. CommunitySuite allows you to complete job processing in the background as needed.

    For example, when you process a Revenue Share with many Funds, that job can work in the background while you continue working on something else.  

    1. Click your name in the upper right corner to see jobs that are running in the background.jobs_1.png

    2. Click My Jobs in left-side menu to see job progress and completion status.jobs_2.png

    3. A list of all Background Jobs appears.
      • Note: If a process does not complete, you will see an ERROR message.jobs_3.png
  • Enable Two-Factor Authentication

    Two-factor authentication (also known as 2FA) is an authentication method where a computer user must present two or more pieces of evidence to access a system. To enable 2FA for CommunitySuite you will need:

    • A User account in CommunitySuite.
    • A two-factor authentication software (such as Authy) installed on your phone, or as web browser extension on your computer
    • Your cellphone number.
    1. After installing Authy, or a different 2FA software within your web browser, log in to CommunitySuite, and click Your Name in the upper-right corner of the screen.User_1.png
    2. Click Enable 2 Factor Login.User_2.png


    3. Add the generated Image (or enter the provided code) to your two-factor application. 
      • The two-factor application will provide you with a token.User_3.png


    4.  Enter the Token from your two-factor application, and click Verify.
      User_4.png

    5. The next time you log in to CommunitySuite, you will need to enter your:
      • Login Name
      • Password
      • Authentication Code
  • Filters Overview

    Within CommunitySuite, you can refine your data using Filters. Currently, there are three terms used to describe Filters:

    • List
    • Filter List
    • Filter Reports

    Note:

    • The terminology used to describe filters (and the functionality of each filter type) varies depending on which part of the system you're working in.
    • Filtering may not be available in certain categories. 

    Use Filters

    1. While viewing a system category (i.e. Profiles, General Ledger, Donations, etc), click ListFilter List, or Filter Reports to view data for the category you're working in.   

     

    Add a Filter

    1. Click Add Filter or Reverse Filter from the left side menu.
      • Note:
        • Add Filter will query data that has your selected criteria.
        • Reverse Filter will query data that does not have your selected criteria.

           
    2. Select a criteria to filter by.


    3. Check the box(es) for the specific criteria you want to filter and click Apply List Filter.
      • To add more filters, repeat steps 1-4.

    Save a Filter

    1. Click Save to save it for future use.

    2. Next to Saved Name, give the filter a name.


    3. Check the box next to Share if you'd like to share the saved filter. 
    4. Click Save.

    Load a Filter

    1. Click Load.


    2. Click the Name of the saved filter that you want to load.


    Delete a Filter

    •  Click Delete next to the filter name.

  • Data Migration
    Please speak with your CSM before starting any data migration or if you have further questions. 

    Data can be imported into CommunitySuite from a number of sources, including, but not limited to the following:

    • MicroEdge FIMS & GIFTS Online 
    • QuickBooks
    • Blackbaud Financial Edge & eTapestry 
    • Community Pearl, eGrant & FundWeb
    • GiftWorks
    • Excel Spreadsheets

    Data Export Instructions for locally-installed FIMS software
    If you are using FIMS version 11, please speak with your CSM before proceeding.

    Quickbooks Data Export Instructions

     

  • Contact Support

    Please contact support if you have any questions or experience technical issues. To expedite the resolution of your issue or question, please include:

    • Your first and last name.
    • The name of your community foundation.
    • The location of your community foundation (city and state/province).

     

    • If you're experiencing a problem, please address the following: 
      • What is your overall objective?
      • What steps (within CommunitySuite) did you take to reach your objective?
      • When did you first notice the problem?
      • Is the problem occurring on multiple web browsers?
      • Can you replicate the problem on multiple computers?

     

    • If you have a question, please address the following:
      • What is your overall objective?
      • What steps have you already taken to reach your objective (if applicable)?

     

    Pro Tips:

    • Include screen-shots related to your problem/question (if applicable).
    • Use bullet points and/or lists to describe your problem/question.
    • Be as detailed as possible.

     

    Support Contact Information: