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  • Opportunity Letters

    Overview

    Once an opportunity or multiple opportunities have been created and assigned to profiles, opportunity letters can be generated for them in a batch or individually. Opportunity letters require a template to be set up and uploaded within Templates from the System Data page. 

    Opportunity Letter Templates

    For additional context surrounding uploading a template, please visit the article below:

    Follow these steps to locate the fields for opportunity templates:

    1. Navigate to the System Data page, then click Templates.

    Opportunityletter1.png

    2. Click Template Fields List.


    Opportunityletter2.png

    3. Click opportunity_letter.


    Opportunityletter3.png

    Process Letters In Batch

    Follow these steps to process letters in batch: 

    1. Navigate to the Opportunities page, then click Print Letter.

      Opportunityletter4.png

    2. Select the opportunities for which you'd like to generate letters.


    Opportunityletter5.png

    3. Choose a File Format and click Print Opportunity Letters.

    4. A job will be created above the opportunity table. The opportunity letter file will be available once it is completed.

    Opportunityletter6.png

    Process Letters Individually

    If you would prefer to process letters individually, you can utilize the batch method and select only a singular opportunity within step 2, or follow these steps. 

    1. Navigate to the Opportunities page, then click the ID of the opportunity for which you'd like to generate a letter.

      Opportunityletter7.png

    2. Click Print Letter.

      Opportunityletter8.png

    3. Select a file format. You will be taken to a new tab with your opportunity letter, ready to be downloaded in the selected format.


    Opportunityletter9.png

  • Opportunities Overview

    General Information

    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.

    • Assign and track tasks that drive these opportunities.

    • 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.

    • Track giving commitments without impacting the general ledger. 

    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.

    Opportunities can manage relationships with or without donation goals. Examples of donation goals might include new funds or bequests. Examples of non-donation goals might include board member or professional advisor recruitment. Nothing in opportunities has an impact on the general ledger, making opportunities a prime location to track bequest commitments or recurring donations that are not booked as pledges.

    Create Opportunities

    When you create opportunity types, think big and broad—what major relationships does your organization drive and what strategies apply to a broad cross-section of actions your organization pursues? What relationships are you managing that have a long term goal? Are you using external systems to track relationship management?

    Once you’ve created an opportunity type with the first stage, you can add additional stages. Stages help track where the prospect is within this continuum and drive movement forward. Each opportunity type must have at least one stage. There is no limit to the number of stages an opportunity type can have.

    • Below are some examples of Opportunity Types and Stages.opportunities_1.png

    Opportunity Types can be edited and stages can be deleted; however, this will impact all existing closed and open Opportunities with this type, so these changes are best made during the setup.
     

    Assign Opportunities

    Opportunities can be assigned to profiles individually or in batch. The only required field when creating an opportunity is the type. Adding a target date and solicitation plan adds further detail for managing the relationship and reaching your goal. If the fund is known, this can also be populated. The first time you edit an Opportunity, it will require entering a Solicited Amount, which is your target solicitation amount. If the goal of the Opportunity is not a gift, you can enter $0. 

    Opportunities can be assigned in batch but cannot be bulk edited. When batch assigning opportunities, consider whether these opportunities will be managed on a 1:1 basis. If not, Campaigns are another option to consider.

    Opportunities can also be imported.

    Manage Opportunities

    Once you have Opportunities assigned to profiles and have set up your task/note types, you can Add Tasks to Opportunities to keep the relationship moving forward. You can assign tasks to anyone in your organization, and they will see the assigned task and due date on their list of tasks.

    As you cultivate the relationship you’re tracking in the Opportunity, keep your information up to date.

    • Mark your Opportunity Tasks complete and add notes.
    • Add new Opportunity Tasks to drive strategy.

    • Update the Opportunity to reflect the current stage.

      • The stage shown in black is the current stage and you can edit this by clicking on another stage shown in blue.opportunities_2.png

    • Update your Target Date, Solicited Amount, Committed Amount, and Fund as you learn more information.

      • When a Committed Amount is entered, Balance will appear on the Opportunity. This value is the Committed Amount minus any donations or pledge payments linked to the Opportunity. When Committed Amount is blank, Balance is Solicited Amount minus any donations or pledge payments linked to the Opportunity.

    • If the Opportunity Type originally assigned is no longer the goal, change the Opportunity Type. For instance, a major gift type could change focus to bequest type.

    Track Success Rates

    • If an Opportunity results in a donation and/or pledge and is processed under the same record as the Opportunity, these can be linked to the Opportunity.
    • When an Opportunity is complete, use Mark Complete in the left-side menu to record whether the Opportunity was successful or not successful.
      opportunities_3.png

     

    Below is a training webinar that outlines some ways Opportunities can be used.

     

     

     
     
     
     
  • Import Opportunities

    Import opportunities from a different system into CommunitySuite.

    1. Select Opportunities from the Home page.

    2. Select Import.

    3. Select Download Template and the template will download to your computer's Downloads folder as a .csv file.

    4. Open the template (.csv file) and enter the profile_id and opportunity_type_name that are associated with the opportunity (all other fields are optional), the save the .csv file to your computer.

    5. In CommunitySuite, select Choose File, then select the .csv file that you saved to your computer and click Open.

    6. Click Process.

    7. The system will redirect you to the My Open Opportunities page. If the opportunity is assigned to you, it will display on this screen. If the opportunity was assigned to someone else, it will display on the All Open opportunities page.

     
  • Link Donations/Pledges to Opportunity

    Donations and pledges can be linked to opportunities. Multiple donations and/or pledges can be linked to one opportunity.

    Donations will decrease the balance in the opportunity. Pledges will not decrease the opportunity balance. Their associated pledge payments will decrease the opportunity balance.

    Example:

    This opportunity has a balance of $100,000, and no donations or pledges have been linked:

     

    After a donation or pledge is posted on a record with an open opportunity, a Link Open Opportunity box will appear. This will display all open opportunities on the record the donation or pledge was posted to. 

    Select the blue [link] option on the right hand side. Selecting this will link the donation or pledge to the opportunity. The opportunity ID will display in the donation.

     

    The opportunity now has a $0 balance and the donation linked to the opportunity is displayed on the page.

     

  • Filter Opportunities*

    Opportunities and Tasks also can be used as filters to search for or select Profiles with certain Opportunity or Task Types.

    Example: You can go to Profiles, choose List and select Add Filter. If you pick Opportunity Open, the system will give you a list of Profiles that have Opportunities that have not been completed.

    The following are Filters generated by Opportunities: 

    • Opportunity Types
    • Opportunities Open (still in progress)
    • Opportunity Success (completed and reached the goal)
    • Opportunity Fund
    • Opportunity Amount
    • Opportunity Target Date
    • Task Types
    • Task Complete
    • Task Due Date

  • Assign Opportunities

    Once you've created opportunity types, stages, and tasks, you can assign opportunities to profiles.

    Assign Opportunities Individually

    1. Select Opportunities from the Home page.
      AssignOpps.png 
    2. Click Create.AssignOpps1.png

    3. Enter the name of a profile and select from the drop-down list.AssignOpps2.png

    4. Complete the opportunity fields.AssignOpps3.png

      Opportunity Fields

      • Type - opportunity type.
      • Assign To - the user that the opportunity is assigned to.
      • Target Date - deadline for the opportunity goal or outcome to be achieved by. 
      • Solicited Amount - the original amount that was asked for from the profile.
      • Committed Amount (Optional) - the amount that the profile actually committed.
      • Fund - the fund that the opportunity is associated with.

    5. Add an opportunity task.AssignOpps4.png

      Additional opportunity tasks can be added once the opportunity has been assigned. 

    6. Click Create.AssignOpps5.png

     

    Assign Opportunities in Batch

    1. Select Profiles from the Home page.AssignOpps6.png

    2. Click List.AssignOpps7.png

    3. Click Add Filter or Reverse Filter and filter out the profiles that you want to target.AssignOpps8.png

      You must apply at least one filter.

    4. Click Create Opportunities. This will create an opportunity for each profile from your list of filtered profiles.AssignOpps9.png

    5. Complete the opportunity fields.AssignOpps10.png

      Opportunity Fields:

      • Type - opportunity type.
      • Assign To - the users that the opportunity is assigned to.
        • If more than one staff member is selected, the assignments will be distributed among them equally.
      • Target Date - deadline for the opportunity goal or outcome to be achieved by. 
      • Amount - the original amount that was asked for from the profile.
      • Fund - the fund that the opportunity is associated with.

    6. Add an opportunity task, then click Create.AssignOpps11.png

      Additional opportunity tasks can be added once the opportunity has been assigned.

  • Add Opportunity Stages

    Opportunity Stages reflect where the opportunity is in its life-cycle.

    1. Select Opportunities from the Home page.

    2. Click List Types.
       
    3. Click Add Stage for the desired opportunity type.

    4. Enter the name of the new stage and click SaveContinue adding stages until all desired stages have been added.

      Examples

      • Identify
      • Engage
      • Cultivate 
      • Solicit
      • Stewardship
      • Permanent Stewardship
  • Add Opportunity Types

    Use opportunity types to help segment and group the individual, organizational, and household opportunities being pursued by your foundation. 

    1. Select Opportunities from the Home page. 

    2. Click List Types.

    3. Click Add Opp Type.

    4. Provide a name for the opportunity type. The Type Name should describe the general goal or desired outcome of the opportunity.

      Examples:

      • Gift Solicitation
      • Bequest Documentation
      • Volunteer Recruitment
      • Professional Advisor Recruitment

    5. Provide a name for the first stage. The First Stage Name should reflect where the opportunity is at in it's life-cycle.

      Additional stages can be added once the opportunity is created.

      Examples:

      • Identify
      • Cultivate 
      • Solicit or Ignorance 
      • Awareness
      • Ownership

    6. Click Create.

    7. The opportunity type is added.

    8. Click List to return to the main Opportunities page.