CONVIO TRAINING 3Data Entry

Entering checks &

offline registrations

Agenda1) TeamRaiser - Adding Offline Registrants2) Confirmed vs. Unconfirmed3) TeamRaiser - Adding Confirmed gifts to a swimmer

• Checks• Credit Cards• Batch Best practices

4) TeamRaiser – Adding Confirmed gifts to an event5) TeamRaiser – Add Unconfirmed gifts to an event6) 360 – Deleting, editing a donation4) Reporting on what you have entered

SAA: What is Important Will Convio Help?Efficiency No offline donations entered by

swimmers, less fields but more accuracy. No duplicates. No swimmer complaints.

Simplicity eCRM means that Convio, for the most part, knows what we want. Less fluff, simple process.

Accuracy One basic tie out report, created in advance.

Benefits of Convio

Adding Offline RegistrantsStart in the TeamRaiser and Drill down1) Find your TeamRaiser and manage it2) Register a Participant3) Search for the Participant – if they exist in 360 already, you can populate their info

• If you enter a participant without searching first, Convio thinks you are not only registering a new participant, but a new Constitueny

• It only looks for dupes by email, not name. If your participant shares an email with someone in 360, it will ask if you meant to enter that person. If the person only shares a name, it won’t catch it… SO SEARCH FIRST

4) Add emergency contact info as a best practice5) Add the minimum goal or it won’t save6) If you are waiving the fee, change to zero and click “Record Cash” to register the

participant anyway7) Convio will create a page for this participant

Confirmed vs. Unconfirmed Gifts

1) Confirmed = We have it. Either it is a credit card donation or a check we have in hand. It will show up in reports and on thermometers online.

2) Unconfirmed = We do not have it. It is the equivalent of a pledge. It will show up in reports but not on your TR landing page on the thermometer.

3) Why Enter an Unconfirmed gift? – A corporate donate we know we are receiving. 4) Who should be entering confirmed/unconfirmed gifts – Brand Database

Administrators (BDAs) and BDAs only.5) Why to avoid entering Unconfirmed Gifts – Double the work, double the messiness. 6) Never mark an unconfirmed gift as confirmed unless you have it in hand…. Audit,

reliable financial records, tie out, etc. Huge liability.

Buckets1) Confirmed vs. Unconfirmed2) Online vs. Offline3) Cash vs. Check vs. Credit

Batch1) Batch = donations being entered at once2) 20 checks per batch max3) All Offline gifts need to be assigned a batch for financial tie out4) Every Convio batch = ML scanned batch5) Batch titles will be “Chapter acronym – Date of DB entry – Batch #”Balt – 3/11/2011 – 1Bos – 9/11/2011 – 1Chi – 9/11/2011 – 1Dal – 9/11/2011 – 1Gre – 9/11/2011 – 1LIS – 3/9/2011 – 1Nash – 9/11/2011 – 1NPP – 9/11/2011 – 1NS – 9/11/2011 – 1RI – 9/11/2011 – 1Sea – 9/11/2011 – 1SF – 3/9/2011 – 1

Defining Gifts

Add a Gift

Constituent 360 -

Edit a GiftStart in TeamRaiser

Find the Swimmer

Add the Donation

Start in Constituent360

Find the Donor

Edit the Donation

Adding Confirmed Gifts to a Swimmer1) Start in the TeamRaiser & then Choose the swimmer2) Search for an existing donor3) One time gift, amount, cash/check/credit (we don’t allow cash)4) Date – It will default the date to the entry date5) Batch - Every offline Donation has a batch associated with it6) Mark Confirmed

Adding Confirmed Gifts to an Event1) Start in the TeamRaiser & then Event Gifts Tab2) Record Event Donation3) Search for an existing donor4) One time gift, amount, cash/check/credit (we don’t allow cash)5) Date - It will default the date to the entry date6) Batch - Every offline Donation has a batch associated with it 7) Mark confirmed

Adding Confirmed Gifts

Adding Unconfirmed Gifts to a swimmer1) We are not adding Unconfirmed gifts to swimmer’s unless extenuating

circumstances call for it

Adding Unconfirmed Gifts to an Event1) Start in the TeamRaiser & then Event Gifts Tab2) Record Event Donation3) Search for an existing donor4) One time gift, amount, cash/check/credit (we don’t allow cash)5) Date - It will default the date to the entry date6) Batch - Every offline Donation has a batch associated with it 7) Mark Unconfirmed

Adding Unconfirmed Gifts

1) Start in the TeamRaiser2) Manage Unconfirmed Gifts3) Confirm or reject4) Notes

• Check number does not carry over when you confirm it• You have to go to 360, find the donor, edit the gift and add check number• Very little info in the confirm/reject functionality to figure out which gift is

which gift – BE CAREFUL

Confirming Gifts

1) Start in 3602) Find the donor3) Transactions Tab4) Make changes5) Record Cash6) Change should kick to the Online page immediately

Editing Gifts

Pull a Basic Tie Out Report we have created for you1) Data management Reports Report Writer2) Choose your “Center”3) Checks Entered Today4) Run Report5) Change the date/TR if you want

Make Changes to your Output1) Data Management Reports Report Writer2) Choose your “Center”3) Checks Entered Today4) Edit5) Select Columns6) Bang Around

• Tips: Click next from step2 to step3 or it won’t save. Click last step on the left and save it – if you run it you will view results but your changes won’t save.

Tie Out Report