USER MANUAL
Contents
1. GivenGain Suite a Service of GivenGain International Ltd USER MANUAL Report Database VERSION 3 9 LAST REVISION 15 JUNE 2007 www givengain com 2007 GivenGain International Ltd All Rights Reserved GivenGain GivenGain Suite and the GivenGain and GivenGain Suite logos are registered trademarks of GivenGain International Ltd Designated trademarks and brands are the property of their respective owners Notice of Liability The information in this manual is distributed on an as is basis All information provided in this document is provided in good faith The authors and publishers of this manual are not responsible for loss or purported loss due to any contents of this publication givengain Good works mnenwhere Report Database T Cearnog ODIO CIV CS oi csesccee costs cet seco seeeac sean EEEE EEEE 3 Z introduction aice src ens ec trac srcnde mete notoncnnarasnnmccehuentraedcontvontuessnecdvacsvendereiapeoned 4 3 How the GivenGain Report database WOrKS ccccssseesseseeeseneeeeeneeneaes 5 4 Data security ces acta acme peeen en ceee ese nes nees eee seeesenesteeessewennecsaceasweneeeaeuesseessenesuees 6 9 MLC OR AU OD eesi AEE EEE GEE Ei 7 6 M n layo l isisisi nnn ia aE aai a SEEE 8 7 Adding a contact to your GivenGain Report database online 9 8 Stopping a donation from a donor in your database online 11 9 Adding a contact groUp ssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnn2. e Advanced filtering options allow you to query the database get multiple report views export data and create groups and reports e Easy to use data template MS Excel to import data into your online database e Automatic integration with GivenGain Communicate allows for effortless communication to multiple recipient groups givengain Coot Works a 3 How the GivenGain Report database works GivenGain Report saves time and money by making it easy to organise and share donor data Because it s web based no one is ever out of the loop It provides one central place for all your information with anytime anywhere access for your entire staff GivenGain Report is totally Web based so there s no need to pay for servers server software or annual software upgrades givengain Goo Works i 4 Data security You have complete control over who can view modify or add information to your database In addition you can limit access through custom permissions GivenGain employs industry standard 128 bit Secure Socket Layers SSL protocol to ensure your information is neither intercepted nor corrupted during transmission over the Internet In addition GivenGain uses encryption technology to help protect your data when stored on disk See also Security and Backups givengain Coot Works a 5 Integration Although many organisations attempt to integrate various back end services and processes in order to become more efficient the
3. GivenGain provides them with instant control and real time access GivenGain presents an all in one solution The GivenGain Suite harnesses the power of advanced technologies by automating complex critical processes like real time web publishing multicurrency donation processing and donor relationship management letting charities improve operations drive new donations and increase revenue Some charities attempt to integrate services by piecing together a website with a Paypal link or a Yahoo account and by connecting their donation processing service with an off the shelf donor database and or expensive donor relationship management system This process requires technical skill financial resources and time GivenGain provides a one stop service Publish Communicate Transact and Report completely integrated in one central place givengain Coot Works a 6 Menu layout The menu layout of the GivenGain Report database is as follows GivenGain Cause Directory AboutUs Need Help OVERVIEW PUBLISH TRANSACT COMMUNICATE REPORT FUNDRAISE SETTINGS OVERVIEW DATABASE GROUPS QUICK REPORTS ADVAMCED REPORTS IMPORT GIFTAID MULTICAUSE Overview Here you will find a short description of what you can expect to find on the page of each database feature For a more in depth look and explanation consult the GivenGain User Manual Database Here you can look for a contact in your database or add a new on
4. MT Marshall Islands MH Martinique MQ Mauritania MR Mauritius MU Mayotte YT Mexico MX Micronesia Federated States Of FM Moldova Republic Of MD Monaco MC Mongolia MN Montserrat MS Morocco MA Mozambique MZ Myanmar MM Namibia NA Nauru NR Nepal NP Netherlands NL Netherlands Antilles AN New Caledonia NC New Zealand NZ Nicaragua NI Niger NE Nigeria NG Niue NU Norfolk Island NF Northern Mariana Islands MP Norway NO givengain Oman OM Pakistan PK Palau PW Palestinian Territory Occupied PS Panama PA Papua New Guinea PG Paraguay PY Peru PE Philippines PH Pitcairn PN Poland PL Portugal PT Puerto Rico PR Qatar QA Reunion RE Romania RO Russian Federation RU Rwanda RW Saint Kitts And Nevis KN saint Lucia LC Saint Vincent And The Grenadines VC Samoa WS San Marino SM Sao Tome And Principe ST Saudi Arabia SA Senegal SN Seychelles SC Sierra Leone SL Singapore SG Slovakia Slovak Republic SK Slovenia SI Solomon Islands SB Somalia SO South Africa ZA South Georgia And The South Sandwich Islands GS Spain ES Sri Lanka LK St Helena SH St Pierre And Miquelon PM Sudan SD Suriname SR 20 Svalbard And Jan Mayen Islands SJ Swaziland SZ Sweden SE Switzerland CH Syrian Arab Republic SY Taiwan TW Tajikistan TJ Tanz
5. has automatically been entered as an option in your template spreadsheet givengain 13 10 Importing Data Import your data using the example MS Excel template file on the Import page This file provides you with the required format and contains your current group configuration If you have already defined unique groups or categories for the data you want to import first create the new groups to have it displayed on the template Log in Select the REPORT link top administrator menu The Report Overview page will open Select the IMPORT link The Import Database page will open e Click on the Download and complete the template file link e The Template File will open MS Excel spreadsheet e Save this file on your computer e Complete the spreadsheet or copy and paste from another source and save the file once again e Go back to the Import Database page e To upload the completed template file click on the Browse Button e Select the saved file from the File Upload window e Click on the Upload Now Button to upload the complete template file e GivenGain will automatically validate and import this file to your database Tips Ensure that the following data fields are entered in the correct format on your spreadsheet otherwise the system will reject the imports Birth date YYYY MM DD Gender Male Female not M F Mobile phone number 447912345678 e g country code followed by the rest of the number leaving out the O o
6. K Costa Rica CR Cote D ivoire Cl CROATIA Local Name Hrvatska HR Cuba CU Cyprus CY Czech Republic CZ Denmark DK Djibouti DJ Dominica DM Dominican Republic DO East Timor TL Ecuador EC Egypt EG El Salvador SV Equatorial Guinea GQ Eritrea ER Estonia EE Ethiopia ET Falkland Islands Malvinas FK Faroe Islands FO Fiji FJ Finland FI France FR France Metropolitan FX French Guiana GF French Polynesia PF French Southern Territories TF Gabon GA sivengain Gambia GM Georgia GE Germany DE Ghana GH Gibraltar Gl Greece GR Greenland GL Grenada GD Guadeloupe GP Guam GU Guatemala GT Guinea GN Guinea Bissau GW Guyana GY Haiti HT Heard And Mcdonald Islands HM Honduras HN Hong Kong HK Hungary HU Iceland IS India IN Indonesia ID Iran IR Iraq IQ Ireland IE Israel IL Italy IT Jamaica JM Japan JP Jordan JO Kazakhstan KZ Kenya KE Kiribati KI Korea Democratic People s Republic KP Korea Republic Of KR Kuwait KW Kyrgyzstan KG Lao People s Democratic Republic LA Latvia LV Lebanon LB Lesotho LS 19 Liberia LR Libyan Arab Jamahiriya LY Liechtenstein LI Lithuania LT Luxembourg LU Macau MO Macedonia The Former Yugoslav Republic Of MK Madagascar MG Malawi MW Malaysia MY Maldives MV Mali ML Malta
7. ables national and international charitable organisations to receive payments in multiple accounts and manage supporters from multiple locations anywhere in the world One organisation may have multiple sites or office and each office is enabled with the GivenGain Suite while the Head Office retains complete access to combined reports and audit trails givengain Coot Works a 7 Adding a contact to your GivenGain Report database online The database view allows you to manage individual contacts and their various group relationships The following default fields are available Log in Last updated information Donor System ID Last name Surname automatically captured if donor or online group subscriber First name automatically captured if donor or online group subscriber Select Title or Create New Gender Date of Birth d m y Marriage Status Children number Select Language or create new Spouse Last and First Name Contact Information Check if Postal Address is same as street address Street Address City Zip State Country automatically captured if donor completes optional contact details second donation page Postal Address City Zip State Country Email address automatically captured if donor or online email group subscriber Telephone Home automatically captured if donor completes optional contact details second donation page Mobile Cell phone automatically captured if donor or online SMS g
8. an imagine You can allow people to subscribe to a group directly from your web site by selecting the Email and or SMS Mobile checkbox when creating a group Log in Select the REPORT link top administrator menu The Report Overview page will open Select the GROUPS link The Manage Groups Page will open e Select Email if you want visitors to your web site to subscribe to this group with their email addresses e Select SMS if you want visitors to your web site to subscribe to this group with their mobile numbers e Select Email and SMS to force subscribers to enter both their email addresses and mobile numbers To create an internal group not open for outside subscriptions leave both checkboxes unchecked Enter the Group Name Click on the Create Group Button to create your new group Tips Create your groups before entering data Add your groups before you export your Excel template for the first time to populate your database These groups are listed in alphabetical order in the database It makes a lot of sense to name your groups in such a way that subgroups will be listed together e g Admin Staff Admin Executive News Ethics News Environment News Quarterly Newsletter To add contacts to your group e Manually add contacts e People who subscribe to a group published as an Email and or SMS group are automatically added to your database e Import your contacts the group
9. ania United Republic Of TZ Thailand TH Togo TG Tokelau TK Tonga TO Trinidad And Tobago TT Tunisia TN Turkey TR Turkmenistan TM Turks And Caicos Islands TC Tuvalu TV Uganda UG Ukraine UA United Arab Emirates AE United Kingdom UK United States US United States Minor Outlying Islands UM Uruguay UY Uzbekistan UZ Vanuatu VU Vatican City State Holy See VA Venezuela VE Vietnam VN Virgin Islands British VG Virgin Islands U S VI Wallis And Futuna Islands WF Western Sahara EH Yemen YE Yugoslavia YU Zambia ZM Zimbabwe ZW givengain
10. e to it View edit or delete a contact s details or view their entire online donation history Here you can also delete donations as requested by a donor Your contacts include all online donors and subscribers to your newsletters etc Contact groups Create rename or delete contact groups that contacts can subscribe to View created contact groups here You can specify how subscribers to these contact groups should be contacted through e mails mobile messages SMSs or both Quick reports View standard reports favourite reports that you ve created in the advanced reporting area or export all your data All reports can be downloaded in MS Excel format Advanced reports Make use of multiple dynamic search filters to extract any data you require from your database Run queries while constantly refining the filtering process for improved results Generate reports for decision making and save them as quick reports or contact groups Reports can also be downloaded in Excel format or printed in HTML format Import Report provides you with an easy to use data template MS Excel to import data into your online database Automatic integration with Communicate allows for effortless communication to multiple recipient groups GiftAid GiftAid enables registered UK charities to maximise donations from UK tax payers Gift Aid provides an opportunity to increase the value of donations to a charity by up to 28 MultiCause MultiCause en
11. f the 079 Do not use a in front of the numbers or and other symbols e g or spaces Country When entering the country field on the spreadsheet use the two digit codes e g United Kingdom UK Ireland IE see addendum on the last page for these codes givengain 11 Exporting Data You can export data from the Quick Reports Advanced Reports for custom queries and Transfer Reports payment reports pages to a spreadsheet in MS Excel CSV format If you would like to work with large volumes of data at once it might be a good idea to export your data edit or add records to it and then import it to the GivenGain Report database once you are done Important Do not re use the original Excel template file you ve used to upload your data the first time In doing so you will duplicate all your records 11 1 Exporting data from Quick Reports See Viewing and exporting quick reports 11 2 Exporting data from Advanced Reports See Creating advanced reports 11 3 Exporting data from Transfer Reports See the Transact User Manual for more information 11 4 Working with duplicate records If you have duplicate records of a person in your downloaded Excel spreadsheet there may be three reasons for it e Every donation made by a donor in your database is shown on the spreadsheet as a separate row if you have downloaded export all my data to Excel You will note that the ID in the first column will be the same f
12. n subscribes to a specific group it will be added to his record provided that he uses the same email address thus no duplication of records It is therefore necessary to constantly do data cleaning Always keep the donor database record on the database and add information to the donor record Once additional information of the duplicate record was updated on the donor record the duplicate record can be deleted givengain Coot Works a 11 8 Stopping a donation from a donor in your database online Log in Select the REPORT link top administrator menu The Report Overview page will open Select the DATABASE link The Database page will open Below the list box on the left side of the screen click on the letter of the alphabet that the contact s surname starts with All surnames starting with that letter will be displayed Click on the name of the relevant contact and click on Display Record The contact s page will be displayed Click on View donations and the Report page will open Find the relevant donation to stop under Donation Information Click on DELETE next to it and a confirmation page will open Insert a reason for the stopping in the Reason textbox optional Click on Stop Donation The contact s donation is now stopped givengain 9 Adding a contact group Easily create and manage an unlimited number of contact and reporting groups to sort and display your data in as many ways as you c
13. nnnnnnnnnnnnnnnnn nnnm 12 TO TPNDOMUING Dala esa eee aiaiai 13 11 Exporting Data aces seco cece ceccecct score vce vee exec ewer ecete vee ecstevar scat sest sect eversuctsversvctevers 14 11 1 Exporting data from Quick Reports ccccsseeeeeseeeseeseesenseeeeaseeseaneeseeneeseeneeseeneeses 14 11 2 Exporting data from Advanced Reports cccscccescssseeeeseeseeeeeeeneseneeeeeeeeseeeneeeneeoes 14 11 3 Exporting data from Transfer REports ccccccscesseeeeeeseeseeseensonsonsenseeesensonsenseees 14 11 4 Working with duplicate FOCONOS icici ccc cients cei ceive vied eee 14 12 Viewing and exporting QUICK reports cceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaes 15 13 Creating advanced rePOIts cccceceseeeeesseseeneeseeseesenneesenseeeenseesensessenees 16 13 1 Setting up the filters for your advanced rePOlt ccceeeceeseeeeeeeneeeeeseeeeeeneeeeeeeneeees 16 13 2 Choosing the output format for your advanced repOrt ccceesceeeeeeeeeeeeeneeeeneeeeneees 16 14 COC ING Us coca tees senie ereree een E 17 15 Two digit country codes for when populating a spreadsheet 18 givengain Learning objectives Understand the requirements of a modern database Know how the GivenGain database works and integrates with the rest of the GivenGain Suite Know how to create contact groups Know how to add a contact to your database Know how to stop a donation in your database Know how to import data Kno
14. or the person but the donation ID will differ Although you see more than one entry of the person there is only one record of this person on the database because there is only one ID If you want to change details of this person do it in the last row of his entries e There may be a duplicate because the person was entered by you into your database and later on made a donation e The person was entered on your database or made a previous donation or subscribed to a group s using different email addresses If you delete a row on your Excel spreadsheet the record will not be deleted when you upload the spreadsheet again To merge records in Excel always transfer all the additional data to the last row in which the person made a donation Delete the donation rows above the last donation row Change the surname of the other duplicate rows to zzz Once you ve uploaded the spreadsheet again you can manually delete all the entries with the surname zzz givengain 15 12 Viewing and exporting quick reports View standard reports or favourite reports that you ve created in the advanced reporting area or export all your data All reports can be downloaded in MS Excel format Available Quick Reports e Export all data to MS Excel all data e Top 10 monthly donors e Top 20 monthly donors e Export donor data to Excel only donation data Log in Select the REPORT link top administrator menu The Report Overview
15. page will open Select the QUICK REPORTS link Click on the report you want to view or download The report will open save it to your computer givengain 13 Creating advanced reports Advanced filtering options allow you to query the database get multiple report views export data and create groups and reports 13 1 Setting up the filters for your advanced report Log in Select the REPORT link top administrator menu The Report Overview page will open Select the ADVANCED REPORTS link The Advanced Reports page will open Use the relevant fields in the following filters to set up your advanced report e Name and contact filters with o Search for o Country o City o Email address o Mobile number e Donation filters with o Donation amount o Donor type o not processed by GivenGain e Group filters with o Default groups Potential Donor Potential Volunteer Newsletter subscribers 13 2 Choosing the output format for your advanced report Use the relevant fields in this filter to choose the output format for your advanced report e Output with various drop down menus to structure your output layout o limit settings for the number of record to be displayed o HTML report if you wish for the report to be displayed online or o MS Excel report if you wish to export the report and its data to your PC e Save as a contact group in your database all contacts in your database qualifying for the filters you have set up will now belong to
16. roup subscriber Fax automatically captured if donor completes optional contact details second donation page Occupation Telephone Work Quailification Create New Qualification Employer Skills Talents Notes Default Groups Monthly Donor Sporadic Donor RBP Donor Newsletter subscriber Potential Donor Potential Volunteer Gift Aid Group If activated as a service automatically captured if UK donor completes optional Gift Aid declaration second donation page Custom Groups Groups you ve created automatically captured if online group subscriber Select the REPORT link top administrator menu The Report Overview page will open Select the DATABASE link givengain 10 The Database page will open e All records are displayed alphabetically in the left hand viewer Click on a letter to display all surnames beginning with that letter and double click on the surname to display the complete record for manual editing e Enter personal contact professional details e Link this record to any of your custom groups e Click on the Save Record Button to store the record A person s record will be duplicated in your database if the person subscribed to a specific group or when you have added the person manually to your database and if this specific person later on makes an online donation If a person who is not on your database donates money online he will automatically be added to your database If this person later o
17. this group Click on Generate Report to create your advanced report givengain 17 14 Checklist a T Srecracenaem sn O one integrated platform Are you abieto creste groups TTT Are you able to add a contactto your database Are you able to downoad a template Excel spreadsheet eaa T osaid ainaskaan anran T A E e TL anakataa aaneen anaana When are you planning to have your database integration project finished givengain 15 Two digit country codes for when populating a spreadsheet Afghanistan AF Albania AL Algeria DZ American Samoa AS Andorra AD Angola AO Anguilla Al Antarctica AQ Antigua And Barbuda AG Argentina AR Armenia AM Aruba AW Australia AU Austria AT Azerbaijan AZ Bahamas BS Bahrain BH Bangladesh BD Barbados BB Belarus BY Belgium BE Belize BZ Benin BJ Bermuda BM Bhutan BT Bolivia BO Bosnia and Herzegovina BA Botswana BW Bouvet Island BV Brazil BR British Indian Ocean Territory IO Brunei Darussalam BN Bulgaria BG Burkina Faso BF Burundi BI Cambodia KH Cameroon CM Canada CA Cape Verde CV Cayman Islands KY Central African Republic CF Chad TD Chile CL China CN Christmas Island CX Cocos Keeling Islands CC Colombia CO Comoros KM CONGO Democratic Republic Of Was Zaire CD CONGO People s Republic Of CG Cook Islands C
18. w how to export data Know how to view and export Quick Reports Know how to create an advanced report Know how to manipulate exported data in spreadsheets Know how to use the two digit country codes for when populating a database givengain Goo Works i 2 introduction GivenGain Report database is an advanced online database that captures and stores donor and payment data in one central place You can now immediately address donor needs continuously update information communicate messages to stakeholders for greater satisfaction and improve donor loyalty and retention The powerful donor management database has no limit as to the number of contacts you may add You can create view or update contact details all integrated with donation data and donor initiated changes Features include e No software to install e All services are run at GivenGain s data centres and are available through a standard web browser e Multiple administrators you can add separate administrators with database rights e Real time data entry No need for duplicate versions e Powerful database with no limits as to the number of records you may add e Easily create and manage an unlimited number of contact and reporting groups to sort and display your data in as many ways as you can imagine e View saved reports that you ve created using an advanced search or export all your data e All reports can be displayed online 24 7 or downloaded in MS Excel format
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