How to Run a Constituency (or Role) Giving Report

Many schools want to know the number of donations and the amount donated by a certain constituency or role within their school. Often one person within your school might have multiple roles in your school, they might be parents of alumni, former teachers/employees, and a current Board Member. The Constituency or Role Giving Report will help you pull the data that you need with a few easy steps.

Pro Tip! The more people you run this export for and the more columns you select the longer the export will take. Please be patient, as you will see the export can take anywhere between 5 to 45+ minutes to download.

1. Go to Donations> Donor Profiles, this table is where all you Donor Profiles live and also where you are going to export the data that you need.
   Pro Tip! If you want to limit your search to only current donors, please apply that filter Filters> By Donor Status> Current
            
   
   
2. Next, you are going to select all Donor Profile> Other> Export Donor Profiles
   
3. Keep the datasource as it is, Donor Profile Standard, now you are ready to select the columns that you want to export. Depending on your needs, Lifetime donations, Current fiscal year, or Last fiscal year, you might select only certain columns or all. Also depending on what you consider donations, some schools include ALL gifts, pledges, stock, and in-kind, others only gifts and pledges. Here are some that we suggest you export, but pick and choose the ones that work best for the export you are looking for:
   • Giving Name: This is the name that is assigned to the Donor Profile. Usually, unless you have manually changed it, this will show you if a donor profile has just one person or multiple people are tied to the profile.
   • Any of the contact information: If you want to add addresses, phone numbers, or email addresses go ahead and add those columns. 
   • Any first names of children, grandchildren, or alumni of either: If you want to export first names of related currently enrolled children or grandchildren, or names of alumni children or grandchildren please feel free to add those columns.
   • All Roles Combined: This column will show a neat combination of everyone's roles in the donor profile. However, in circumstances where the person has both the role of teacher/faculty and employee the system is smart and only indicates the teacher/faculty role. If you are looking for a much detailed role export please select the Roles in Profile (Raw Data) and Sub Roles in Profile (Raw Data) columns.
   • Roles in Profile (Raw Data): This column will export the raw data of every role a profile has. This will show you a more broken down version of the All Roles Combined. You will get every detailed version of all those roles that are filled by any member in the donor profile.
   • Sub Roles in Profile (Raw Data): This column will export the raw data of every sub role a profile has. This will show you a more broken down version of the All Roles Combined. You will get every detailed version of all those sub roles that are filled by any member in the donor profile.
     Pro Tip! if you are looking to export Board Members, you will have to export this column.
   • Number of Gifts and Pledges Lifetime: The number of Gifts and Pledges that have been donated in the lifetime that the donor profile has been in your system.
   • Number of Stock Donations Lifetime: The number of Stock donations that have been made in the lifetime that the donor profile has been in your system.
   • Number of In-Kind Donations Lifetime: The number of In-Kind Gifts that have been donated in the lifetime that the donor profile has been in your system.
   • Lifetime Donated Amount: The amount donated in the lifetime that the donor profile has been in your system.
   • Current Fiscal Year Dates: This will give the actual date range for the current fiscal year. This is important if you have not switched your fiscal year. By adding this column you will be able to ensure that the dates correspond with the three columns that follow.
   • Number of Gifts and Pledges Year to Date: The number of Gifts and Pledges that have been made by a donor profile in this year to the date that you are doing the export.
     For example, today is July, 23, you would see all Gifts and Pledges from January 1st through July, 23rd.
   • Number of Stock Donations Year to Date: The number of Stock donations that have been made by a donor profile in this year to the date that you are doing the export.
   • Number of In-Kind Donations Year to Date: The number of In-Kind donations that have been made by a donor profile in this year to the date that you are doing the export.
   • Donated Current FY Amount: This is the monetary amount donated during the current fiscal year. When you export this option versus the (Number Only) you will get a $ with your number.
   • Last Fiscal Year Dates: This will give the actual date range for the last fiscal year. This is important if you have not switched your fiscal year. By adding this column you will be able to ensure that the dates correspond with the three columns that follow.
   • Number of Gifts and Pledges Last Fiscal Year: The number of Gifts and Pledges that have been made by a donor profile in the last fiscal year.
   • Number of Stock Donations Last Fiscal Year: The number of Stock donations that have been made by a donor profile in the last fiscal year.
   • Number of In-Kind Donations Last Fiscal Year: The number of In-Kind donations that have been made by a donor profile in the last fiscal year.
   • Donated Last FY Amount: This is the monetary amount donated during the last fiscal year. When you export this option versus the (Number Only) you will get a $ with your number.
4. If you are going to be running this export many times we suggest you Save selection as template for future use.
5. Once you have selected all your columns, please click on the Export Selected button.
   Pro Tip! In case you did not see this above: The more people you run this export for and the more columns you select the longer the export will take. Please be patient, as you will see the export can take anywhere between 5 to 45+ minutes to download.
6. Now how do we filter for the data that we need.  We suggest you select the All Roles Combined column> click the Sort & Filter button> Filter
   • You will notice a little drop-down arrow in that column> click on it and go to Text Filter
     Pro Tip! Feel free to play around with the other Text Filters that excel (or numbers) provides you.
   • We also suggest adding columns that give you sums such as a new column that sums up the total of Gift/Pledges, Stocks, and In-Kind. This will help you with getting totals.