Database Set Up Basics Bloomerang Academy
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This document provides an overview of a Bloomerang Academy webinar on setting up a donor database for success. The webinar covers: 1) Why clean and healthy data is important for effective fundraising and reducing costs 2) Best practices for setting up organization settings, funds, campaigns, appeals, and user permissions 3) Tools for avoiding and fixing duplicate records and segmenting donor lists 4) Utilizing custom fields, bulk update/delete functions, and other resources to maintain a clean database
Database Set Up Basics Bloomerang Academy
- 1. Welcome to Bloomerang Academy Thank you for joining us! Please tell us where you are joining us from and what the weather is like where you are….drop it in the CHAT!
- 2. Ask questions Live Transcript Share ideas Housekeeping
- 3. Housekeeping We will share the slides and recording of this session with you via email later today. Dial in number: +1 669 900 6833 Any questions we are not able to answer live or in the Q&A will be addressed after the session via a follow-up. If you need further assistance, please reach out to [email protected]. Our support team is amazing!
- 4. Poll Where are you in the process of setting up your database? 1. We are re-evaluating how our database is set up. 2. We are just beginning/just went live in Bloomerang. 3. We are in the Conversion process with Bloomerang. 4. We're not a Bloomerang customer yet.
- 5. Margie Worrell Margie Worrell is the Curriculum Manager at Bloomerang. She serves on the board of the Peace Learning Center in Indianapolis, and has worked extensively with nonprofits as both a staff member and a lead volunteer. Her passions include education, theatre, her two children and her two small dogs. Curriculum Manager
- 6. Set Up Your Database For Success
- 7. What will we cover today? 1. Why does healthy or clean data matter? 2. Start with Settings 3. Using Campaigns, Funds and Appeals effectively 4. Duplicates–avoiding and fixing them 5. List segmentation 6. Custom fields 7. Bulk Update and Bulk Delete 8. Q&A We will cover ways to make your database easier and more efficient to use!
- 8. What do we mean by “healthy” or “clean” data? Clean and healthy data supports your objectives. It is: ● Easily discoverable ● Understandable ● Of value to your organization It consistently holds to this criteria over time. What is data health?
- 9. What does unhealthy data look like? Examples of unhealthy data: ● Typos ● Duplicate records ● Non-standardized formats ● Missing data ● Outdated or inaccurate data
- 10. Why does clean and healthy data matter? ● Effectively target constituents in the most efficient way ● Ensure you have a single constituent view ● Avoid compliance issues ● Increase your overall ROI ● Reduce wasted budget spending
- 11. Basics of Setting Up Your Bloomerang Donor Database
- 12. Settings Click Settings > Organization Update your organization information -Add your website and any social media information -Set your Fiscal Year Start Date* -Set your NTEE Code Set two-factor authentication for logins -Every user should have their own login ID/Password -You can have as many as you need!
- 13. Integrations Click Settings > Integrations Link your accounting software (if applicable) Link your third-party email (if applicable) Activate NCOA -Partnership with TrueGivers -Nightly updates for: ● NCOA information, including move information and address standardization ● Deceased information wherein the constituent account status is updated ● Other demographic information that you can opt-in to Tip: Don't see this in Bloomerang? Email [email protected] to upgrade or purchase NCOA processing.
- 14. User Permissions Click Settings > Users Set permissions to protect your database health You can select who has access to your database in these different areas: ● Home ● Reports ● Data Tools ● Communications ○ Emails ○ Letters And who can edit in these areas: ● Constituents ● Reports Add, Edit, Deactivate, and Delete Users
- 15. User Permissions Click Settings > Users Transaction Permissions ● These settings apply to transaction-related data only. This allows you to protect sensitive data while still giving certain stakeholders access to your database. Tip: Set up policies for data entry and train staff on a regular basis.
- 16. A board member can record their interactions
- 17. An intern can update constituent profiles
- 18. A volunteer can enter gifts
- 19. Funds, Campaigns, and Appeals, oh my!
- 20. Funds (only field of the three required in Bloomerang) Money is going to that specific bucket. This is usually going to be funding areas that span multiple years. Examples: ● Unrestricted ● Program ● Scholarships Funds are the big buckets of money Fund, Campaign, and Appeal Basics PRO TIP: Set up your funds to mimic your finance/accounting system. This makes record-keeping easier!
- 21. Campaigns ● Have a financial goal ● Have a specific date range ● Examples: ○ Annual Campaign ○ Capital Campaign ○ LARGE Events Campaigns are specific, overarching fundraising efforts Campaigns are defined by the financial goal and date range. The date range could span an extended period of time depending on the type of campaign. Fund, Campaign, and Appeal Basics
- 22. Appeals Examples: ● Spring Appeal ● Major Gift Ask ● Personal Solicitation ● Event Sponsorships Appeals are a specific request for funds WHY RECORD THIS? This info will help you see which types of funding requests have been most successful in the past. Fund, Campaign, and Appeal Basics
- 23. Visual of the typical relationship Fund (where the donation will be used) Q1 Campaign Q2 Campaign Q3 Campaign Q4 Campaign Appeal: Email Appeal: Event ask Appeal: Letter Appeal: Phone call Appeal: Personal Solicitation Appeal: Event ask Appeal: Email Appeal: Phone call Campaign– Large FR efforts with a goal amount and set time Appeal– Fundraising method or channel
- 24. Examples of this in action Building Fund 2023 Capital Campaign Appeal: Email Appeal: Event ask Appeal: Letter Appeal: Phone call Appeal: Personal Solicitation Appeal: Phone call Segmented Appeal Mass Appeal
- 25. Examples of this in action General/Operating Fund 2023 Annual Campaign Appeal: Email Appeal: Event ask Appeal: Letter Appeal: Phone call Appeal: Personal Solicitation Appeal: Phone- a-thon Segmented Appeal Mass Appeal 2023 Membership Drive Campaign
- 26. Funds, Campaigns, and Appeals are not mutually exclusive! Typically, transactions only have one Fund, Campaign, or Appeal associated with them. If a donation goes toward different Funds, e.g. $500 to Unrestricted and $500 to Programs, use Split Payments.
- 27. Why does setting this up correctly matter for clean data? It matters for: ● Fiscal responsibility ● Segmentation of data ○ Constituent communication ○ Historical data for future decision-making ○ Running accurate reports on the success of campaigns
- 28. Custom Fields and Groups
- 29. Segmentation Think about what segments you will need data for and set those up now What are some segments you use currently? Consider: Recency: How long have donors been giving? Frequency: How often do donors give? Type: How are donors giving? Amount: How much are donors giving? Reason: Why do donors give? Interest: What topics are donors most interested in?
- 30. Segmentation Think about what segments you want to have data for and set those up now How to segment your data ● Bloomerang Groups ● Custom Fields–think now about what custom fields you may need for segmentation What are custom fields ● Where are they available ● Using Custom Fields as filters
- 31. Custom fields vs. Groups ● For this segment, will we need quick views of things like: ○ Demographics ○ Average transaction amount ○ Month-over-month giving ● Will we frequently reference this group as a segment in reports or communications? When should I use each of these? Ask yourself these questions: OR Probably Groups Probably Custom fields ● Will we more occasionally refer to this information for things like an annual event? ● Will we likely use this information for individual conversations with donors/stakeholders on more of a “one-off” basis?
- 32. Duplicates
- 34. Head duplicates off at the pass by checking your import doc prior to importing! Use duplicate checking tools in Excel or Google to ensure you are not importing duplicates you will have to clean up later!
- 35. Bulk Update Update Fund, Campaign or Appeal for Transactions
- 36. Bulk Delete Remove unwanted data from your database by filtering and bulk deleting
- 37. Let’s go into the database!
- 38. Resources Data Policies and Procedures (Free Template) Knowledgebase Fund, Campaign, & Appeal Basics Custom Field Basics Edit Categories, Custom Fields, and Values Review and Merge Duplicate Constituents Set Up SPF and DKIM for Email Delivery Bulk Delete Constituents Bulk Update Transactions: Update Campaigns, Appeals, and Funds Articles If Your Donor Data Isn’t Getting Better, It’s Getting Worse The 5 C's Of Healthy Donor Data What Is Bad Data Really Costing Your Organization? Bloomerang Academy Clean Up Your Data to Improve Your Fundraising Organizational Settings Bloomerang Coaching Services Fundraising Basics Tracking Your Organization’s Efforts Bloomerang Consulting Services Database Audit Customized Consulting
- 39. Resources Bloomerang Knowledgebase and Support Portal
- 40. Live Chat has a new look and a new location!
- 41. Don’t let inconsistent or unreliable data stop your nonprofit from reaching your donors. Prepare for 2024 Fundraising with a Database Health Check Request a Database Health Check by clicking here!
- 42. Poll
- 43. Thank you for attending! Visit our website to see more upcoming Bloomerang Academy webinars!