Add Individual Constituents

When you add an individual constituent record, you enter personal and primary contact and business information for the individual.

You can also add a spouse or partner relationship for the individual and create a household for the couple.

Tip: For information about bulk updates through a batch, see Add or Update Multiple Constituents through Batch Entry.

Add an Individual Constituent

To avoid duplicate constituents, we recommend you first search your database for the constituent before you add a new individual. For information about how to search for a constituent, see Constituent Search.

1. From Constituents, select Add an individual. The Add an individual screen appears. For information about the items on this screen, see Add an Individual Screen.

2. Select the Individual tab.

3. Under Personal, enter the name of the constituent as it should appear throughout the database, including any title or suffix.

4. In the Marital status field, select whether the individual is married, single, or divorced.

5. In the Birth date field, enter the individual's date of birth. If you are unsure of the exact birth date, enter a "fuzzy" date such as 10/1941. If the date contains a year, the constituent's age is calculated and displayed.

6. In the Gender field, select whether the individual is a male or female. If you are unsure of the constituent's gender, select "Unknown".

   Tip: Has your organization upgraded to service pack 36 or higher? It enables you to use a code table of user-defined gender values. If you've upgraded to SP 36 or higher, this uses the new gender field instead of the old one.

7. Under Primary contact, select the type of address to use as the primary address for the individual, such as Home or Business, and enter the address information.

   If the constituent requests that you not send mail to the address, select Do not send mail to this address. In the Reason field, select why the constituent does not want to receive mail at the address.

8. With Data Tune-Up, you can use an address validation service to verify the address entered exists. When you use the address validation service, the program updates missing or incomplete information such as the (Undefined variable: BB_Variables.ZIP Code_UC), standardizes the street address, and updates the Coding Accuracy Support System (CASS) certified information.

   To not include the address entered when your organization runs the address validation process, select Omit from validation.

   To run the address validation process for the address now, select Validate. The program updates the address fields accordingly. If the program cannot validate the address, a message appears to ask whether to search for the address. To select the address from the address validation results, select Yes. For information about how to validate a single address, see "Validate an Address for a Constituent" on page 29.

9. In the Phone type field, select the type of phone number to use as the primary number for the individual, such as Home or Cell Phone. In the Phone number field, enter the phone number to use to contact the constituent.

10. In the Email type field, select the type of email address to use as the primary email address for the individual. In the Email address field, enter the email address to use to contact the constituent.

11. Under Primary contact source, select the information source for the contact information, such as "Family member." Sources are used to help you track additional information about the reasons contact information is added or changed. The information source appears next to the new or updated contact information on the Contact tab of the constituent.

12. To add information about a household member for the individual, select the Household tab.

    Households group multiple constituents who live together at the same address. On the Household tab, you can enter information about the individual's spouse, partner, or other household member. When you add a new individual, you can add only one household member. On the constituent record, you can add additional household members on the Household tab. For informational about how to add additional relationships with members in the household, see Add Individual Relationships for an Individual Constituent.

    If you know the individual is not already a constituent, select Add in the Related individual field to add the constituent.

    1. In the Related individual field, search for the individual to add as a spouse or household member. If the individual is not already a constituent in the database, you can select Add on the Constituent Search screen.

    2. When you save the new individual constituent, the program automatically generates or updates a record of the constituent household with the individual. To copy the primary contact information of the individual constituent to the record of the household member, select Copy individual's primary contact information to the household.

    3. Under Relationship, select the relationships the individual constituent and the household member have with each other, such as Husband and Wife.
       

    4. In the Start date field, enter the date the relationship started, or enter the date you enter the relationship to your database.

    5. If the household member is the spouse or partner of the individual constituent, select This is the spouse relationship.

    6. To copy the primary contact information of the individual constituent to the spouse or household member's record, select Copy individual's primary contact information to spouse.

13. To add information about a relationship the individual has with an organization, select the Business tab.

    If you know the organization is not already a constituent, select Add in the Related organization field to add the constituent.

    1. In the Related organization field, search for the organization to add as a business for the individual. If the organization is not already a constituent in the database, you can select Add on the Constituent Search screen.

    2. Under Primary business relationship, select the relationships the individual constituent and the organization have with each other, such as Employee and Employer.

    3. In the Start date field, enter the date the relationship started, or enter the date you enter the relationship to your database.

    4. In the End date field, enter the date the relationship ends, such if the individual resigns from the organization. If the relationship is for an undetermined duration, leave this field blank.

    5. If the individual constituent is a contact for the organization, select Individual is a contact and select the contact type. If the individual is the primary contact for the organization, select Primary contact.

    6. If the organization matches the donations of the individual constituent, select This organization will match individual's contributions.

    7. Under Recognition credits, select whether to apply recognition credit to the individual for revenue from the organization, or to the organization for revenue from the individual. If you select to apply recognition credit to a constituent, specify the type and percentage of recognition credit the constituent receives.

    8. If the organization is the employer of the individual, you can enter employment related information, such as the job title, category, or career level of the employee.

14. Select Save.

    Note: When you select Save, the program automatically uses the name and address entered for the constituent to verify the constituent does not already exist in the database. If the program finds another individual constituent with the same last name and address information, the duplicate search screen appears. For information about the duplicate constituent check, see Duplicate Record Check.

    The record of the new individual constituent appears. For information about the items on the individual constituent record, see Individual Constituent Record.

In the SKY User Experience

Add an individual to the database and capture everything you need to know about them in one place, from their name and primary contact details to their household and business relationships. You can add a spouse or partner and create a household for the couple, and you can link the individual to an organization, such as an employer.

Tip: To avoid duplicate constituents, search the database before you add a new individual. For information about how to search, see Constituent Search.

1. From Constituents, select Add an individual. Add an individual opens. You can also select Add in Constituent Search by Name or Lookup ID and then select Individual.

2. Select Individual.

3. Under Personal, enter the name as it should appear throughout the database. Enter the Last name. To include a title or suffix, use Title, Title 2, Suffix, and Suffix 2. Enter a Nickname or Maiden name to help you find the record later.

4. Select the individual’s Marital status.

5. Enter the individual’s Birth date. If the exact date is unknown, consider entering a fuzzy date (such as 10/1995) instead.

6. Select the individual’s Gender. If an individual's gender isn't in your database, select + New to add a new entry to the gender Code Table.

7. Under Primary contact source, select the Information source for the contact information, such as “Family member.” Sources help you track why contact information was added or changed.

8. Under Primary contact, select the Address type to use as the primary address for the individual, such as Home or Business. Select the Country and enter the address.

   If the individual asks you not to send mail to the address, select Do not send mail to this address and then select the Reason.

9. Select the Phone type to use as the primary phone number for the individual, such as Home or Cell Phone. Then enter the Phone number.

10. Select the Email type to use as the primary email address for the individual. Then enter the Email address.

11. To add a spouse, partner, or other household member, select Household. Households group constituents who live together. You can add one household member when you add a new individual. After you save, you can add more household members on the constituent record.

    1. Under Household member, search for the individual in Related individual. If the individual isn’t a constituent yet, select Add (+). Add a household member opens. Enter the person’s details, and then select OK.

    2. To copy the primary contact information of the individual to the household, select Copy Individual's primary contact information to the household. When you save, the individual and their household member are added to the same household.

    3. Under Relationship, select how the two people are related. In Individual is the:, select the individual’s role, and in Spouse is the:, select the household member’s role, such as spouse, parent, or child.

    4. Enter the Start date of the relationship, or the date you enter the relationship into the database. Use the date format shown.

    5. If the household member is the spouse or partner, select This is the spouse relationship for Individual.

    6. To copy the primary contact information of the individual to the spouse or partner, select Copy Individual's primary contact information to Spouse.

12. To add a relationship between the individual and an organization, select Business.

    1. Under Organization, search for the organization in Related organization. If the organization isn’t a constituent yet, select Add (+) to add it.

    2. If the organization matches the individual’s donations, select This organization will match individual's contributions.

    3. Under Primary business relationship, select how the two are related. In Individual is the:, select the individual’s role, and in Organization is the:, select the organization’s role, such as Employee and Employer.

    4. Enter the Start date of the relationship, or the date you enter the relationship into the database. If the relationship ends, such as when the individual resigns, enter the End date. If the end date is undetermined, leave End date blank.

    5. If the individual is a contact for the organization, select Individual is a contact and then select the Contact type. If the individual is the main contact, also select Primary contact.

    6. Under Recognition credits, select Apply to individual for revenue from organization, Apply to organization for revenue from individual, or both. For each option you select, choose the Recognition credit type and enter the Recognition credit match percent.

    7. If the organization is the individual’s employer, enter the Job title, Category, and Career level under Employment information.

13. Select Save. The system checks for possible duplicate constituents, based on name and address. See Duplicate Record Check. If the constituent is unique, the new individual’s record opens. For information about the items on the record, see Individual Constituent Record.