Contact Reports

As a fundraiser, when you complete a step or an interaction with a major giving prospect, you can file a contact report to keep track of your interactions. You can also file contact reports for unplanned activity with a prospect.

When you file a contact report associated with a step, you can update the step’s details and enter any reactions or expected outcomes from the step. Using this information, you can determine if the next scheduled step is adequate or if you should customize the interaction to meet the prospect’s needs or interests. When you file a contact report for unplanned activity, a step is automatically created and marked as complete. You can then modify an other existing steps in the prospect plan if needed.

For example, you file a contact report for a phone call you made to determine the prospect’s level of interest in contributing a major gift. In the Comment field, you note that during your conversation you learned the prospect enjoys reading about local history. As you complete the contact report, you notice the next step in the major giving plan is to schedule a lunch meeting with the prospect. However, since you now know the prospect is interested in history, and your organization’s campus is historically significant, you change the interaction to a guided tour of your facilities and grounds.

You can file contact reports from the Fundraiser page or from a prospect plan.

  1. From the Pending Activity tab of the Fundraiser page or from the Details tab of the prospect plan, select a step and click File a contact report. The File a contact report screen appears.

    2. Note: A step must have a status of “pending” and an associated contact method in order for you to file the contact report.

  2. In the Objective field, enter the purpose of the interaction.

  3. In the Owner field, select the fundraiser who completed the step.

  4. In the Actual date field, enter the date the interaction between the fundraiser and the prospect occurred.

  5. In the Stage field, select at which stage in the plan process the interaction occurred.

  6. In the Contact Method field, select the type of interaction that occurred with the prospect.

  7. In the Category and Subcategory fields, you can further define the type of contact method used.

  8. In the Additional solicitors grid, enter each fundraiser who participated in the interaction.

  9. In the Additional participants grid, enter each participant involved in the interaction.

  10. In the Comment field, enter details about the interaction.

  11. In the Next plan step for this prospect fields, you can update the information for the next step based on the information you gathered from this interaction.

  12. Select Edit next step information to enable the fields in this section.

  13. If the plan does not include steps with a pending status, the next planned step appears in the Next step fields. You can update the step’s information and change the status from planned to pending.

  14. Click Save. The Contact Report page appears.

  1. From the Pending Activity tab of the Fundraiser page or from the Details tab of the prospect plan, select a step and click File an unplanned contact report. The File a contact report screen appears.

    2. Note: If you file the report from the Fundraiser page, you must first select the prospect and the plan for the contact report.

  2. In the Objective field, enter the purpose of the interaction.

  3. In the Owner field, select the fundraiser who completed the step.

  4. In the Actual date field, enter the date the interaction between the fundraiser and the prospect occurred.

  5. In the Stage field, select at which stage in the plan process the interaction occurred.

  6. In the Contact Method field, select the type of interaction that occurred with the prospect.

  7. In the Category and Subcategory fields, you can further define the type of contact method used.

  8. In the Additional solicitors grid, enter each fundraiser who participated in the interaction.

  9. In the Additional participants grid, enter each participant involved in the interaction.

  10. In the Comment field, enter details about the interaction.

  11. If a next step in the prospect plan exists, you can view it and select Edit next step information to update it based on the information you gathered from this interaction.

  12. Click Save. The Contact Report page appears.