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.

From Constituents, select Add an individual. The Add an individual screen appears. For information about the items on this screen, see Add a New Prospect and Screen.
Select the Individual tab.
Under Personal, enter the name of the constituent as it should appear throughout the database, including any title or suffix.
In the Marital status field, select whether the individual is married, single, or divorced.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.