Donation Acknowledgements Overview Training Webinar
Explore the different notifications a donor can receive after making a donation. Learn the difference between online form confirmations and acknowledgement letters, simple text letters and custom Word templates, and printed and emailed mail merge letters. Generate mail merge letters in mass or one-off using the Quick Receipt tool.
Quick Recap
The trainer presented on the acknowledgement system for thank you letters in DonorSnap, covering both automated and manual processes for different types of donations. She demonstrated how to use the text letter system and Microsoft Word integration for creating and customizing thank you letters, including batch processing and email capabilities. The webinar also covered setting up batch codes, managing different types of acknowledgements, and addressed user access issues, with a mention of a future session focusing on building thank-you letters using Word documents.
Summary
Donation Acknowledgment System Overview
The trainer explains the donation acknowledgement system in DonorSnap, focusing on various options for thank you letters. She emphasizes that online donations through DonorSnap’s forms are automatically acknowledged, while other types of payments require manual processing. The trainer introduces two built-in systems for acknowledgements: a text system and a Microsoft Word system. She demonstrates how to enter a donation and highlights the importance of the “acknowledged” checkbox in tracking which donations need thank you letters generated.
Marking Donations as Acknowledged in Both Tools
The trainer explains the process of acknowledging donations in the system. She describes how the program automatically checks the acknowledgment box and records the date once letters are sent. The trainer then discusses the use of batch codes for different types of thank you letters, noting that organizations with only one type of letter don’t need to use batch codes. She also introduces the text letter system, which is suitable for organizations using preprinted letterhead but cannot include images or logos.
Donor Thank You Letter Customization
The trainer explains how to create and customize thank you letters using DonorSnap’s text letter system and Microsoft Word integration. She demonstrates the mail merge feature, which automatically inserts donor information into pre-designed templates. The trainer highlights the differences between the text letter system, which is simpler but limited to pre-printed letterhead, and the Word document system, which allows for more customization including images and email capabilities. She also shows how to access templates and instructions through the help website for creating Word-based acknowledgment letters.
Managing Donation Letter Templates
The trainer demonstrates how to use the acknowledgment system for managing thank you letters. She explains the process of uploading various letter templates, adding donations, and generating personalized letters. The system allows for batch processing of letters based on donation types and provides the option to customize Word documents before printing. The trainer highlights the advantages of this system over a text-based one, including the ability to modify letters and export data to Excel for troubleshooting.
Donation Processing and Acknowledgment
The trainer explains the process of handling donations received by check and sending thank you letters. She describes how donations are manually entered into a system, creating a queue for acknowledgment. The system allows for either printing or emailing thank you letters, with emailed letters being converted to PDF attachments. The trainer details the steps involved in creating and sending email batches, including setting up email content, selecting recipients, and using templates to streamline the process. She emphasizes that while the system is not fully automatic, it offers flexibility in managing and customizing acknowledgments.
Batch Code Setup for Acknowledgments
The trainer explains how to set up batch codes in the system for various types of thank you letters and acknowledgments. She emphasizes that batch codes are separate from uploaded letters and can be created for future use. The trainer also describes how batch codes can be used for non-automated acknowledgments like handwritten notes or phone calls, allowing users to track and manage these tasks within the system.
Donation Acknowledgment Process Overview
The trainer discusses the process of handling acknowledgments for donations, including online and offline contributions. She explains how to use batch codes and the acknowledged checkbox to manage different types of thank-you communications. The trainer also addresses user access issues, noting that menu differences are related to individual user setups. She concludes by mentioning that the next session will focus on building thank-you letters using word documents.