While most donor information can be controlled by donors themselves, Administrators have the ability to update donor profile information, as well as merge, join, or make donors inactive as needed.
Adding New Donors
In Giving, donor profiles are created in two ways:
- When a donor gives their first donation online, a new profile is created automatically.
- When a donor gives their first donation by check or cash, Admins will create a new profile when adding their donation to a batch.
In either case, if the person already exists in your Planning Center People database, Giving will use their name and email address to match the donor with that existing profile.
To avoid duplicates for donors with nicknames, enter the person's nickname as the First Name. For example, if you have a donor named Robert with the nickname Bob, enter Robert as the Given Name and Bob as the First Name.
View and Update Donor Information
From a donor's profile, you can:
Donors can also change many of these things for themselves from their donor profile in Church Center.
Merge Donor Profiles
Duplicate donor profiles can sometimes be created when people give online for the first time, use a different email address than usual when donating, or misspell their name or email address. Merging the two profiles will bring all of the donor's information into a single, combined profile.
You'll need at least Manager level permissions in Planning Center People to merge people's profiles.
To merge duplicate profiles, go to the duplicate profile in Giving, use the product switcher to switch to People, and merge the profile in People.
When you merge two known duplicates in Planning Center People, all past information for that person is combined. This has important implications for every application in Planning Center.
For Giving, here is what gets combined:
- Donation history
- Recurring donations
- Payment methods (cards and bank accounts)
- Text-to-Give phone number
- Contact information (which could impact where their donation receipts are sent)
If a donor has moved, died, or otherwise left your church, you can't erase their previous donations. However, you can make the donor inactive in Planning Center People.
To make a donor inactive:
After a donor is made inactive:
- Inactive donors are issued Donor Statements for any year in which they have given donations.
- If a person who was inactive makes a donation or has a recurring donation go through, they will be made active again in Planning Center People.
Inactive profiles are treated differently in every application. For example, when you create lists in Planning Center People, inactive profiles are excluded by default. If they were a member of any groups in Planning Center Groups, marking someone as inactive will remove them from any active groups.
Wait! It's likely that what you really want to do is mark a donor as inactive. Please read the Removing Donors section above.
It might make sense to permanently delete a donor profile if you created a test profile and you no longer need it. In this case, it's best to refund any test transactions and then delete the person in the People App.
After a profile is deleted, if there are any remaining donations from that donor in your Giving database, they'll be marked with (Deleted).