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Maintain Donor Profiles

Goal: Keep the records that drive every gift, receipt, and stewardship touch — donor identity, contact, giving history, and admin attributes — accurate and up to date.

The donor record​

A donor in Ayuna is a Person (or Organization) with a donor role attached. The donor role carries the structured attributes that drive fundraising behavior:

  • Donor Type — Individual / Corporate / Foundation / Government
  • Giving Level — auto-calculated from lifetime giving, using your affiliate's giving levels. You can set it by hand, but it is recalculated the next time one of the donor's gifts is recorded or changed (an edit, a refund, a payment clearing or failing) or the levels change
  • Capacity Rating — internal assessment for major-gift cultivation
  • Preferred Acknowledgment — Public / Private / Anonymous
  • Do Not Solicit — exclusion flag for fundraising appeals
  • Lifetime Giving / Donation Count / Largest Gift — derived from the donor's completed personal gifts, net of refunds; pending, failed and refunded payments and organization gifts are left out (see What counts toward lifetime giving)

These all live on the donor's profile (/people/:personId) under the "Donor Settings" section of the header card. Edit them from the Edit Person dialog when the donor has admin permission.

Adding a donor​

Donors usually appear in Ayuna one of three ways:

  • A new gift comes in through a public donate page or embedded form, and Ayuna creates the donor record automatically
  • A staff member records a donation manually for someone not yet in the system, prompting profile creation
  • A development officer adds a prospect proactively before any gift, so they can be tracked through cultivation

Avoiding duplicates​

Before creating, search the constituents list. The search box matches name, email, phone number, and street address, so you can also spot people already on file at the same address or reachable on the same number. Phone matching ignores formatting — (404) 555-1212, 404.555.1212, and 4045551212 all find the same person. Duplicates fragment giving history, capacity ratings, and communication. When you find one, merge the duplicate records — Ayuna consolidates donations, recurring schedules, pledges, sponsorships, and notes onto the surviving record, and preserves the duplicate's emails and phones as alternates.

Jump back to records you just opened​

Whenever you open a constituent's profile, Ayuna adds them to the Recents list — the clock button on the left of the top navigation bar. Click it to see the records you looked at most recently (newest first) and jump straight back to any of them without searching again. Campaigns, fundraising events, and other records you open show up in the same list; see Jumping back to records you just opened.

Organizations and contacts​

For corporate, foundation, and government donors, capture both:

  • The organization record (name, EIN, type, primary contact)
  • The person who's the contact (their own profile, with the link back to the org)

Gifts are recorded against the organization. Stewardship touches are recorded against the contact. Both surfaces show the relationship.

Notes that matter​

Profile notes are visible to staff with donor-management access. Use them for:

  • Cultivation context — the conversation that led to a gift, names of family members who came up, interests beyond Habitat
  • Stewardship preferences — "Always include a hand-written note from the executive director"
  • Sensitive context — health issues, family transitions, recent losses

Notes become permanent record. Write professionally — assume they'll be read by the donor someday, even if that's unlikely in practice.

Attach supporting documents. When you add or edit a note, choose Attach files to include supporting documents alongside it — a signed letter, a grant agreement, an event flyer, or a photo. Attach one or more files (PDF, Word, Excel, CSV, text, or image, up to 20 MB each); they upload when you save the note.

Attachments appear beneath the note on the Notes & Activity list. PDFs and images open in a viewer when clicked; other file types (Word, Excel, CSV) download instead, since browsers can't display them directly. To remove an attachment, edit the note and delete it there. Deleting a note removes its attachments too.

Standalone (terminal) payments​

Card payments taken on a terminal running in standalone sales mode (at a gala, auction, or pop-up event) can be assigned to a constituent and then appear on their profile under the Fundraising tab in the Standalone Payments card. From there you can categorize a payment that hasn't been placed yet — for example, recording it as a Donation (which credits the donor automatically) or as Auction proceeds. See Standalone Payments for the full workflow.

Privacy and access​

Donor records contain sensitive financial and personal data. Access is gated by permission. Limit donor-edit access to the development team and senior leadership. Audit logs record who viewed and changed what.