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Track Engagement and Capacity

Goal: Use Ayuna's engagement signals — capacity rating, giving level, recency, and crossover with volunteering — to build prospect lists worth working from.

What "engagement" means in Ayuna​

Engagement is the combination of:

  • What they've given — lifetime giving, recency of last gift, average gift size
  • What they could give — capacity rating
  • How else they're involved — volunteer hours, event attendance, pledges, sponsorships
  • How recently you've connected — last communication, last gift, last touch

The donor list at /donors filters and sorts on most of these dimensions. The donor profile aggregates them visually.

To work several giving levels at once, open Constituents, then Filters → Giving level, and pick the levels you want, for example Gold and Platinum. The filter combines with the others (tags, status, email on file), and Export or Select all matching takes the same list, ready to tag or contact. See Configure Giving Levels.

See everything one person has done: the Activity tab​

Open anyone's profile (/people/:personId) and click the Activity tab, next to Overview. It lists every way that person has interacted with your affiliate in one timeline, newest first:

  • Volunteer Opportunities — opportunities they registered for or attended.
  • Volunteer Hours — each logged shift, with its approval status if it is not yet approved.
  • Fundraising Events — fundraising events they bought tickets for or are registered to attend.
  • Donations — each gift with its amount, campaign or event, and payment method.
  • Homeowner Applications — applications they submitted, status changes on those applications, and documents uploaded to them. For staff members, this also includes status changes they made on other people's applications.
  • Communications — every email and text message sent to them, including one-off messages, receipts, automated messages, and email campaigns. Each shows its subject, whether it came from a campaign, and what happened to it (Delivered, Opened, Clicked, Bounced, Failed, and so on). When a message was not sent — for example, there is no text-message consent on file — the reason appears next to it.
  • Forms & Waivers — forms they submitted (including public forms filled out with their email address before they had an account) and waivers they signed.
  • Notes — calls, meetings, and other notes your staff have added.
  • System Activity — when they signed in, and other recorded actions they took in Omnivo or that were taken on their record.

Use the filter dropdown at the top right of the timeline to show one kind of activity. The options are grouped by area (Volunteering, Fundraising, Homeowner, General), and each one shows how many items of that kind there are. Choose All activity to see everything again. The list shows 25 items at a time; click Show more to see older activity. Click an item's title to open the opportunity, event, or application it refers to.

Homeowner Applications, Forms & Waivers, and System Activity only appear for staff who can already see those areas elsewhere: homeowner applications, form submissions, and the audit log.

The Activity tab is a good place to start before a call or visit. In a few seconds you can see when you last reached out, whether they opened it, and what they have done since. The Volunteering, Fundraising, and Notes tabs still give you the full details and the tools for each area.

Building a prospect list​

The most useful prospect list for major-gift work:

  • Capacity Rating = High or Major
  • Last donation within the last 24 months (or never for new prospects)
  • Excluded — Do Not Solicit donors

Sort by recency of most recent communication so you call the dormant ones first.

For mid-level annual donors:

  • Lifetime giving between $1,000 and $9,999
  • Last donation more than 18 months ago
  • Capacity Rating Medium or higher

Crossover donors are gold​

A "crossover" is someone who both donates and volunteers. Their profile carries a Crossover badge, and the donor list has a filter for them.

Crossovers tend to:

  • Give more per year than donor-only constituents
  • Stay engaged longer
  • Bring others into the fold

Treat them as a distinct segment in your annual appeals — a "thank you for the hours and the gifts both" message lands differently than a generic appeal.

Updating capacity ratings​

Set capacity during cultivation conversations, then update when something changes:

  • A donor mentions a liquidity event (sale of business, inheritance) → bump up
  • A donor signals constraints (medical bills, retirement) → bump down
  • A two-year stretch of declining gifts → consider whether the rating still fits

Edit Capacity Rating from the donor's profile via the Edit Person dialog.

Engagement decay​

Ayuna doesn't automatically downgrade engagement when someone goes quiet. That's intentional — silence isn't always disengagement. But you should manually review:

  • Quarterly: which High/Major capacity donors haven't been touched in 6+ months
  • Annually: which past donors haven't given in 36 months (these are "lapsed")

Both reviews surface from the donor list and the donor relations dashboard.

What good looks like​

A development team that uses these signals well:

  • Knows who their top 50 prospects are at any moment
  • Knows the next move on each (visit / call / event invite / proposal)
  • Updates capacity ratings every time they have a meaningful conversation
  • Trusts the data enough to plan the year's appeals from it