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Manage Organizations

Goal: Keep companies, foundations, churches, and other organizations on file as their own constituents — separate from the individual people who work with them — with a single view of everything they've given.

What an organization is​

An organization is a constituent that isn't a person: a corporate sponsor, a family foundation, a matching-gift employer, a civic group. Tracking it as its own record (instead of burying the name in a donation note) lets you:

  • See total giving, donation count, and active sponsorships for that organization in one place.
  • Connect the people who work there (see Affiliations).
  • Credit gifts, sponsorships, and pledges to the organization (see Attribute gifts to organizations).

Find organizations​

Open Constituents → Organizations. The list shows each organization with its type, EIN, total giving, and status. Use the search box to find an organization by name or DBA, and the filters to narrow by type or active/inactive status. Export downloads the current list as a CSV.

Add an organization​

  1. Click Add Organization.
  2. Enter the name (required). Optionally add a DBA ("doing business as"), organization type, EIN / Tax ID, website, contact email/phone, and a primary address (street, suite/unit, city, state, ZIP, and country). The address you enter here is saved as the organization's primary address and also appears on its Addresses tab.
  3. Save. The organization opens to its detail page.
tip

Enter the EIN whenever you have it. Omnivo uses the EIN first (then a normalized name) to recognize when an organization already exists, which keeps duplicates from piling up when gifts come in under slightly different names.

Edit organization details​

Open an organization and click Edit to update its name, type, website, contact email/phone, EIN, and primary address. When an address is on file, it appears under the organization's contact details at the top of the detail page and as the primary card on the Addresses tab. Leave the address fields blank and save to remove it.

note

Changing the EIN is double-checked before saving, because it feeds donor receipts and duplicate matching. The other fields — including the address — save immediately.

The 360-degree view​

An organization's detail page leads with summary tiles — Total Giving, Donations, Recurring, Sponsorships, and affiliated People — followed by tabs:

  • People — the individuals affiliated with this organization and their roles.
  • Addresses — every address on file for the organization, each with a label (see below).
  • Involvement — the actual donations, recurring gifts, sponsorships, and corporate volunteer groups tied to the organization.
  • Notes — internal CRM notes about the relationship.

Total Giving and Donations count what the organization actually gave: completed gifts, and partially refunded gifts at the amount kept. Pending, failed, fully refunded and bank-returned payments are left out of both, though they still appear on the Involvement tab with their status. The Total Giving column on the Organizations list and its Org Giving card follow the same rule.

Multiple addresses​

Some organizations need more than one address — a mailing address that differs from the physical office, a separate build-site location, a billing address. The Addresses tab keeps as many as you need, each with a label you choose from your affiliate's list. The address from the Add organization / Edit dialog is already here as the primary one.

  1. Open the organization and go to the Addresses tab.
  2. Choose Add address.
  3. Pick a label from the list (see Address labels below), fill in the street, suite/unit, city, state, ZIP, and country, and optionally mark it as the primary address.
  4. Save. The address appears as a card with its label; the primary one is badged.

Use the pencil to edit an address or the trash icon to remove it. Setting an address as primary clears the primary flag on any other address, so only one is ever primary.

Address labels​

The Label box lists the labels your organization can use. Every affiliate starts with four:

  • Mailing
  • Physical
  • Site location
  • Billing

To use a label that isn't in the list, type its name in the box and choose Create "…". The new label is saved for your affiliate, so from then on it appears in the list for every organization — add Warehouse once and you can pick it again on the next organization without retyping it. Labels you create are private to your affiliate; other affiliates never see them.

Typing a new label straight into the box when you add an address has the same effect — it's saved and offered again afterwards.

To take one of your own labels out of the list, open the Label box, hover the label and click the trash icon. Addresses already using that label keep it and still display normally — only the option to pick it again goes away. The four built-in labels can't be removed.

The primary address is the organization's main address​

The address you type into the Add organization or Edit dialog is the organization's primary address, so it always appears on the Addresses tab too — you don't have to enter it twice. The two stay in step:

  • Enter or change the address in the Edit dialog and the primary card on the Addresses tab updates to match (it keeps whatever label you gave it).
  • Edit the primary address on the Addresses tab and the address shown at the top of the page — the one used on receipts — updates to match.
  • Clear the address fields in the Edit dialog, or delete the primary card, and the organization has no main address until you set one again.

Every other labeled address (physical, site location, billing, …) is additional and doesn't affect the main address.

Notes and attachments​

Type a note in the Notes tab and choose Add to record it. To include supporting documents — a signed sponsorship agreement, a grant letter, a W-9, a logo — choose Attach before adding the note and pick one or more files (PDF, Word, Excel, CSV, text, or image, up to 20 MB each). They upload when the note is added.

Attachments appear beneath their note. PDFs and images open in a viewer when clicked; other file types (Word, Excel, CSV) download instead, since browsers can't display them directly.

Deactivate or reactivate​

Use Deactivate to retire an organization you no longer work with; it stays on file (and keeps its giving history) but drops out of active lists and pickers. Reactivate restores it.

To combine two records that are really the same organization, see Merge duplicate organizations.