The Household Constituent Record

This article pertains to Development 3.

Overview

The constituent record — of which there are two types, household and organization — is the primary record where all constituent data is stored and accessed. From this record, a member of your Development office should be able to access anything they would need about the particular constituent. This article details how to set up your own household constituent records and provides technical documentation on the household constituent record.

Creating Household Constituent Records

Constituent records are not automatically created. To create them, flag the person roles with the "Create Constituent" flag and the system then creates the constituent records during the overnight processes.

Here are the step-by-step directions:

  1. On the Development: Configuration homepage, click the Person Roles query.
  2. Check "Create Constituent" for the person roles you want constituent records created for.
  3. Click Update Records.

Veracross then creates constituent records for all people with the selected person roles in the overnight processes. There is no Action menu item to force the procedure to run.

Creating Constituent Records for Students

In Development 3.0, constituent records can be created for students on a per-grade-level basis. This allows schools to create constituent records for seniors who may be graduating soon as well as tracking student giving, if they so desire.

Here are step-by-step directions for setting up constituent records for students by grade level:

  1. On the Development: Configuration homepage, click the Student Grade Levels query.
  2. Check "Create Constituent" for the grade levels you want constituent records created for.
  3. Click Update Records.

Veracross then creates constituent records for all students in the selected grade levels in the overnight processes. There is no Action menu item to force the procedure to run.

Technical Documentation

There is a wide variety of information available on a constituent record. Here are a few items that are helpful to note:

  • Calculated fields: If you cannot edit the field, it is calculated, meaning that it pulls information from other areas of the system and cannot be edited.
  • Editable fields: Many fields can be directly edited. To do so, make the change and don't forget to click Update!
  • Tooltips: The field names that are underlined (e.g., Roles, Birthday, Email) have tooltips. Hover over the field name to get more information.

General Tab

The General tab provides an overview of key constituent information.

SectionsPurpose
Individual and SpouseView information about the individual and spouse.
  • To update information about either, click the View Record button (next to the respective name) to navigate to that person's record. 
  • Swap the individual and spouse with the "Swap Person and Spouse" procedure in the Action menu of the constituent record. 
  • View the donor profile document and external donor profile document via the respective links.
Constituent, Household, and Organization
  • Record Type: This is set when the constituent record is created and cannot be changed.
  • Primary Dev Role: This displays the primary development role for the constituent and cannot be directly edited.
  • Leadership Prospect Status: Set this status for the constituent as needed in your own workflows. You cannot edit the available statuses. Find leadership constituents via the Find Leadership Constituents query on the Development: My Opportunities homepage.
Important ConnectionsThis pulls information from the Relationships tab. Click More... to navigate to the Relationships tab.
Giving HistoryThis pulls information from the All Gifts tab. Click More... to navigate to the All Gifts tab.
Solicitation TeamSelect a manager, staff solicitor, volunteer solicitor, and last review date. These values populate respective fields on opportunities and moves management records.
Constituent RatingsFor more information about setting these and the options available, please read our documentation here.
Constituent TagsThis pulls from the Constituent Tags tab. Tags are similar in function to profile codes, but are particular to constituent records.
ActionsThis pulls from the Actions tab.
NotesUse the Gift Entry Notes and Constituent Notes fields to track additional information as needed.

Other Tabs

The other tabs on a constituent record  delve a little deeper into many topics briefly mentioned on the General tab.

TabPurpose
Contact InformationView all contact information for the individual, spouse, and/or household.
  • Channel Update Form: Access channel update forms (where communication channel opt-outs are specified) for the individual and spouse with the respective "Click..." link. 
  • Publication Name: This field current has no functionality.
SalutationsView all salutations for the individual, spouse, and household. Update the respective salutations via the links at the top of the screen.
RelationshipsView all relationships of the individual and spouse in this constituent record. Update the respective relationships via the links at the top of the screen.
EducationView the education info of the individual and spouse on this constituent record. To update educational information, navigate to the Education tab of their person record.
Enrollment HistoryThis tab shows the enrollment history of the individual or the spouse if they have an enrollment history at the school.
Constituent TagsYou can add/remove constituent tags from this constituent — visible in the Constituent Tags section of the General tab. Certain default Constituent Tags are applied automatically and additional tags can be created using the Development: Configuration homepage. Additionally, constituent tags can be applied in batch via Constituent queries.
Person ClassificationsView the person classifications of the individual and the spouse on the constituent record. It also contains direct links to the Classification tab on the individual/spouse’s person record so that these records may be updated if wished.
Profile CodesView profile codes of the individual or spouse on the Constituent record. Click on the respective link to update the individual/spouse's profile codes.
RolesView person roles of the individual and spouse on the constituent record. Click on the respective link to update the individual/spouse's person roles.
All OpportunitiesView the constituent's associated opportunity records, subtotaled by the activity type of the opportunities.
CampaignView the constituent's associated opportunities, subtotaled by the associated campaign.
Annual FundView the constituent's associated opportunities that have an activity type of "Annual Fund."
Group AppealsView the constituent's associated opportunities, subtotaled by activity type. The only opportunities that display in this query are those who have the activity type of: Group Appeal, Group Event, General Mailing, Phoneathon, and Group Appeal Followup.
Role HistoryView the constituent’s history of development roles and primary development roles for all fiscal years.
Activity FeedView the constituent's activities with an activity date of today’s date or earlier.
Activity CalendarView a calendar of the constituent's moves management, gifts, and constituent logs.
Group EventsView all the constituent's development and non-development-related events.
ActionsManage constituent actions here — which are interactions between the development department and the constituent.  The detail query displays all actions, past and future.
  • the last and next action display the last and next action (respectively) relative to "today"
  • add an action via the Add Action... button
  • add multiple actions from a template by selecting the action template, setting a start date, and clicking Update. Add and edit templates on the Development: Configuration homepage
TasksManage constituent tasks here — which are internal processes related to the constituent. The detail query displays all actions, past and future.
  • add a task via the Add Task... button
  • add multiple tasks from a template by selecting the task template, setting a start date, and clicking Update. Add and edit templates on the Development: Configuration homepage
Constituent LogView the audit log for the constituent and associated opportunities, here.
SummaryUpdate system ratings here, which are mirrored on the General tab. The detail query shows the constituent's active configured ratings. You can read more about configured ratings here.
HistoryView the dates when this constituent's active and archived configured ratings were created. Add new ratings directly to the constituent via the Add Record... button.
FilesView the constituent's files. Upload new files via the respective Update Files... links.
This functionality currently does not work for faculty constituents, due to the lack of a Files tab on a faculty detail screen.
ScreeningsView the constituent's screening information. Update screening information via the links at the top.
NotesView the constituent's development notes, defined as individual events with the development event type of "Note." Add a new note via the Add Note... link.
Gift DetailView the constituent's gifts in the detail query. Hover over underlined field names to see the tooltips defining the fields. For the fields without tooltips, it displays how much the constituent has given:
  • AF - CY Amount: to the current annual fund
  • AF - LY Amount: to the previous annual fund
  • FY - CY Amount: during the current fiscal year
  • FY - LY Amount: during the last fiscal year
PledgesView the constituent's pledges and pledge soft credits.
Matching Soft CreditsView the constituent's donation soft credits and pledge soft credits where the soft credit type is "Matching."  View the total amount at the top where this field equals total donations plus all pledge soft credits where the soft credit type = matching.
In KindView the constituent's donation and donation soft credits where the payment method is "Gift In-Kind."
StockView the constituent's donation and donation soft credits where the Payment method is "Stock".
FundsViw the constituent's relationships with Funds. Add new fund relationships through the “Add Record…” button.