Campaign Setup

Use the Campaign Setup wizard to create a new campaign, make changes to an existing campaign, add prospects and track their progress,define your gift range chart, and assign volunteer solicitors, teams and goals.  

The Campaign Setup process consists of four steps. You do not always start at Step 1. It depends on how you opened the window and where you are in the process. For example, if you click on New on the Campaign Manager List tab, you will start with Step 1, Add Campaign.  However, if you click on Add Prospects from the Prospect List sub tab, you will start with Step 4, Add Prospects.

You can open the Campaign Setup wizard from several places within the Campaign Manager:

  1. From the Campaign Manager List tab, by clicking on any of the buttons. Unless you are creating a new campaign, you must select a campaign from the list before clicking on any of the buttons.
  2. From the Campaign Overview sub tab, by clicking on Edit.
  3. From the Prospect List sub tab, by clicking on Add Prospects.
  4. From the Gift Range Chart sub tab, by clicking on Edit Range Chart.
  5. From the Solicitors/Teams sub tab, by clicking on Add/Edit Solicitor.

Once the Campaign Setup window is open, if you want to jump directly to another step, you can move from step to step by clicking on the step names on the top. However, to ensure that you work is saved as you go, you should click on the Save and Next button at the bottom of each page to move to the next step.

Step 1 - Add a New Campaign or Edit a Campaign

At this step, if you are adding a new campaign, you enter the basic parameters for the campaign, including the goal, dates, and stages. You also use this step to make changes to an existing campaign.

To add or edit a campaign, do the following:

  1. Add a code, up to six characters, for this campaign. This must be unique.
  2. Add a name for the campaign.
  3. Add some notes about the purpose of the campaign.
  4. If the campaign is active, make sure the Active check box is checked.
    1. Active campaigns are included in the drop down lists of campaigns that can be added to gifts and pledges. Once a campaign is completed, you may wish to hide it from the list of choices by removing the Active check mark, thereby making it Inactive.
  5. Add a start and end date for this campaign.
    1. This is for information only. It does not impact whether gifts are included or not based on their date. All activities and gifts are included in the campaign by virtue of having the campaign selected as related to that gift or activity.
  6. Create the list of stages that you wish to track as a prospect moves through the campaign.
    1. Remove check marks from the stages that are not relevant to this campaign.
    2. Click on Edit Stage Name to change the name of a stage.
    3. Click on Add New Stage to add an additional stage.
    4. Drag the stage names up and down to change the order.
  7. Add the goal for this campaign.
  8. Click on Save and Next to save the changes and move to Step 2.

Step 2 - Gift Range Chart

The Gift Range Chart for this campaign can be entered manually, calculated, using the Gift Size Table gift ranges, or copied from a prior campaign.

To add a Gift Range Chart that you have created off-line, do the following:

  1. Click on Custom.
  2. Enter the number of rows on your chart.
  3. Click on Go.
    1. A chart appears with the number of rows you specified.
  4. Starting at the first row, enter the highest gift amount, the number of gifts and the number of prospects.
    1. The Amount, Cumulative Amount, and Cumulative Percentage columns fill in automatically.
  5. Repeat step 4 for each row in the chart.
  6. Click on Save and Next to go to Step 3.

Note that even though you are not using the Gift Size Table to create the chart, you should add a Gift Size Table to create the ranges for each row. These ranges appear in the prospect list and allow you to assign prospects to each row in the Gift Range Chart.

If you want ExceedFurther to calculate the Gift Range Chart for you, do the following:

Make sure you have a Gift Size Table defined for this campaign that has the appropriate ranges.

  1. Click on Gift Size Table.
  2. Click on the Calculate button next to "Gift Size Table."
  3. Click on Save and Next to go to Step 3.

To copy a Gift Range Chart from a prior campaign, do the following:

  1. Click on Gift Size Table.
  2. Select a campaign from the drop down list of campaigns next to "Copy From."
  3. Click on the Calculate button next to "Copy From."
  4. Click on Save and Next to go to Step 3.

Step 3 - Select Solicitors

Use this step to identify the volunteer solicitors who are going to work with you on this campaign. To be included in the list of names, an individual needs to have the Is Solicitor check box checked on his or her name record in the Bio screen.

To add a solicitor name to ExceedFurther, do the following:

  1. Look up the name to see if they are in ExceedFurther already.
  2. If they are not there, add a new household or organization and add the name.
  3. When you add the name, be sure to check Is Solicitor on the Names tab.
  4. If the name is there but is not showing as a solicitor on the Select Solicitors tab of the Campaign Manager, edit the Household or Organization containing the name, find the name, and check the Is Solicitor check box.
    1. Note that if the name is part of a couple but the person is volunteering on the campaign as an individual, you can split the person out from the couple. To do this, edit the Household or Organization and find the couple in the list of names. In the far right column of the edit couple form, you can see check boxes that say "Show person 1" and "Show person 2."  Click on the appropriate check box, check the correct Is Solicitor check box and click on Save. The individual name now appears with the couple name in the list of names in this household and also appears in the list of solicitors for the campaign.

To add solicitors to the campaign, do the following from Step 3 on the Campaign Setup wizard:

  1. Click on each name to add that name to the campaign.
  2. Fill in a goal for that solicitor.
  3. After you have selected all the individual solicitors and added goals, click on Save to save the names and goals.
  4. If you want to form several solicitors into a team, select the names to include and click on the Make Solicitor Team button.
  5. Enter a name and goal for the team and click on Save.
    1. The team name and goal appear on the right side of the grid next to each name in the team.
  6. Add any individual goals for the team members.
  7. To remove names from a team, select the names and click on the Drop from Team button.
  8. To add a name to an existing team, select the name or names and click on the Add to Team button.  Select the team name and click on Save.
  9. If you wish to remove a solicitor from this campaign, uncheck the box beside his name and click on Save.
  10. Once you have selected all of your solicitors, formed teams, and set goals, click on Save and Next to go to Step 4.

Step 4 - Add Prospect Names

This step allows you to find and add prospect names to this campaign. As you add names, you can set parameters for all of the names in the group you are adding.

It is a good idea to add prospects in defined groups, adding parameters to the group as you go. For example, you can find all of your current major donors and add them as a group. They may be prospects for the highest gift level category. You can add your board members as a group, and assign them all the same staff person.

This step is set up with two lists, one on the left and one on the right. The list on the right is a list of all of the names already on the prospect list. The list on the left can be any list of names. You select names from the list on the left and move them onto the prospect list. If some of these names are already on the prospect list, they will be ignored in the moving process.

The list on the left can be a list that you have already created and saved in any one of your lists. For example, it could be a list of board members, a list of people who attended an event, or a list of members at a certain level.

The list on the left can also be a new list that you create from this screen, using filter criteria of your choice.

You can also fill the list on the left from prospects from a prior campaign.

Once you have a list of potential prospects in a list on the left, you can select the names you want to move in this batch and click on the arrow between the two lists. This will move these names. Before they are moved, you are offered the option to set some parameters for everyone you are about to add to the list. You do not need to set all of these parameters at this time. Pick the ones you wish to set by check the boxes next to the fields and then fill in values for each line that you checked. The parameters that you can select are these:

  1. Ask Amount - fill in a number as the amount you expect to ask of these prospects for this campaign.
  2. Ask Range - select the range of gift you expect from these prospects. This puts these prospects into the appropriate row in your Gift Range Chart.
  3. Staff - select the staff member who is the primary contact for these prospects.
  4. Solicitor - select the individual solicitor or solicitor team for these prospects.
  5. Stage - select the campaign stage for these prospects.
  6. Notes - add any notes you want on these prospects' campaign record.

To add names to your prospect list from a prior campaign, do the following:

  1. From the left side, select a campaign from the drop down list of campaigns as the source of the prospects.
  2. Click on Go next to "Copy from another campaign."
    1. A list of names appears on the left side of the screen.
  3. Select the names you wish to add to this campaign by checking the boxes next to the names. Use the check box at the top of the column to select all of the names.
  4. Click on the arrow between the two lists.
  5. Fill in any parameters you wish to set for all of the names you are moving and click on Save.
  6. The new names appear in the list of prospects on the right. If a name was already on the list on the right, it is not added and the parameters you selected are not appended to that name.
  7. Repeat from step 3 if you wish to select other names from the same prior campaign list.
  8. Repeat from step 1 if you wish to add names from additional campaigns.
  9. When you are ready to move on, click on Finish to close the Campaign Setup screen.

To add names to your prospect list from a saved list, do the following:

  1. From the left side, select a list from the drop down list of lists as the source of the prospects.
  2. Click on Go next to "Copy from a list."
  3. A list of names appears on the left side of the screen.
    1. Select the names you wish to add to this campaign by checking the boxes next to the names. Use the check box at the top of the column to select all of the names.
  4. Click on the arrow between the two lists.
  5. Fill in any parameters you wish to set for all of the names you are moving and click on Save.
  6. The new names appear in the list of prospects on the right. If a name was already on the list on the right, it is not added and the parameters you selected are not appended to that name.
  7. Repeat from step 3 if you wish to select other names from this same list.
  8. Repeat from step 1 if you wish to add names from additional lists.
  9. When you are ready to move on, click on Finish to close the Campaign Setup screen.

If you have additional names to add but you do not have them in a saved list, you can create a new list by doing the following:

  1. From the left side, click on Add a List.
  2. Use the Filter criteria at the top of the starting list to narrow down the names.
  3. Once you have the names you want, click on Save As and name the list.
    1. The new list of names appears on the left side of the screen.
  4. Select the names you wish to add by checking the boxes next to the names. Use the check box at the top of the column to select all of the names.
  5. Click on the arrow between the two lists.
  6. Fill in any parameters you wish to set for all of the names you are moving and click on Save.
  7. The new names appear in the list of prospects on the right. If a name was already on the list on the right, it is not added and the parameters you selected are not appended to that name.
  8. Repeat from step 4 if you wish to select other names from this same list.
  9. Repeat from step 1 if you wish to add additional lists.
  10. When you are ready to move on, click on Finish to close the Campaign Setup screen.