Good morning, Elena
The autumn appeal has raised $84,200 and 6 regular gifts failed collection this month.
Raised this year$1.42mup 8% on last year
Autumn appeal$84,200of $120,000 target
Regular givers1,2846 failed this month
Restricted balance$248,000across 4 funds
Needs attention
3 open6 regular gifts failed collection$342 monthly at risk - cards expired or refusedFailed
Building fund is 94% spentRestricted - remaining $14,200 must go to the stated purposeRestricted
Supporter 4412 asked for no contactRecorded 30 Aug - suppressed from all appealsConsent
Supporters
One record per supporter, with giving history and contact preferences.
Recent supporters
| Supporter | Type | First gift | Lifetime | Last gift | Contact | Status |
|---|---|---|---|---|---|---|
| Supporter 4412 | Individual | 12 Mar 2019 | $4,180 | $50 | No contact | Active |
| Supporter 4408 | Individual | 04 Jan 2022 | $1,240 | $25 | Email only | Regular giver |
| Supporter 4402 | Trust | 18 Jun 2020 | $96,000 | $24,000 | Post only | Major donor |
| Supporter 4396 | Individual | 22 Nov 2024 | $310 | $10 | All channels | Regular giver |
| Supporter 4388 | Company | 09 Sep 2021 | $42,000 | $12,000 | Email only | Major donor |
| Supporter 4371 | Individual | 14 Feb 2018 | $860 | - | No contact | Lapsed |
Nothing matches that search.
Supporters are shown by reference in this demo. A live build shows names to the fundraising team only.
Donations
Every gift, its fund, and whether it carries a restriction.
Recent donations
| Date | Supporter | Amount | Appeal | Fund | Restriction | Status |
|---|---|---|---|---|---|---|
| 01 Sep 2026 | Supporter 4402 | $24,000 | Building appeal | Building fund | Restricted | Received |
| 31 Aug 2026 | Supporter 4408 | $25 | Regular giving | General | Unrestricted | Received |
| 31 Aug 2026 | Supporter 4396 | $10 | Regular giving | General | Unrestricted | Failed |
| 30 Aug 2026 | Supporter 4388 | $12,000 | Corporate | Outreach fund | Restricted | Received |
| 28 Aug 2026 | Supporter 4412 | $50 | Autumn appeal | General | Unrestricted | Received |
| 22 Aug 2026 | Supporter 4371 | $100 | In memory | Hardship fund | Restricted | Received |
Nothing matches that search.
A restricted gift is locked to its fund. Moving it needs the donor's written agreement, recorded.
Appeals
What each appeal raised, against what it cost to run.
Active and recent
| Appeal | Ran | Contacted | Donors | Raised | Cost | Return | Status |
|---|---|---|---|---|---|---|---|
| Autumn appeal | Aug - Oct 2026 | 18,400 | 612 | $84,200 | $9,100 | 9.3x | Running |
| Building appeal | Jan - Dec 2026 | 2,100 | 84 | $412,000 | $14,000 | 29.4x | Running |
| Emergency appeal | Mar 2026 | 24,000 | 1,840 | $186,000 | $11,200 | 16.6x | Closed |
| Spring raffle | Apr - Jun 2026 | 12,000 | 940 | $28,400 | $18,900 | 1.5x | Closed |
| Corporate partnerships | Ongoing | 142 | 18 | $164,000 | $22,000 | 7.5x | Running |
Nothing matches that search.
The spring raffle raised money and barely covered its costs. That is worth knowing before running it again.
Major gifts
Relationships in progress, with the next action and who owns it.
In pipeline12$684,000 potential
Closed this year$412,0006 gifts
Average time to gift8 monthsfrom first meeting
Pipeline
| Prospect | Stage | Potential | Owner | Next action | Status |
|---|---|---|---|---|---|
| Supporter 4402 | Stewardship | $24,000 | Sara Duarte | Impact report, 30 Sep | Given |
| Prospect 9412 | Proposal | $150,000 | Sara Duarte | Proposal due 12 Sep | Active |
| Prospect 9408 | Cultivation | $80,000 | Elena Fischer | Site visit 24 Sep | Active |
| Prospect 9402 | Qualification | $40,000 | Elena Fischer | Research due 08 Sep | Active |
| Prospect 9396 | Cultivation | $200,000 | Sara Duarte | No action set | Stalled |
Nothing matches that search.
A prospect with no next action is stalled, and is reported as stalled rather than sitting quietly in the list.
Fund reporting
What each restricted fund holds, and what it has been spent on.
Fund position
| Fund | Type | Raised | Spent | Balance | Spent % | Status |
|---|---|---|---|---|---|---|
| Building fund | Restricted | $412,000 | $387,800 | $24,200 | 94% | Nearly spent |
| Outreach fund | Restricted | $164,000 | $96,400 | $67,600 | 59% | Healthy |
| Hardship fund | Restricted | $88,200 | $61,400 | $26,800 | 70% | Healthy |
| Equipment fund | Restricted | $142,000 | $12,600 | $129,400 | 9% | Underspent |
| General | Unrestricted | $616,000 | $584,200 | $31,800 | 95% | Healthy |
An underspent restricted fund is a reporting problem: donors were told what it was for and it has not happened yet.
Consent and funds
How supporters may be contacted, and what a restriction actually binds you to.
Contact preferences in use
| Preference | Meaning | Supporters | Set by | Status |
|---|---|---|---|---|
| All channels | Email, post and phone | 8,412 | Supporter | Active |
| Email only | No post or phone | 3,180 | Supporter | Active |
| Post only | No email or phone | 1,240 | Supporter | Active |
| No contact | Suppressed from all appeals | 412 | Supporter | Suppressed |
| Not recorded | Cannot be contacted for fundraising | 1,860 | - | Suppressed |
Why restricted funds are locked
A restricted gift is a promise about how money will be used. Spending it elsewhere is not an accounting adjustment, it is a breach of that promise - so the app treats the restriction as binding rather than advisory.
- A restricted gift cannot be posted to another fund
- Moving it requires the donor's written agreement, attached
- Spend is recorded against the fund, not just the budget
- Underspent restricted funds are reported as a risk
- A supporter's contact preference is never overwritten by an import
- No contact means no contact, including for administrative mailings
Audit log
Every gift, fund movement and consent change. Retained per your regulator.
Events
| When | Actor | Action | Target | Source |
|---|---|---|---|---|
| 01 Sep 08:20 | System | Flagged 6 failed regular gift collections | Regular giving | scheduler |
| 31 Aug 16:40 | Elena Fischer | Recorded restricted gift $24,000 | Building fund | web |
| 30 Aug 11:10 | Lena Brandt | Set contact preference to no contact | Supporter 4412 | web |
| 28 Aug 09:30 | Sara Duarte | Logged major gift meeting | Prospect 9412 | web |
| 22 Aug 14:00 | System | Blocked posting, restricted fund mismatch | Hardship fund | scheduler |
Nothing matches that search.
Margarethe Lindqvist
One supporter, their giving, consent and history.
Regular giverGift aid on fileLapsingSUP-4182 · supporter since 2019 · $2,840 lifetime · last gift 4 months ago
Margarethe Lindqvist
Gave monthly for five years and stopped in May without cancelling. The direct debit failed twice and nobody called, which is the difference between a lapse and a decision.
Lifetime giving$2,840across 62 gifts
Last gift4 monthswas monthly for 5 years
Gift aid reclaimed$71025% on eligible gifts
Appeals responded to9 of 1464%, well above average
Giving history
62 giftsMay 2026Direct debit failed · not retriedFailed
April 2026$25 monthlyReceived
December 2025$100 winter appealReceived
March 2025$25 monthly, uplifted from $20Received
January 2019First gift, $20 monthlyOrigin
The May failure is the whole story. Two more attempts would have been made under the current retry rule, which changed in June.
Consent and contact
PostOpted in · 12 January 2019Yes
EmailOpted in · 4 March 2023Yes
TelephoneNever opted inNo
Gift aid declarationSigned 12 January 2019 · still validOn file
Telephone is a no, which is why the failed debit was never followed up by phone. The right next step is a letter, and the system should say so rather than leave it to whoever picks this up.
Interactions
Winter appeal postedNo response · December 2025Appeal
Thank-you letterAfter the $100 gift · December 2025Sent
Uplift requestAccepted, $20 to $25 · March 2025Accepted
Supporter surveyCompleted · June 2024Responded
Fourteen appeals, nine responses. A supporter who answers two thirds of the time is not one to drop from the list after one silence.
GFT-88214, failed
One gift, what happened to it and who was told.
FailedNot retriedGFT-88214 · Margarethe Lindqvist · $25 monthly · 4 May 2026
Refer to payer. Under the rule in force at the time it was attempted once and abandoned; the rule changed in June to three attempts over ten days. Sixty-one supporters were lost the same way.
The gift
Amount$25 · monthly regular
FundUnrestricted
Gift aidEligible · $6.25 reclaimableNot claimed
AppealNone · regular giving
A failed gift takes its gift aid with it. Sixty-one failures is $381 of unclaimed relief on top of the $1,525 of gifts.
What happened
Presented4 May · 06:00
Returned6 May · refer to payerFailed
RetryNot attempted · rule allowed one trySkipped
Supporter toldNeverGap
Nobody told her. That is the line on this screen that matters, and it is why the retry rule changed.
Add a supporter
Who they are, how they may be contacted and gift aid.
Who they are
How they may be contacted
EmailOpted inOpted outNot asked
TelephoneOpted inOpted outNot asked
Not asked is a real state and is kept separate from opted out. Treating the two the same is how a charity ends up unable to prove consent.
Gift aid
A declaration covers four years back and everything forward until cancelled. The date decides how much can be reclaimed, so it is required rather than optional.
A supporter with no contact consent is created and flagged rather than blocked.
Gift aid claims
What is claimable, what is claimed and what has lapsed.
Claimable now$18,240across 1,412 gifts
Claimed this year$62,800four submissions
Blocked$4,180declaration missing or invalid
Lapsed$1,240past the four-year window
Claims
$18,240 claimable| Period | Gifts | Gift value | Reclaim | Submitted | Status |
|---|---|---|---|---|---|
| Q2 2026 | 412 | $41,200 | $10,300 | - | Ready |
| Q1 2026 | 386 | $38,400 | $9,600 | 18 Apr 2026 | Paid |
| Q4 2025 | 441 | $44,800 | $11,200 | 14 Jan 2026 | Paid |
| Q3 2025 | 398 | $39,200 | $9,800 | 12 Oct 2025 | Paid |
A claim is submitted per quarter and paid about six weeks later. The ready row is worth $10,300 and has been ready for eleven days.
Why gifts are blocked
No declaration on file284 gifts · $2,840Ask
Declaration predates the gift96 gifts · $960Re-sign
Not a UK taxpayer38 gifts · $380Not claimable
What lapses next
Expiring within 90 days148 gifts · $1,480Claim now
Expiring within 6 months312 gifts · $3,120Watch
Already lapsed124 gifts · $1,240Lost
Four years is the window. A gift that lapses is money the charity was entitled to and did not ask for.
Pledges
What has been promised, what has arrived and what is late.
Open pledges96$412,000 promised
Received to date$284,00069% of the total
Behind schedule14$41,200 late
Written off4$18,000 this year
Pledges
14 behind| Supporter | Pledged | Amount | Received | Next due | Status |
|---|---|---|---|---|---|
| Halvard Foundation | Jan 2025 | $120,000 | $90,000 | 01 Oct | On track |
| Marchetti Trust | Mar 2025 | $80,000 | $40,000 | 15 Sep | On track |
| Ostervall Group | Jun 2024 | $60,000 | $20,000 | Overdue 62 days | Behind |
| Nordvik family | Sep 2025 | $45,000 | $45,000 | - | Complete |
| Calderon Retail | Nov 2024 | $30,000 | $6,000 | Overdue 21 days | Behind |
A pledge behind schedule is not a bad debt. Most catch up after one letter, which is why the second column is the date rather than a judgement.
A pledge is a promise, not income. It is tracked here and only appears in fund reporting when the money arrives, because counting it earlier is how a charity overstates a year.
Segment builder
Who an appeal goes to, and who it must not.
Build a segment
ExcludeLapsed over 3 yearsAsked in the last 90 daysComplainedLegacy pledgers
Matches 4,182 supporters. 318 excluded by consent, 96 by the asked-recently rule.
Who is in
Matched4,182 supporters
Regular givers1,240 · 30%
Gave in the last year2,890 · 69%
Average last gift$62
Who is out, and why
No consent for this channel318Excluded
Asked in the last 90 days96Excluded
Complained previously14Excluded
Legacy pledgers41Excluded
Exclusions are shown with a count and a reason rather than silently applied. The consent one is not a preference and cannot be overridden here.
Reports: activity
Volume and throughput, by owner and by fund.
Volume over time
12 weeksGifts per week. The two peaks are the winter appeal and the match-funding week, which together carry a third of the year.
Supporters6,2841,240 giving regularly
Opened this month412against 188 closed
Median age3y 4mtarget is,
Owned by nobody62oldest is 11 months
By fund
This quarterBy fundraiser
This quarter| Fundraiser | Open | Closed | Median days | Overdue |
|---|---|---|---|---|
| Ines Duarte | 1,840 | 412 | 18 | 11 |
| Rafael Costa | 1,620 | 386 | 22 | 9 |
| Nadia Kraus | 1,410 | 341 | 19 | 14 |
| Unassigned | 62 | 0 | - | 28 |
Median days is time from a gift arriving to it being thanked. Anything past 30 reads as indifference to the person who gave it.
Reports: performance
Against target, with the gap named.
Against target69%of gifts thanked within 30 days
Best fundraiserInes Duarte91% within 30 days
WorstUnassignednever thanked at all
Trend+4 ptson last quarter
Against target by fund
100 is the targetThanking is the single strongest predictor of a second gift here. Sixty-two supporters have no fundraiser and have never been thanked by anybody.
What moved
Rule-derivedSixty-one regular gifts failed and were not retriedThe retry rule allowed one attempt until JuneDown
Thanking within 30 days up 4 pointsSince the thank-you queue moved off emailUp
Gift aid claimable up $4,100The Q2 claim has been ready for eleven daysWatch
Threshold rules over the figures above, not a model. Each line names the number it came from so you can disagree with it.
Reports: exceptions
What breached, what is late and what nobody owns.
Breached62supporters with no fundraiser
At risk148inside 48 hours
Unassigned62no owner at all
Reopened6closed then raised again
Exceptions
62 open| Supporter | Problem | Lifetime | Last gift | Value at risk |
|---|---|---|---|---|
| Margarethe Lindqvist | Debit failed, not retried | $2,840 | 4 months | $300 a year |
| Ostervall Group | Pledge 62 days overdue | $20,000 | 2 months | $40,000 |
| Halvard Foundation | Declaration predates the gift | $90,000 | 1 month | $2,250 relief |
| Nordvik family | No fundraiser assigned | $45,000 | 3 weeks | - |
| Calderon Retail | Pledge 21 days overdue | $6,000 | 6 weeks | $24,000 |
Ordered by what is at stake rather than by how overdue it is. The first row is $300 a year; the second is $40,000.
Sixty-one of the failed debits share one cause and one fix, and it has already been made. What has not happened is anybody telling the sixty-one supporters, which is the work this screen exists to prompt.
People
Who has an account, and what they own.
People
22 accounts| Name | Role | Team | Last active | Status |
|---|---|---|---|---|
| Lena Brandt | Administrator | Fundraising | 4 minutes ago | Active |
| Ines Duarte | Fundraiser | Individual giving | 1 hour ago | Active |
| Rafael Costa | Fundraiser | Trusts and major gifts | 2 hours ago | Active |
| Nadia Kraus | Fundraiser | Community | 1 day ago | Active |
| Jonas Weber | Finance | Finance | 3 days ago | Active |
| Otto Lindqvist | Read only | Trustees | 2 weeks ago | Active |
Deactivating somebody prompts you to reassign what they own rather than doing it silently, because an unowned record is how a register rots.
Roles
What each role is scoped to and what it may approve.
Roles
5 roles| Role | Type | People | Scope | Can approve to | Status |
|---|---|---|---|---|---|
| Administrator | Built in | 2 | Everything | No limit | Active |
| Fundraiser | Built in | 9 | Own supporters | $1,000 write-off | Active |
| Finance | Built in | 3 | Gifts and claims, all | No limit | Active |
| Data | Custom | 2 | Import, export, dedupe | - | Active |
| Read only | Custom | 6 | Read all, write nothing | - | Active |
A role carries a scope and an approval ceiling. Both are enforced on the server; hiding a button is not access control.
Recent changes
Fundraiser write-off ceiling set at $1,000Lena Brandt · 4 JulyLogged
Data role created for the dedupe projectLena Brandt · 2 MayLogged
Role changes sit in the same audit log as record changes, because both change what somebody can do.
Why custom roles exist
- Finance claims gift aid but cannot edit a consent record
- Data may merge duplicates but may not see individual giving amounts
- Read only includes trustees, who must not be able to change what they review
- Nobody except an administrator can delete a supporter, only archive one
Permissions
Every capability against every role, as enforced.
What each role can do
11 capabilities| Capability | Administrator | Fundraiser | Finance | Data | Read only |
|---|---|---|---|---|---|
| View supporters | Yes | Own | Yes | No names | Yes |
| Add a supporter | Yes | Yes | No | Yes | No |
| Record a gift | Yes | Yes | Yes | No | No |
| Edit consent | Yes | Yes | No | No | No |
| Claim gift aid | Yes | No | Yes | No | No |
| Write off a pledge | Yes | To $1,000 | Yes | No | No |
| Build a segment | Yes | Yes | No | Yes | No |
| Send an appeal | Yes | Yes | No | No | No |
| Merge duplicates | Yes | No | No | Yes | No |
| Delete a supporter | Yes | No | No | No | No |
| Read the audit log | Yes | Yes | Yes | Yes | Yes |
Enforced per query rather than by hiding controls. A scoped "yes" means the row exists but is limited, which is why some actions need a second person.
The data role can merge duplicates without seeing what anybody gave. Deduplication does not need giving history, and a role that does not need it should not have it.
Notifications
What the system sends, to whom, and when.
What is sent
Regular gift failedImmediately, and on each retryOn
Gift not thanked in 14 daysTo the fundraiser who owns itOn
Pledge instalment overdue7 days after the due date, then weeklyOn
Gift aid claim readyWhen a quarter closesOn
Declaration about to lapse90 days before the four-year window closesOn
Every message names the record it is about, so a reply lands somewhere.
Quiet hours
No routine notifications20:00 to 07:00, local to the personOn
Urgent overridesA major gift over $10,000, at any hourOn
Weekly digestMonday 08:00On
A notification that waits until morning is one that did not work, so the override is explicit rather than a setting nobody finds.
Notification rules are yours to set. What is here is a starting point drawn from how the queue actually behaves.
Integrations
Connected systems and their sync history.
Connected
3 connectedPayment providerDirect debits, cards and their failuresConnected
Finance systemIncome posting by fundConnected
Email platformAppeal sends and responsesConnected
Tax authorityGift aid submissionNot connected
Address lookupDeduplication and postal validationNot connected
What breaks without them
- Without the payment provider a failed debit is discovered at month end
- Without finance the fund totals here and in the accounts diverge
- Without address lookup duplicates are found by eye, which is how they persist
- Gift aid can still be filed by export; it is a slower path, not a blocked one
Sync history
Last 24 hours| When | Source | Records | Result |
|---|---|---|---|
| 06:00 today | Payment provider | 412 collections | 7 failed, all retried |
| 06:00 today | Finance | $41,200 posted | Posted |
| 05:30 today | Email platform | 4,182 sent | Delivered |
| 06:00 yesterday | Payment provider | 386 collections | 4 failed, all retried |
A sync that half-succeeded is listed as such rather than as a failure, because the records that did land still changed something.
Import and export
Bulk load and extract, with per-row validation.
Import
Validated before anything is written. A file with one bad row imports the rest and tells you which line failed and why.
Export
RangeEverythingThis yearFiltered view
Recent imports and exports
Last 30 days| When | What | Rows | Result | By |
|---|---|---|---|---|
| 2 Sep 09:40 | Import | 1,284 | 1,240 loaded, 44 duplicates held | Nadia Kraus |
| 30 Aug 17:10 | Export | 6,284 | Complete | Lena Brandt |
| 22 Aug 11:05 | Import | 312 | Complete | Nadia Kraus |
Every import is kept with its source file, so a bad load can be traced rather than argued about.