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How to thank 1st time donors using Workflows

How to thank 1st time donors using Workflows in Churchteams


  1. Create a 1st Time Donor workflow. 
    • First, map the workflow by deciding whether you want to send an email, text, gift, or a note to a staff member to write a handwritten note, or a combination of these.
    • Second, resource the workflow by creating the text or email template (under the Communicate button in main Navigation menu) if you are using either of these.  
    • Third, build the workflow steps by adding in the email, text, or "Schedule follow-up" assignment steps.  *You do not need an enrollment group because we will create a scheduled report to find 1st time donors and add them to this workflow. 
    • Note: Use the "Schedule follow-up" assignments to notify the staff who will write the handwritten notes or mail a gift either in addition to the email/text or in lieu of it.  The assignment will show up in the Notes section of the donor's profile page.
  2. Create a Report to Add 1st Time Donors to a Workflow. Save it. 
    • Go to Reports > New > Add people to group (under the People section)
    • Filter by Contributions: default to families, then enter the last Monday through last Sunday as the "First contribution date" range.  This will help you include online giving throughout the week.  
    • Click the "Add to Saved Report" button. Give the report a name and choose "Last X weeks" and select 1.  Then Save.  If you plan to do it less frequently, make the adjustment to that frequency during this step.
  3. Schedule the report to run weekly on a day of the week, after batch entry has been completed.  As the Scheduled Report runs, new donors will be automatically added to your Workflow.
    • Navigate to Reports > Scheduled.  
    • + Schedule a Report.  Select your Saved Report you created in Step 2 from the dropdown list, add your email for the notification that it ran, then select the weekly frequency and day of the week
    • Click Save. 

That's it.  From there the system takes over making sure that the email or text is sent automatically or that the handwritten note or gift assignments are made.