Manage donor pledges

This article explains how to set up and manage donor pledge events.

Within ExpensePlus, you can record donor pledges, track which donors still have outstanding pledges, and compare donations pledges versus the amount received per donor. 

You can set up multiple pledge events. So whether you choose to use this for special offerings, or for regular annual giving (or both), you will be able to record and manage donor pledges within ExpensePlus easily.

Setting up a donor pledge event

Before getting started, you first need to create at least one donor Pledge Event. To do this, in the 'Manage Donors' screen, click the 'Settings' icon in the top right.

Within this screen, select the 'Pledge Events' view, and then the 'Add Pledge Event' option.

Fund

Each pledge event needs to be assigned a fund. It's important that all donations that relate to the pledge event are allocated to the fund you specify when being reconciled, and that donations that don't relate to the pledge event aren't allocated to the fund specified. Otherwise, the 'donations received' column of the Donor Pledge Summary report is going to be incorrect.

Start and end date

Each pledge event needs a start and an end date. The date range should typically be wide enough to cover the period donations are expected to be received, but not too wide as to include donations into the fund selected that don't relate to the pledge event. Otherwise, the 'donations received' column of the Donor Pledge Summary report is going to be incorrect.

Entering donor pledge amounts

Within the 'Pledges' tab of the Manage Donor screen, you can record donor pledge amounts in a simple and efficient way.

To enter or edit a donor the pledge amount, just click on the amount you wish to update.

Viewing donor pledges vs income received

The Donor Pledge Summary report (within Donation Reports) provides a summary of each donor's pledge, the amount received to date, and the amount outstanding. The filters at the top of the report enable you to filter just the donors with outstanding pledges.

This report shows donors even if they have subsequently been deactivated (in order to give you the truest and fullest picture). It also includes donors who haven't pledged but have given to the pledge event (so that you can do a full comparison of pledged versus given).

At the top of this report, you can:

• Select the pledge event you want to view
• Filter by donor tag
• Sort by name or by pledge amount (largest first)
• Choose to only show donors with outstanding pledges

Deactivating & deleting pledge events

If you wish to deactivate or delete a Pledge Event, click the 'Settings' icon at the top right of the Manage Donors screen to get to the Donor Settings screen.

Within this screen, select the 'Pledge Events' view:

• Click the 'deactivate' button to the right of a pledge event if you want to hide the pledge event from within the Manage Donors screen and within the Donor Engagement Summary Report. Deactivated pledge events can be viewed using the 'Manage Deactivated' button on this screen, and can be reactivated.

• Click the 'delete' button to the right of a Pledge Event if you want to permanently delete the Pledge Event. Deleted Pledge Events cannot be reactivated.

To better understand the Manage Donors module, please view the module overview here.