Crimson: People Records - How to Add a New Contact or Donor

Click on the Import/Data Entry menu and select Add a Record.  A People Profile editing screen will appear ready for entry. 

Note: vCards or electronic business cards can be imported into a People Record by pressing the  button.

Information can be entered for fields in the table that follows. Recommendations or tips for use of the various fields are available for your information. 

Field Description Recommendations & Information
ID A unique ID number is automatically assigned to each new record when the record is created and saved.

 

FEC ID #

The FEC ID number for PACs, Campaign Committees or
other organizations that file with the FEC can be recorded
in this field and will appear on reports filed with the FEC
by your committee.

If you don’t know the FEC ID number, you can look it up. Click the Search button, enter the organization’s name and then select the correct ID from the results.
Type

Each record must have a type to identify the type of entity
it is. Accurate people types make it possible to file reports correctly with the FEC and to monitor donor contribution
limits.

To determine if a PAC is Multi-Candidate or Non Multi-Candidate, go to FEC.gov and search for the committee. "Qualified" indicates Multi-Candidate status.
Code

A code identifies the general record category based on the following options: Donor, Donor/Volunteer, Media,
Non-Donor, or Volunteer. If a Non-Donor type or Volunteer record receives a contribution, Crimson will automatically
change it to Donor or Donor/Volunteer.

Non-Donor is used for records that have not expressed interest in contributing or volunteering, but are useful as contacts. There is no harm in letting the default of Donor apply to all records entered.  People Code gives you another option to segment records.

Prefix, First, Middle, Last, & Suffix

The name of each donor should be broken down into these searchable fields. Organization names should be entered in the Last Name field.

There is no drop-down menu with Prefix options like Mr., Mrs., Dr., etc. so that you have complete flexibility for military, religious or any other supporter prefixes.

Spouse

This field can have first name for spouses with the same last name or first and last name when the last names are different.

 
Biography

This field allows you to enter additional biographical
information that may not be covered in any of the
existing fields.

This info is not searchable on the People Search, but is available on the Full/Brief Profiles/Call Sheets.

Tracking #

A record for someone who is acting as a fundraising agent
for the committee is given a tracking #. This number will be assigned to gifts from donors whose contributions should
be attributed to this agent. 

4 digit tracking numbers are typical, but not required. Assign a number and then click the blue button to validate if it is available or click the button to auto generate the next available #. CMDI recommends keeping a log of assigned tracking numbers. 

Occupation & Employer

Occupation and Employer information entered will pull on reports filed with the FEC. If Retired, Homemaker or
Student is entered for Occupation; the Employer field
can be left blank. The donor will not be marked for “best efforts” and the blank field will be filled in automatically
for the FEC report.

It isn't necessary to enter anything when info is missing. In fact, doing so makes it harder to follow up with the donor using Crimson's Best Efforts tool which helps create a list of donors missing this info.  It can also add the “Information Requested” text for your FEC reports.

Formal & Informal Salutations

First names or nicknames (such as Bob for Robert) can go
into the Informal Salutation field and more formal ways to
address an individual (such as Captain Smith) can go into
the Formal Salutation field.

Some committees consistently use formal salutations when contacting clients.  For those few who they would like to address on a first name basis, the informal salutation is placed in the formal field.

Mail Salutation & Mail Name

Mail Salutation can be used to address a couple or family
even though the record is for an individual (such as Capt.
and Mrs. Smith). The Mail Name field may address a couple
or family as well, but in a less formal manner (such as Bob
and Ellen Smith).

 

Primary Mail

Record

You have the option of indicating one record as the Primary Mail record for that family or household.

 
Title

A person's title within their organization can be recorded and later included on outputs.  This field is not a replacement for Occupation which is included on FEC reports.

 

Assistant, Title, Phone,
& Email Address

If someone is typically contacted through their assistant,
that person's information can be recorded.

Some committees add Contacts for each person associated with a record instead of using the assistant field in order to add contact info (phone #, email, etc.)

Home, Cell, Work Phone, Fax,
& Email

Contact information for the donor or volunteer can be
recorded in the appropriate fields.

Phone numbers can be entered with or without punctuation.  Once a record has been created, you'll have the option to add more numbers to the record.

Facebook, Twitter,

& URLs

You can enter the record’s website, Facebook page, and Twitter page in these fields.

Clicking on any of the blue buttons on the left-side of the fields will open a new tab/window of that site.

Address Type

This field defaults to Home, but you can change it to
Business, Seasonal, Contact or Other.

Once a record has been created, you'll have the option to add more addresses to it.

Find an Address

This field allows you to search for an address. As you
begin typing the address, the drop-down will suggest
matches. When you select one, the address fields will automatically fill in.

This search is similar to the Google Maps functionality.

Street & Additional Address Lines

Street should contain the main street address.  The second two lines are typically used for apartment or suite numbers, building names or "in care of" information.

 
City, State, & Zip

These fields hold the City, State and Zip information.

Periodically the Zip + Plus 4 info will be added by CMDI to records that can be coded using postal software.

 

  • Click  once your Profile entry is complete or   to cancel.
  • After saving, you’ll be able to add additional information using tabs in the middle of the donor page.

Note: See Crimson: Update a People Record on the HelpDesk for more information.

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