Neon FAQs

Basics

What is a data evaluation?

Through a data evaluation, our team of data experts review and assess your historical data. We can determine what data can be imported into NeonCRM, make high-level recommendations, and provide a cost estimate for professional import.

Data Structure

What data should I submit for a data evaluation?

Submit all data you want to bring into Neon from your old database. The exact number and type of spreadsheets you export will vary based on what system(s) your data is coming from, and your organization’s specific usage.

Don’t send spreadsheets you don’t want to import into Neon. Ask yourself when the last time the data was updated, how often you use it, and what you use it for. If you aren’t sure what should be imported or don’t understand the data, send it anyway and let us know. Additional context about your data helps us provide a more thorough estimate with a faster turnaround. Our Professional Services team will look at the data and make recommendations on what isn’t a good fit for Neon.

Account IDs or Linking IDs are important when you export multiple spreadsheets. This is a unique identifier assigned to each piece of data, and helps us to understand your data. If your data is being exported from a single database, this should be easy to include. IDs are better than no IDs, but don’t worry if you don’t have IDs. Our team can still help you with your data.

We typically see the following spreadsheets:

Accounts: This is the basic demographic information about the individuals and companies in your database (names, contact information, custom fields, etc.). Accounts might also be called contacts or constituents.

Example data. Your data may look different.

Transactions: At minimum your export should include the transaction date, amount, and what the transaction was for, with each unique transaction on a separate row. You may be able to export a separate spreadsheet for each type of transaction:

Donations: Donation date, donation amount, campaign, fund, tender type, tribute information, etc. If your organization has pledges or soft credits, they might be included in this spreadsheet.

Example data. Your data may look different.

Memberships: Membership level, start date, end date, cost, etc.

Example data. Your data may look different.

Event registrations: Event name, event date, cost, ticket type, etc.

Store purchases: Product name, purchase date, amount, etc.

If your transaction data is all in one spreadsheet, that’s okay. We can still work with it, it just may make your import a bit more complicated.

Relationships: Links between one or more people or compaies (such as employer, spouse, sibling, etc.)

Your data may include more (or less!) than what is outlined above. You know your organization best. Think of what other important fields you currently track that you want to import into Neon, and include that data in your export.

What format should I submit the data in?

We prefer .xlsx or .csv files. In most databases, you can run a report or query to get this data, and export it into an Excel spreadsheet. You will likely export a separate spreadsheet for each type of data (accounts, transactions, relationships, etc.).

Some databases will allow you to do a full database export. This is typically only useful for organizations with complex databases and a large volume of data. Full database exports produce many spreadsheets, some of which you may not need.

Different file types or full database exports may delay our evaluation process and make it more difficult to give you accurate information. Start by running a report and exporting the data you need, and talk to your Nonprofit Sales Consultant if you have difficulty.

How do I send you the data?

We know that pulling data from your current system isn’t always easy. In fact, data in general can be complicated, hence why we provide professional imports.

Your Nonprofit Sales Consultant will provide you with a secure space where you can login and upload your data for review. If you’re having difficulty pulling data, check with your consultant as we may have some guides or other resources that we can provide to help.

General Notes

Don’t be scared if your data isn’t formatted this way or if you aren’t sure what each spreadsheet is. Our team of experts will dig into your data, we’ve probably seen it all at this point!

You should not try to clean up your data before you submit it. When we evaluate the data, we can provide any suggestions for cleaning and reformatting, if needed. Most of the time when clients clean their data themselves, it makes it more difficult (and expensive) to import.

Contents

Introduction

Connecting NeonCRM to QuickBooks

Synchronizing Data from NeonCRM to QuickBooks

Using the QuickBooks Integration

Frequently Asked Questions

Introduction

NeonCRM's integration with QuickBooks is a one-way push from NeonCRM to QuickBooks that sends NeonCRM transactions into your QuickBooks system as Invoices & Payments or as Sales Receipts.

Connecting NeonCRM to QuickBooks

NeonCRM is able to connect to the following versions of QuickBooks:

QuickBooks Online

A full guide with step-by-step instructions for connecting NeonCRM to QuickBooks Online is available here.

Mac or PC

US clients only

QuickBooks Desktop

A full guide with step-by-step instructions for connecting NeonCRM to QuickBooks Desktop is available here.

2017 edition or later

Installed on a PC (Mac is not supported)

US clients only

Not installed on a remote server

Enterprise is not supported

Note: Only Administrators in your QuickBooks accounts may establish the connection between NeonCRM and QuickBooks.

See how NeonCRM connects with QuickBooks in the 8 minute video below:

Synchronizing Data from NeonCRM to QuickBooks

The synchronization between NeonCRM and QuickBooks is a one-way sync. Using the sync, transaction data that is entered into NeonCRM will be synchronized to QuickBooks. The sync does not allow you to send data from QuickBooks to NeonCRM. In the sync, NeonCRM passes up to six types of data:

Customer Information

Invoices & Payments -or- Sales Receipts

Service Items

Classes

Deposit-to Accounts

Customer Information

First, the sync will determine which QuickBooks Customers should receive the appropriate NeonCRM transactions.

In QuickBooks, Name is a single field called Customer. When you configure your NeonCRM/QuickBooks connection, you will have the ability to identify how you have tracked Customer names in QuickBooks.

Using this rule, Neon will combine the First Name and Last Name fields on the NeonCRM record to find a matching Customer in QuickBooks. If a match is found, NeonCRM will add the NeonCRM transaction information to the existing matching Customer in QuickBooks. If no match is found, a new Customer will be created in QuickBooks using the NeonCRM account name.

In either case, Neon will create a linking ID number to match the account in Neon with the customer in Quickbooks. This will be used in the future to send transaction records to the appropriate account.

Invoices and Payments

Next, the sync will create an invoice and a corresponding payment for each transaction that is pushed from NeonCRM on the appropriate Customer record(s). The invoice will be for the Amount of the transaction entered in NeonCRM and the Transaction Date will also be synced from NeonCRM.

For payments, the Tender Type data from your NeonCRM transaction can be synced to the Payment Method field in Quickbooks. Additionally, the contents of any populated Payment Note field on a NeonCRM transaction record will be synced to the Memo Field of the Quickbooks transaction.

If you are syncing pledges, the sync will create an open Invoice for the amount of the pledge. A corresponding Payment will be created when you sync the payment(s) for the pledge. More information on pledges and pledge payments in NeonCRM is available here.

Sales Receipts

Instead of invoices and payments, you can choose to use Sales Receipts during the setup process. If you do, the sync will create one Sales Receipt for each transaction that is pushed from NeonCRM on the appropriate Customer record(s). The Sales Receipt will include both the Payment and Receipt of the transaction entered in NeonCRM. The Transaction Date will also be synced from NeonCRM.

The Tender Type data from your NeonCRM transaction can be synced to the Payment Method field of the corresponding transaction record in Quickbooks. Additionally, the contents of any populated Payment Note field on a NeonCRM transaction record will be synced to the Memo Field of the Quickbooks transaction.

If you are syncing pledges, the sync will create an open Invoice for the amount of the pledge. A corresponding Payment will be created when you sync the payment(s) for the pledge. More information on pledges and pledge payments in NeonCRM is available here.

Note for QuickBooks Desktop Users: Classes are NOT available to map to when syncing to Sales Receipts. However, they are available when syncing to Invoices & Payments.

Service Items, Classes, & Deposit-to Accounts

NeonCRM will send more detailed information about each transaction to QuickBooks via Service Items, Classes, and/or Deposit-to Accounts. This information will then be displayed on the generated QB Invoice & Payment or Sales Receipt(s).

Note for QuickBooks Desktop Users: Deposit-to Accounts are NOT available to map to with QuickBooks Desktop.

During the setup of the NeonCRM/QuickBooks integration, you will be asked which Service Items, Classes, and Deposit-to Accounts you would like to map as the default selection for the following NeonCRM tax, shipping, discounts, & transaction types; as well as how you would like to further sub-divide the mapping for each:

Tax, Shipping, & Discounts

Additional Mapping Options (not required)

Taxes

Default Service Item Only

Shipping

Default Service Item Only

Discounts

Event Discounts, Membership Discounts, Store Discounts

Transaction Types

Additional Mapping Options (not required)

Donations

Campaign, Fund, Purpose, Payment Tender

Event Registrations

Campaign, Fund, Payment Tender

Memberships

Membership Term, Membership Level, Payment Tender

Store Purchases

Product, Product Type, Payment Tender

Note: If you create any new Service Items, Classes, or Deposit-to Accounts in QuickBooks you will need to download them from QB again. Click here to see how.

More information about Service Items in QuickBooks is available in this Intuit guide.

More information about Classes in QuickBooks is available in this Intuit guide.

Using the QuickBooks Integration

A full guide on how to use the QuickBooks integration is available here.

Frequently Asked Questions

Can NeonCRM help me decide how to set up my QuickBooks system?

While we can definitely help with troubleshooting the NeonCRM/QuickBooks synchronization and better understanding how it works, we unfortunately cannot assist with questions about how to structure your QuickBooks system. For specific questions regarding QuickBooks structure and setup, we recommend working with our Neon One consultant partners at Quickbooks Made Easy.

Can I sync to Bank Accounts in QuickBooks?

No. NeonCRM's integration with QuickBooks does not allow for transactions to sync to a Bank Account in QuickBooks.

I'm receiving errors when I try to set up my QuickBooks integration.

You can view common sync errors and solutions here. Our Technical Support team can assist with troubleshooting specific error messages. You can learn how to contact Technical Support here. Note that if you are currently working with a Training & Implementation Consultant, you may not yet have access to support. You will be provided with access upon completion of your consultation services.

Can my Pro Services Consultant walk me through QuickBooks setup?

Our Professional Services Consultants are not accountants and cannot provide specific guidance on how to best configure your QuickBooks account. Our Consultants can conceptually discuss the different options your organization has for setting up your NeonCRM transaction structure and Neon field mapping to best sync with QuickBooks.

However, final decisions about how to configure your QuickBooks integration are at the discretion of your organization. Since every nonprofit organization has different accounting needs, there is no singular way to configure the integration.

I'm in the process of mapping my Service Items and Classes, and I'm not seeing all them in Neon. Why is that?

There are two possibilities. One is that these items may have been added to your QuickBooks account recently and have not yet been downloaded to your NeonCRM. Try updating your downloaded list in your system to see if that helps.

If you are still not seeing all of your Service Items and Classes, it is more than likely that you have exceeded the cap for one or both of them. See below for the maximum amount allowed:

Service Items: 999

Classes: 100

I use Quickbooks, but the way that NeonCRM syncs data to QuickBooks does not match our QuickBooks structure. Do I have to use the QuickBooks sync?

You are not required to use the NeonCRM/QuickBooks synchronization. If you find that the synchronization does not do what you need it do, you may want to consider entering your transaction data in both QuickBooks and NeonCRM and then reconciling the two systems on a regular basis. To help with reconciliation, you can run reports in NeonCRM on transactions. More information on reporting is available here.

My QuickBooks Desktop is hosted on a remote server (e.g. Cloud 9). Can NeonCRM connect to my QuickBooks there?

No. QuickBooks Desktop must reside on a local PC's hard drive as well as Intuit's Web Connector and the Web Configuration File.

Why are duplicate customers being created in QuickBooks when I sync with NeonCRM?

When syncing transactions, NeonCRM first tries to find the linking ID that would have been created from a previous sync. If no linking ID is found, it then tries to find a name match between the NeonCRM account and your Quickbooks Customers.

NeonCRM sends the First Name, Last Name, and Company Name on NeonCRM records to identify matching QuickBooks Customers (Company Name only matters for Company accounts). NeonCRM's First and Last Name must be an exact match with QuickBooks' Customer name in order to avoid duplicates. For example, if the NeonCRM record is John P. Smith and the QuickBooks Customer is John Smith, a new QuickBooks Customer would be created because this is not an exact match.

Additionally, you should double check that your Formatting Option in NeonCRM matches how you have customer names set to display in your QuickBooks Account.

2-Step Verification is an additional security measure that requires users to verify their identities upon login by entering a code sent to their mobile phones or stored securely in a separate place to which only they have access.

NeonCRM Administrators can select whether 2-Step Verification is required for their Users. By default, it is optional.

2-Step Verification is required for NeonPay Admins due to the sensitive nature of this data.

How do I enroll in 2-Step Verification?

If 2-Step Verification is enforced in your NeonCRM system, you will see this notification the next time you sign in through the system user login page :

NeonPay Admins will see this message:

Click "Enable two-step verification" to begin the setup process.

You will then see a page outlining the benefits of this additional security measure. Click Get Started to proceed.

On the next page, elect whether you will verify your account through Text MessageorMobile Authenticator.

Text Message

If you select UseText Message,enter a mobile phone number where you can receive verification texts. Click Update Phone Number.

You will then be sent your first verification code. Enter the code and click Enable 2-Step Verification.

Mobile Authenticator

If you select UseMobile Authenticator, download or open an approved authenticator app and scan the displayed QR Code. Enter the displayed code and selectEnable 2-Step Verification.

Complete Setup

You will then be shown a list of backup codes for use if you should need to log in and you don't have access to your phone. We strongly recommend that you save these codes somewhere secure where you can access them without having to use your phone.

Once 2-Step Verification is enabled, every time you log in to NeonCRM from a new device, you will be sent a new verification code. Enter the code (or one of your backup codes) and submit verification to log in.

You can also check the box shown above to remember the current device for 14 days. You will not have to resubmit a verification code when logging into this device during this time.

Note: this option is only available to users enrolled in 2-Step Verification.

How can I manage 2-Step Verification settings?

NeonCRM Administrators can access the 2-Step Verification settings from the Settings cog on any CRM page.

At the top of the 2-Step Verification page, you will see the current status. By default, this status will be Optional.

Underneath the general status, you will see the enrollment status of each system user. This shows whether or not the user has completed the enrollment process.

You can sort or filter this list to view users by status.

To enforce 2-Step Verification for all system users, check the box shown below and save your changes.

Note: It is not possible to enforce 2-Step Verification for only certain users.

Once verification has been enforced, the status will change to Required and will show the date at which this setting was changed.

Once a system user has been enrolled in 2-Step Verification, the Actions column by their name will display an option to Disable it for that user.

If you need to manually disable 2-Step Verification for a particular user, click this link and save your changes. If verification is required in your system, they will be asked to re-enroll the next time they log in.

Contents

Introduction

Download Mobile App For Your Platform

Find Org ID and Login

Dashboard

Add Donation

Add Individual /Company

Accounts

Activities

Settings

Note: Screenshots in this guide are from the iOS version of the NeonCRM app. The functionality of the Android app is the same, with minor graphical differences.

Introduction

The NeonCRM Mobile Apps allow System Users and System Administrators to keep an eye on their NeonCRM data on the go!

Download Mobile App For Your Platform

Please use the buttons below to download the appropriate app for your mobile platform. You can also search for NeonCRM in the App Store or Google Play.

Download iOS App

Download Android App

Find Org ID and Login

The following information is required to login to the NeonCRM app:

Org ID

System User Name

System User Password

System User Email

The Org ID is the ID that is used to identify your NeonCRM. You can find this by looking at the URL of your NeonCRM. You can also find your Org ID in NeonCRM by navigating to System Settings> Organization Profile, under the Account Information Section:

Dashboard

Upon logging into the NeonCRM app, you will see the app's Dashboard. This Dashboard displays a snapshot of your donation and account data.

The Recent Activity section displays your most recent donations and accounts that were created in your NeonCRM.

Tip: If you are not seeing the most recent account or donation information in your Dashboard, swipe down to force the app to reload. If you have a large NeonCRM, this information make take a few minutes to display.

The Menu button on the top left allows you to navigate to the Dashboard, Accounts, Activities, or Settings, or to log out of the app.

You can also add accounts or donations by pressing on the + sign at the top right of the Dashboard.

Add Donation

The Donation screen is a mobile-formatted version of the Add Donation page that you normally use in NeonCRM in a web browser.

First, add the donation amount in the Amount field. Afterwards, you can choose an existing NeonCRM account by pressing on the Donor field.

Note: The Donor must already exist in Neon; you cannot create a new account from this screen. If you wish to add a donation to a new account, please create the account first.

You can also choose the Campaign, Fund, Purpose, and Source of this donation.

The toggles at the bottom of the page allow you to make this donation into a monthly Recurring Donation, as well as to send a Donation Appreciation System Email to the donor.

The Payment page allows you to process a credit card via your Gateway.

Choose the Credit Card Type for the donation.

Next, you can manually enter the donor's credit card information, or press "Scan Credit Card" to use your phone's camera to scan it into the app.

You can also enter a Payment Note on the donation.

Finally, press Process Card to finish your donation.

Add Individual / Company

With the NeonCRM app, you can easily add Individuals and Companies to your NeonCRM.

To add a new Individual Account, press Add Individual from the + button on the Dashboard.

Enter the First Name and Last Name, which are required.

You can also choose to link the new Individual Account with an existing Company Account by pressing Choose Company.

Press Choose Type to select an Individual Type.

To enter additional information about the account, press the empty field under Contact Information.

On the Edit Contact page, you can add phone numbers, email addresses and physical addresses.

Press the Done button at the top right of your screen to create your new Individual Account.

To enter a new Company Account, press Add Company from the + button on the Dashboard.

Enter the name of the Company. You can also add a Company Type, as well as enter a Primary Contact for the Company Account.

Press the Done button at the top right of your screen to create your new Company Account.

Accounts

Searching for accounts is easy. First, press the Menu button on the top left of your screen and press Accounts.

You can scroll through your list of NeonCRM accounts, or search for a specific name.

Press on the name of an account to see more information.

The widget on your account displays a capsule view of this account's Donations, Event Registrations, Store Purchases, and Current Membership data (if applicable). Swipe left or right on this widget to change what transaction information is displayed.

The account's Phone, Email, and Address data is also displayed on this page. To edit an account's contact information, press on the pencil on the top right of your screen.

Activities

To view the Activities that have been assigned to you in NeonCRM, press the Menu button, then press Activities.

Once on the Activities page, you can use the search bar to search for a specific Activity that has been assigned to you.

To create a new Activity, press the + sign at the top of the screen.

Enter the subject of the Activity, along with any notes that you wish to enter.

Account allows you to choose the Individual or Company account that is associated with this Activity.

The Start and End Dates indicate when the Activity is taking place.

Status allow you to select the current status of the Activity.

Priority allows you to select the importance of the Activity.

Settings

To access the Settings of the NeonCRM app, press on the Menu button, then select Settings.

Account shows the System User information that was used to login to the app, as well as the Org ID.

Synchronization lets you either manually sync the NeonCRM app, or to automatically synchronize with your NeonCRM on a specific interval (every 1 minute, every 5 minutes, or every 10 minutes).

Get the hang of creating, saving, and sharing your own reports in this 8 minute video. We'll cover choosing the right type of report, selecting the correct operator, using dynamic dates, and more.

Running a new report is essentially a three-step process:

1. Choose a report

Choosing the right kind of report is very important to compiling the data you need.

See this guide for more details

2. Filter for the results you want to see.

Click Edit Criteria under Search Criteria to filter the constituent data you want to see in your report results.

Click Add Criterion and then Save Changes.

3. Add in the data columns you want to see.

Once you've loaded the search criteria to specify the constituents you want to report on, then you’ll select data fields to view in the report. Click Edit Columns to choose the information about the constituents that you want to see.

After you have your report configured the way you want it, you can click the "Run Report" button to see your search results.

After you have run your report, you can export it to Excel or CSV, or print the current results page you're on.

Some reports include a "Create Mailing" option that allows you to export your results and add a Material Tracking to each record to note that the material was sent. .

The Organization Profile allows System Administrators to view your organization's information with NeonCRM. This information includes:

Organization name and contact information as it appears in your NeonCRM account and in communications sent from your NeonCRM system

Fiscal Year settings for dashboard charts and reports

Access to your NeonCRM contract and our Terms of Service

A list of the NeonCRM modules and features currently enabled in your system

View and update your organization profile by navigating to:

Settings cog > Organization Profile

NeonCRM Mobile Apps

RequiredSettings

At the top of the Organization Profile page is a section of required information for your NeonCRM account:

Click Edit next to Organization Information or Address to update these settings.

Data entered into the Organization Name, Website and Mission Statement fields will be used in your System Email communications by default.

If your fiscal year is different from the calendar year, you can set the Fiscal Year Start month here. This setting determines how Neon calculates Fiscal Year transaction amounts in some reports. If you check the option to use this fiscal year for yearly stats, this will apply to your dashboard statistics.

URLs entered into the Facebook and Twitter fields will be used for the Social Media Links in email templates built within Neon.

Organization Contact Name and Email are the system default values for the "from" name and "from" email used in your System Emails.

Note: Addresses with @yahoo.com or @aol.com domains cannot be used for your Contact Email, as the DMARC policies of both providers will prevent their email addresses from being used as the "from" email when not sent from their own mail servers.

The Contact Name, Contact Phone, and Address information will appear on the NeonCRM Standard versions of Event Registration system emails, on Purchase Acknowledgment emails, and on Printed Receipts.

Click Save changes in the Edit window to save your edits.

Account Information

This section contains information related to your NeonCRM account features.

This section will display the following:

View your Organization ID and Login URL. The Organization ID is required for accessing the .

View the modules and features that are currently included in your NeonCRM subscription.

Contents

Introduction

Defining a Membership

Defining a Donation

Donations vs. Memberships

Introduction

This guide will define the difference between a Membership and a Donation in NeonCRM.

A Membership in NeonCRM is a transaction within the Membership Module.

A donation in NeonCRM is a transaction with the Fundraising Module.

Note: An account in Neon is not a Membership or a Donation. An account is either a person or an company. A Membership or Donation is a transaction on that account.

Questions to ask yourself:

Does this transaction have specific benefits as a result? Admission to a facility, magazine subscription, discount on events, etc.

Do these benefits have an end date? After a set amount of time will the person no longer be eligible for the benefits?

If the transaction has benefits that are given to certain people or expire, then you may have a membership. If everyone receives the benefits, regardless of the size or date of the transaction, then it may be a donation.

Defining a Membership

In NeonCRM, a membership has 5 requirements:

Transaction Date - the date the membership is purchased

Term Start Date - the date the membership goes into effect

Term End Date - the date the membership will expire

Membership Level - categories you create to define a type of member, such as "individual" or "family" or "student."

Membership Term a configuration that fills in the price and length of time for the membership

In Neon when someone has a Membership, they are a Member for a set amount of time. When you run the Current Member Report, you will only receive people who have not reached their end date. Once an individual has reached their end date, they will no longer be considered a member by NeonCRM until they renew their membership.

Note: If your Organization uses Member to refer to all your donors, that is fine. Your external language does not need to match the NeonCRM terminology. What is important is what you want to track about these individuals and how you want to report on them.

Defining a Donation

In NeonCRM, a donation has 2 requirements:

Donation Amount the amount of the donation

Donation Date the date the donation was made

A donation can be:

Organized by Campaigns, Funds, and Purposes

Be credited to a Solicitor

Be given in Honor or Memory of another individual

In NeonCRM when someone has a Donation on their account, you will run a different report to capture their gifts. In NeonCRM you can run a Donation Report to get a list of all donation transactions. Each donation would be its own line. You can also run a Donor Report to get a list of all donors. Each donor would be its own line and the donations will be totaled.

Donations vs. Memberships

Another important difference is emails. In NeonCRM, System Emails and System Letters are automatically triggered after a transaction. Donations and Memberships have different emails/letters. Donation System Emails include an email that is sent immediately after the transaction is processed. Membership System Emails also include an email that can be sent after the transaction is processed. Membership System Emails also include emails that can be scheduled. This means that you can tell Neon, that a certain number of days before a Membership expires or a certain number of days after a Membership expires, send a different email. This can be a very powerful tool in automating your communication with members.

Donations

Memberships

Can be associated with a Campaign, Fund or Purpose

Can be associated with a Solicitor

Contains Start & End Dates

Generates automatic transaction acknowledgement emails and letters (system emails/letters) when entered intothe system

Generates scheduled reminder emails for due and past-duerenewals

Generates a single 1-year transaction anniversary email

Available inMembershipreports

Available inDonationand Donorreports

Available inTransactionandStats reports

NeonPay & NeonSSO are undergoing some changes this & next week to better secure your data.

We've already implemented a new feature, an email indicating when someone signs into your User account from a new device. The next time you sign into your User account fromany device, you will receive this email.

this guide

If you recognize the device and date, there is nothing to worry about. Going forward, you will only receive this email when signing into Neon on a new device.

You can also see a full history of devices which you have logged into Neon on.To do so, log into app.neonsso.com, select the caret, and My Devices.

In addition, Two-Step Verification is now required for all NeonPay Users. See for more information on Two-Step Verification, including how to log in using a backup code if you are unable to receive a text.

Thanks for your patience as we work to ensure the best security for you and your data.

In Neon, a members is an account with an active membership. A membership is a transaction that is a property of an account.

Adding a Membership

You can add a membership to an account in two ways:

1. Create a new account and add a membership at the same time. ClickQuick Addand select the type of account to be created.

Learn about setting up your Membership System Settings here.

2. Add a new membership to an existing account. Navigate to the account that you wish to add a membership to, open the Memberships sectionof their account and click New Membership.

Membership Settings

Membership Settings are the same no matter how you are entering the membership - with a new record or into an existing record. This is the Membership Settings screen:

Membership Term

The membership level the constituent should receive. These are set up inGlobal Settings cog > Global Settings > Membership Settings > Membership.

Learn more about setting up membership levels here.

Membership Level

This will automatically populate based on the Membership Term selected.

Enrollment Type

This will automatically populate as "JOIN," because you are entering a new membership.

Auto Renewal

Enabling this setting will automatically renew this membership upon its expiration. This setting is only available for members using a credit card or e-check.

More information on Auto-Renew Memberships is available here.

Transaction Date

This will automatically default to today's date.

Source

The source of the membership. Configure you list of Sources under Global Settings cog > Global Settings > Accounts > Sources for Accounts and Transactions.

Term Fee

This will automatically populate according to the Membership Term you select.

Term Duration

The unit and duration of this membership. This will automatically populate according to the Membership Term you select.

Term Start Date and Term End Date

Term Start Date will automatically populate with today's date once you clickCalculate. It will also automatically populate the Term End Date according to your Membership System Settings.

Coupon Code

Enter any valid coupon code here and click Calculate to preview the discount.

Click Add Membershipto Continue.

Summary and Payment

If your membership required a fee, the next page you will see is the summary and payment page. Here, you can choose to add more items to the transaction, or finalize the transaction by adding a payment below.

Click Submit Payment to submit your account and membership. You will then be able to view the results on the Membership detail page.

Contents

Add an Event Registration

Event Registration: Create

Event Registration Fields

New Registrant Account

Attendee Information: Create

Event Attendee Fields

Summary and Payment

Event Registration Summary - event registration record view

Editing an Event Registration

Constituents can register for events online, but there may be times event registrations need to be entered into Neon by staff, such as an onsite registration or taking a registration over the phone. There are two ways to enter these event registrations into NeonCRM:

Using the Register button from the Event Detail Page. This would be ideal for constituents that do not have an account in your system.

Entering event registrations through the registrants' accounts.

Add an Event Registration

To enter a new event registration as a system user, you can start from one of two places: (1) the registrant's Neon account or (2) the Events module.

To avoid potential duplicates, it's best to first search your database to see if the donor already has a Neon account. From the account page, click the New Registration button found under the Event Registrations section.

You can enter an event registration for a new registrant or add a new event registration to an existing account by navigating to Eventsand then you can click Register next to your desired event. You can also open the Event Detail Page of your desired event and click Register there as well.

Event Listing Page

Event Detail Page

Event Registration: Create

You will be taken to the Event Registration: Create page.

First, you want to see if the registrant you are entering this registration for already has an account in NeonCRM. To do this, start typing their name (first or last) into the Registrant field, NeonCRM will narrow down matching suggestions as you type.

If you find a matching account, select this constituent by clicking their name. They will drop in as the registrant on the Event Registration: Create page.

If none of the offered accounts is a match, select New Individual or New Company to create this registrant as a new account.

Now, complete the appropriate fields to add the event registration.

Registering Attendees: One Ticket per Attendee

Registering Attendees: One (or more) Table for Multiple Attendees

Event Registration Fields

Registrant

The name of the existing or new account making the registration.

Amount

The amount of the event registration.

Date

The date automatically populates as today's date, but can be changed for back-dating, etc.

Registrant Custom Fields

Displays Event Custom Fields for registrants.

Learn how to create and configure Custom Fields.

Source

Designate the event registration Source. This is used to track more specific information about how an event registration was solicited.

Learn how to configure Sources.

Social Fundraiser

Attribute this event registration to a particular Social Fundraiser who assisted with this registration.

Learn more about Social Fundraising.

Solicitor

The Solicitor who assisted with this event registration.

Learn more about Solicitors.

Ticket Name

Displays the available Ticket(s)

Description

An explanation about the available Ticket(s)

After entering the event registration information, click Continue.

This will take you to one of two places:

If the registrant does NOT have an existing Neon account, you will be taken to the ' New Account ' page.

If you have already linked the event registration to an existing Neon account, you will be taken directly to the 'Attendee Information: Create' page.

New Account

Complete the appropriate fields for the new account. Click Create Account to continue to the summary and payment page.

Attendee Information: Create

Complete the appropriate fields for your event attendees as well as select the desired ticket prices and/or sessions. Any applicable coupon code should be entered on this page as well. Click 'Calculate' to see the price adjustment.

Event Attendee Fields

Event Admission

Lists the available tickets for this event registrations

Sessions

Lists the available Event Session(s) as well as any available ticket prices for the Event Session(s)

Summary and Payment

Summary

This page provides some details about the information you've just entered, so you can confirm before adding payment information.

Click Back to make changes, or you can add another transaction to your shopping cart by clicking Edit or Add Items.

The two check boxes under Acknowledgement allow you to send an acknowledgement email and/or generate a thank you letter.

Select Email to send the Event Registration Appreciation system email, provided that an email address is available for the registrant.

Select Mail Merge to send a hard copy letter by a dding the event registration to the mail merge reminder list.

You determine the default behavior for these two check boxes here:

Settings cog > Global Settings > Communications > System Email & Letter Defaults.

Payment

On the Payment Method page, you will be prompted to select the Tender Type for the donation (e.g., check, cash, credit card, etc.). These can be configured at Settings cog > Global Settings > Payments & Transactions > Tender Types.

The Tender Type you select will change the payment information that you need to enter.

For example, when you select Check for the payment Tender Type, you will see the below fields.

Selecting Credit Card (Online) for the payment Tender Type will give you a different set of fields, as shown in the example the below. This tender also processes the payment with your credit card processor when submitted.

Fill out the appropriate payment information and click Submit Payment.

Event Registration Summary - event registration record view

Clicking Submit will complete the event registration entry process and you will be taken to the event registration record view page.

This event registration is now saved and available for viewing on the registrant's account.

Editing an Event Registration

Sometimes the situation arises where a registrant requests to change information, and/or provides more information after the registration was completed. NeonCRM System Users can access and edit the Event Registration Record by navigating to the Event Registrations section of an account page.

Clicking edit for the Registration will bring you to the below screen:

Clicking edit for Attendees will bring you to the below screen:

Note: Changing ticket prices for Attendees will require that you adjust both the Total Amount in the Registration and the Amount in the Payment Information section in order to maintain a status of SUCCEED.

In spring 2020, we will be releasing a new NeonCRM feature to reduce the number of duplicate accounts created from online forms.

Currently, a new NeonCRM account is created whenever a constituent fills out a donation, membership, event registration, etc. form without logging in first. You can prompt constituents to log in using Encouraged Log In. Also, if Automatic Email Authentication is turned on, the constituent will be automatically logged in if clicking a link from their email inbox. However, many organizations still struggle with duplicates which must be merged with the Duplicate Manager.

The login portal, Encouraged Login, Automatic Email Authentication, and the Duplicate Manager will all remain features. However, this new feature will step in before a duplicate is formed.Once turned on, it will compare incoming data from a form with existing accounts. If an exact name and email match is found, Neon will add the new data to the existing account.

If the data is close but not an exact match, another new feature will allow you to quickly merge these potentials.

Here's an example.

Luis Gutirrez is an existing donor in Agloe Nature Center's NeonCRM. The first email address on his account is [email protected].

Right now, if Luis donates to Agloe again, navigating to their website & filling out a donation form without logging in, a new account for Luis will be formed.

Next spring, however, Agloe turns on this duplicate prevention feature. Then, Luis can go to the website and fill out the Public Access donation form. Once he submits the form, Neon will check his information against the database. Since his name (Luis Gutirrez) and email ( [email protected] ) match the existing account, this donation will be added to Luis's existing account.

This feature is still in development, so more exact information will be available closer to the release. If, however, you are dealing with duplicates, consider that this process will be simplified in spring 2020. We're thrilled to be able to offer this improvement to duplicate prevention & management.

Contents

Entering Donations

Add Donation

Donation: Create

Donation Fields

New Donor Account

Summary and Payment

Donation Summary - donation record view

Constituents can make their own donations online, but there may be times when donations will need to be entered into Neon by staff, such as when checks are sent via mail. There are two ways to enter these donations into NeonCRM:

1) Using the Batch Donation utility. This allows you to enter multiple gifts at once in a spreadsheet-like utility.

Learn more about Batch Donations.

2) Entering donations one at a time on donors' accounts.

Add Donation

To enter a new donation as a system user, you can start from one of two places: (1) the donor's Neon account or (2) the Quick Add button at the top of any NeonCRM page.

From the account page, open the Donations section, click the Create New button, and select Donation.

You can enter a donation for a new donor or add a new donation to an existing account by clicking on theQuick AddButtonand selectingNew Donation.

Donation: Create

Either way, you will be taken to the Donation: Create page.

If you are using the Quick Add method, you want to see if the donor you are entering a gift for already has an account in NeonCRM. To do this, start typing their name (first or last) into the Donor field, NeonCRM will narrow down matching suggestions as you type.

If you find a matching account, select this constituent by clicking their name. They will drop in as the donor on the Donation: Create page.

If none of the offered accounts is a match, select New Individual or New Company to create this donor as a new account.

Now, complete the appropriate fields to add the donation.

Donation Fields

Donor

The name of the existing or new account making the donation.

Amount

The amount of the donation.

Date

The date automatically populates as today's date, but can be changed for back-dating, etc.

Recurring

Allows you to set up a recurring schedule starting with this donation. Learn more about Recurring Donations.

If you choose a recurring donation, you'll need to set up an interval, such as "Every _3_ Months."

You can also choose an End Date. Leave End Date blank if you would like it to continue indefinitely.

Note: Recurring schedules created through this form will always start on the date the donation is entered, regardless of what you enter in the Date field. If you want to create a Recurring Donation schedule that starts on a future date, please refer to this section of our Recurring Donations guide.

Campaign, Fund, and Purpose

Optional fields to track additional information about how the donation should be used. Learn about Campaigns, Funds, & Purposes.

Anonymous

Indicate whether or not this donor wishes to remain anonymous.

Donor Name

Typically used to indicate how the donor would like to be acknowledged publicly. Because donations cannot be entered on Households, this is often used for the couple's names (i.e. Mr. and Mrs. Jane and John Doe). This can be left blank if the donor wishes to be acknowledged the same way their name appears in the first Donor field.

Source

Designate the donation Source. This is used to track more specific information about how a donation was solicited. Learn how to configure Sources.

Fundraiser

Attribute this donation to a particular Fundraiser who assisted with this donation. Learn more about Peer-to-Peer Fundraising.

Solicitor & Solicitation Method

The Solicitor who assisted with this donation & how the donation was solicited. Learn more here.

Acknowledgee Name

Acknowledgee is a person who should receive notification that this donation was made. Typically for Honor donations, this will be the person who received a donation in their Honor. For Memory donations, this is typically a friend or family member of the deceased who should receive notification about this donation.

You can start a search for existing accounts by typing their name, or create a new one by clicking New Acknowledgee from the dropdown.

Tribute Name

This is for tracking honor/memorial donations. You can start a search for existing honoree records by typing their name, or create a new one by clicking New Tributefrom the dropdown. Learn more about Tribute Donations.

Custom Fields

Displays Donation Custom Fields. Learn how to create and configure Custom Fields.

After entering the donation information, click Continue.

This will take you to one of two places:

If the donor does NOT have an existing Neon account, you will be taken to the ' New Account ' page.

If you have already linked the donation to an existing Neon account, you will be taken directly to the ' Summary and Payment ' page.

New Account

Complete the appropriate fields for the new account. Click Create Account to continue to the summary and payment page.

Summary and Payment

Summary

This page provides some details about the information you've just entered, so you can confirm before adding payment information.

Click Back to make changes, or you can add another transaction to your shopping cart by clicking Edit or Add Items.

The two check boxes under Acknowledgement allow you to send an acknowledgement email and/or generate a thank you letter.

Select Email to send the Donation Appreciation system email, provided that an email address is available for the donor.

Select Mail Merge to send a hard copy letter by adding the donation to the mail merge reminder list.

Determine the default behavior for these two check boxes with System Email & Letter Defaults.

Note: If you have designated aFundraiser for this donation, you will see a third checkbox option on this page that allows you to send them a fundraiser donation notification email.

Payment

On the Payment Method page, you will be prompted to select the Tender Type for the donation (e.g., check, cash, credit card, etc.).These can be configured by navigating toGlobal Settings cog > Global Settings > Payments & Transactions > Tender Types.

The Tender Type you select will change the payment information that you need to enter.

For example, when you select Check for the payment Tender Type, you will see the below fields.

Selecting Credit Card (Online) for the payment Tender Type will give you a different set of fields, as shown in the example the below. This tender also processes the payment with your credit card processor when submitted.

Fill out the appropriate payment information and click Submit Payment.

Donation Summary - donation record view

Clicking Submit will completes the donation entry process and you will be taken to the donation record view page.

This donation is now saved and available for viewing on the donor's account.

NeonCRM allows you to track relationships between accounts in several ways:

Households

Company Contacts

Other Relationships - Individual and Company

Employment History

Households

Households allow you to keep track of relationships of families and others who live together. Households are only accessible on Individual accounts. Learn how to create and manage households here .

Company Contacts

Company Contacts allows you to track your contacts on Company accounts.Company Contacts are only accessible on Company accounts. Learn how to create and manage company contacts here.

Other Relationships

Both Individual and Company accounts have aRelationships section. This section allows you to create connections between accounts that do not fall under the category of Household or Company relationships

To add a relationship of this type, open the Relationships section of the first account's detail page and click New Relationship.

Back to top ^

If you want to link a account(Individual or Company) to an Individual account, select New Relationship > To Individual. If you want to link a account(Individual or Company) to a Company account, select New Relationship > To Company.

In the data entry window, start typing the name of the related account in the Related Individual (or Company) field.

Note:The related individual or company must already have their own account in NeonCRM.

NeonCRM will begin looking for a matching account based on the name.

When you find a match, select it from the list and add Roles and/or From and To dates of the relationship (if applicable).

Roles must be defined in Global Settings > Accounts > Properties > Account Relationship Types. Learn more about setting up Relation Types here.

ClickCreate Relationship to save your changes. The Relationships section of both accounts will now update accordingly.

The building icon in the top left corner of the relationship tile indicates that the relationship is with a Company.

If you ever need to edit or delete a relationship, open the Actions Menu for the relationship record and select Edit or Delete Relationship as needed.

Employment History

This sectionshould be used exclusively to note employment relationships between an Individual accountand a Company account.

Note: Employment History is only accessible on Individual accounts.To add Employment History, the employee must have their own Individual account.This type of relationship is discussed further in our Company Contacts guide.

To add Employment History from this section, navigate to theEmployment History of the individual's account and click New Employment Entry.

Start typing the name of the individual's employer into the Company Name field. NeonCRM will start searching for matching names of Company accounts in the database.

If you find a match, select it from the list to link the Employment entry to that account. If no match is found, choose the Create "[company name]" option to enter the new company name.

In the Affiliation section, you can specify start and end dates of employment as well as the department and job title. You can also uncheck the This is a current company contact box if you would like to record and track past employment history.

Note: You can only mark one employer as the current employer for an individual. This employer will appear in the Account Details widget of the About section of the Account detail page.

Click Create Contact to save your changes. The Employment History section of the individual's account will be updated.

If the Company does NOThave its own account, their name will appear as plain text in the Employment record. If you linked the employment record to an existing Company, their name will appear as a blue link.

You can click this link to navigate directly to the employer's Company account.

Linking an Individual to a Company account through Employment History will automatically update the Company Contacts section of the Company account. You do not have to update each account separately.

If you ever need to edit an individual's Employment history, go to the Employment History section of that account, open the Actions Menu of the Employment record you want to edit, and select Edit Contact.

Contents

External Email Communication

Locating your BCC and Forwarding Address

Using your External BCC Email Address

Using your External Forwarding Email Address

Sending an Email from an Account Page

External Email Communication History

External Email Management

This tool is used for tracking external email communications between your staff and constituents in your database. These are email conversations with constituents that take place in an email program outside of NeonCRM, such as your organization's Outlook or Gmail application.NeonCRMprovides two unique emailaddresses for this purpose:

External Email BCC Address - for adding to the BCC email field when you send an external email

External Email Forwarding Address - for forwarding an external email you've received from a constituent

You can use these addresses to create a record of external email communications on the appropriate account in NeonCRM, if an account with the recipient's email address already exists in your database.

Locating your unique BCC and Forwarding email addresses

You can find your unique external email management addresses by navigating toGlobal Settings cog > Global Settings > Communications > Email > BCC & Forwarding Addresses

Your external email management addresses will appear:

Using your External BCC Email Address

When you send an email outside of NeonCRM, paste this address into the BCC field, as shown below.

Tip: You might want to create a contact for your BCC email so you don't have to copy and paste the long address into the BCC field each time. In the example below, I've added the external BCC email address as a contact namedNeon BCC Email.

When I compose an email, I can search for the contact and more easily drop the email address into the BCC field.

Using your External Forwarding Email Address

Tip: As with the BCC email address, you might want to create a contact for your Forwarding email so you don't have to copy and paste the long address into the "To" field each time.

If you'd like to create a record in NeonCRM of an external email that you've received from a constituent, forward it to the External Email Forwarding Address.

This feature was designed to identify the target Neon account by looking at the "From" email address in the forwarded email. In order to do that, the forwarded message must currently contain text which matches the following format:

---------- Forwarded message ----------

From: Zach Chen<[email protected]>

Date: Fri, Mar 2, 2018 at 2:32 PM

Subject: Hello

To: Amelia Gustavson <[email protected]>

In the above example, the email would be recorded on the account in Neon which has the email address of [email protected], as this was the original sender of the email being forwarded.

Sending an Email from a Neon Account Page

You can send an external email to any constituent from their account page. Open theContact section and click the Actions menu by the email address, then click Send Email:

This will open a window that will allow you to send a simple email to the constituent with your name and email address as the Sender:

Alternatively, you can just click on the email address itself. This will open your computer's default email client to compose a new email. The new email will auto-populate with the constituent's email address along with your external BCC address.

Note: In both cases, the email you send will be recorded in the External Emails tab of the constituent's Sent Emails account page.

Viewing External Email Communication on a Neon Account

When you use either of your NeonCRM External Email Addresses, a text copy of the message is stored in the Sent Emails section of the appropriate Neon account. You can see the date sent, the sender's email address, and subject line. Click on any row to view the text of that message.

NeonCRM only stores text for external emails, so any attachments included in the sent email or any links sent as hyperlinked text will not be available here.

How do we collect feedback?

At NeonCRM, we know that as daily users of the database, our customers provide critical feedback on how NeonCRM can be improved. We receive feedback from our users in a variety of ways:

NPS Ratings and Comments: Ever noticed that 1 to 10 scale that appears in your Neon system every so often? We use these surveys to look at our general customer happiness, but also specific features that people want added to the system or updates to our current features.

Support Tickets: Our Support Team collects tickets regarding bugs and feature updates. Those are collected and passed along to our Product Team to review.

Staff Feedback: Our Client Success, Technical Support and Professional Services teams are talking to clients like you all day, everyday. We compile these requests, talk about them among our teams and bring them to our regular product feedback meetings.

Product Forum: In our support center, there is a product forum where our team reads every post.

User Interviews & Feedback Surveys: We hold small group sessions to review upcoming features, mockups and changes. We strive to have a wide variety of clients and uses in these sessions.

We wish we could add all the features requested by our user base, but NeonCRM is a robust application that serves a variety of non-profit organizations with varying needs. We work really hard to make sure our updates impact our users on a large scale and improve the system for the most people we can.

2020 Priorities

As we head into 2020, we want to tell you about some development initiatives that we’re particularly excited about.

Duplicate Prevention on Forms

Managing duplicate records is a common frustration for users of any database system. NeonCRM’s existing Duplicate Manager has been an important tool to help users of the system find and merge duplicates in their database. In spring 2020, we will be extending duplicate management in NeonCRM to include automated account matching on front-end forms to better filter and merge potential duplicates before they ever come into your NeonCRM system.

Why are we prioritizing this feature?

In an effort to reduce friction on front-end forms, we know it is not always possible to ask constituents to log into their existing account before making a donation or renewing a membership. Improved duplicate account matching on forms will allow organizations to catch duplicates records, even when a constituent is not logged in.

User Experience Improvements

Consistent use of page templates, layouts, icons, and terminology across NeonCRM creates a more enjoyable and seamless experience. As we gradually roll-out a new interface, we hope to eliminate the confusion and disorientation experienced by users when moving from one area of Neon to another one that uses a completely different layout. In 2020, we will continue rolling out the new interface for some of the pages in Neon that you use most.

Upgrades to the API

Throughout 2020, we will be releasing the NeonCRM API version 2. This new version is a complete rebuild of our existing API that adopts many modern RESTful API conventions. API v2 will introduce new methods for working with custom fields, events, and more; in addition to updating and extending the functionality of all the existing methods of the current version.

Why are we prioritizing this feature?

With the NeonCRM API, we’ve seen our clients and partners build everything from simple field updater scripts to robust partner integrations across multiple NeonCRM systems. The consistent feedback we’ve received from developers is that the current NeonCRM API has deep functionalitymore than most other nonprofit software APIsbut is very difficult to use because of its outdated design conventions and occasionally quirky implementation. Version 2 fixes this by adopting modern API conventions while still maintaining the same breadth of functionality.

Improved Search

Searching for accounts and other data is a core part of every user’s daily work in NeonCRM. In 2020, we will be making major improvements to search to improve this fundamental feature of NeonCRM. These improvements will include user interface enhancements to make search results easier to scan and interpret, smarter search logic to improve search results, and major behind-to-scenes infrastructure changes to improve search performance.

Why are we prioritizing this feature?

Almost every common, daily task in NeonCRM starts with a search. We have received lots of user feedback on search, and we believe enhancements to this core feature of NeonCRM will lead to significant gains in users’ abilities to complete regular tasks quickly and efficiently.

Report Operators

Blank

Not Blank

Equal

Not Equal

In Range Of

Not In Range Of

Containing

Greater Than, Less Than

Greater & Equal, Less & Equal

Advanced

Operators determine the type of search you can perform for each report criteria. These values will change based on the data type of the search field you’re dealing with.

Blank- will pull records with nothing populated for this criteria. An example: Bill Smith does not have a account login ID. If the operator for Account Login ID was set to "BLANK", it would pull Bill Smith and everyone else who has nothing populated in that field on their account.

Not Blank- the opposite of the above. This will pull everyone who DOES have data filled in for a particular field.

Equal- this brings up people with the particular value you specify in the corresponding dropdown or text-box to the right of the EQUAL operator. Set DOB Month EQUAL to January and it will bring up everyone who was born in January. Set Account Creation Date EQUAL to 01/01/2010 to bring up everyone who created an account on January 1st of 2010. Set Gender EQUAL to Male to bring up every male who has a gender populated in their account.

Not Equal

- If we were instead to set Gender NOT EQUAL to Male, it would bring up everyone who had any gender populated except Male. You can use this operator to weed out specific instances of people who fit certain criteria. Setting State NOT EQUAL to Virginia would bring up everyone except people who live in Virginia.

In Range Of- despite what you might think, "in range of" is not used for date ranges or numerical ranges. "In range of" allows you to use this logic: "give me records who qualify for any of the values in this range of criteria. The "range" is set via a popup checkbox, which will appear like this:

This is what you'd see if the field you're searching on has a lot of options. The value selector will show up to 50 options at a time, but you can scroll through the groups of 50 to find the option(s) you need.

If you know which option(s) you're looking for, you can start typing the name into the search box. Neon will immediately narrow down the list for you based on your entry:

You can also use In Range Of to search for a list of text values. For example, if we wanted to bring up a report of people residing within a certain set of cities, we could do in range of for the City criteria and it'd bring up a text box that would allow you to enter comma separated values:

Note that the values we enter haveno spaces before or after commas. Only a comma separates each value.

Not In Range Of Similar to ‘in range of’, this allows you to filter out a range of people who match certain criteria.The Not In Range Of functionality works to pull records that do not have any of the values you specify in your range filled in.For example, Searching Not In Range Of Chicago or Oak Park will return accounts that have addresses cities other than those two.

Containing The “containing” criteria allows you to query a string of text to see if it contains a certain sequence of characters. For example, in a report, were I to include the criteria “containing -> ‘Jo’” for “First Name”, like this:

It would generate everyone in the database who has a First Name containing a sequence of characters matching J-o:

Greater Than, Less Than These two operators allow you to search for field data that is greater or less than the alphabetic value, numeric value or date you specify.Please note! All dates within the reporting module must be presented in MM/DD/YYYY format two digit month, followed by the two digit day, followed by the four digit year.

This would bring up all accounts created after 01/01/2010.

On or after 01/01/2010 would be the same, only we’d use the “Greater and Equal” operator.

Note that you can use the calendar on any date field and plug in the date with a single click instead of manually typing it in.

Here is an example of Less and Equal, which uses the same principle as the Greater and Equal operator. This would bring up every record in the system with an account ID number that is equal to 1,000 or less.

Advanced- This is a very powerful operator which allows you to specify both date ranges and number ranges.In the following example, we will utilize the advanced filter to bring up multiple operators within the same criteria. Setting DOB Year to Advanced will look like this:

Now, you can set multiple expressions for our criteria. A range will usually consist of two expressions, so click Add Advanced Criterion so that you have two expressions with two operators set, as shown here:

What's going on here is that for DOB Year, we are specifying an actual range - for numbers that are between the values Greater & Equal to 1960 and Less & Equal to 1985, pull those results. Submitting this will give you birth years on or between 1960 and 1985.

Another example for dates:

This would pull all memberships that expire between the dates 01/01/2015 and 12/31/2015, the full year of 2015. Please remember that dates must be in MM/DD/YYYY format.

Contents

Add a Gateway

NeonPay

Alternate Gateways

Canadian and other International Organizations

Add a Gateway

In order to accept payments via your NeonCRM forms and pages, you’ll first need to set up a payment processor.Sometimes called a payment gateway, this is a service that embeds into NeonCRM & triggers the transfer of funds from one bank to another based upon input into Neon.

More information is available in this guide.

NeonPay

We’ve developed our in-house payment solution, NeonPay, to address this need.

NeonPay is a single source for nonprofit technology and payment processing. You don’t have to manage multiple providers, which simplifies your technology footprint and saves precious operations resources all while our competitive and straightforward payment processing rates save you money.

NeonPay allows you to authorize & capture payments from all majorcredit cards (Visa, Mastercard, Discover, AmEx) as well asecheck/ACH. You also have the ability to void payments, and issue full or partial refunds. Disputes can be managed from within the Merchant Portal, including evidence management.

We provide a secure service. All payments are tokenized and no card or bank account information is stored in a Neon One application. Our toolset is PCI compliant and contains fraud monitoring at the transaction level. Learn how to sign up for NeonPay here.

Third-Party Gateways

If you wish to connect Neon to an external payment processor, several third-party gateways are available.

Authorize.net & Compatible Merchant Account Vendors**

www.authorize.net

888-323-4289

Offers Credit Card Processing & E-Check Processing

Includes Gateway and Merchant Account*

* Note: in order to process American Express payments through this provider, you must also have an account with American Express and agree to their terms and conditions.

**Authorize.net is also compatible with +90\% of the banking and credit card industry. If you have an existing relationship with a merchant account processor or bank that is not on this list, you may be able to purchase a basic gateway from Authorize.net allowing NeonCRM to work with your existing processor. Check with Authorize.net to see if they are compatible with your existing vendor.

IATS

www.iatspayments.com

866-300-4287

Offers Credit Card Processing

Includes Gateway and Merchant Account

BluePay

www.bluepay.com

630-300-2368

OffersCredit Card Processing & E-Check Processing

Includes Gateway and Merchant Account

To add one, navigate to Settings cog > Global Settings > Payments & Transactions > Payment Gateways.

Tip:If you do not have this option & wish to connect an alternate gateway, request access by contacting technical support.

Canadian & Other International Organizations

Currently, NeonPay & Neon Payment Processing are limited to US-based organizations. If your organization is internationally-based, you’ll need to use one of our supported third-party payment gateways.

Neon Payment Processing and NeonPay can be used by American nonprofits including if they accept transactions from international constituents. If your organization is based in another country, we have a variety of alternate payment processors.

NeonCRM can process payments through any of the processors shown below. When you connect any of these to your NeonCRM account via our gateway, payments submitted through one of your NeonCRM forms will be processed by your 3rd party processor without having to move "off site" to a generic payment page.

Note: Please be aware that you can only issue or record refunds when using a native gateway. If you use a third-party gateway, you must handle refunds through your payments gateway vendor outside of NeonCRM.

Gateway options

IATS

Credit Card Processing

Includes Gateway and Merchant Account

Recommended for all currencies

www.iatspayments.com

866-300-4287

BluePay

Credit Card Processing & E-Check Processing

Includes Gateway and Merchant Account

Recommended for U.S. Dollars (USD) & Canadian Dollars (CAD)

www.bluepay.com

630-300-2368

Authorize.Net & Compatible Merchant Account Vendors

Credit Card Processing & E-Check Processing

Includes Gateway and Merchant Account

Recommended for U.S. Dollars (USD) & Canadian Dollars (CAD)

Note: in order to process American Express payments through this provider, you must also have an account with American Express and agree to their terms and conditions.

Authorize.net is also compatible with +90\% of the banking and credit card industry. If you have an existing relationship with a merchant account processor or bank that is not on this list, you may be able to purchase a basic gateway from Authorize.net allowing NeonCRM to work with your existing processor. Check with Authorize.net to see if they are compatible with your existing vendor.

www.authorize.net

888-323-4289

View and Manage Payment Gateways

Navigate to Settings cog > Global Settings > Payments & Transactions > Payment Gateways. All gateways that have been set up in your system will appear on this page.From here, you can Delete or Edit the settings of an existing gateway. You can also set up a new gateway connection for credit cards and ACH/e-check.

Credit Card Gateway Setup

Click Add Gateway to set up a third-party gateway. Select Card Gateway from the menu to set up a credit card gateway. Click the name of your payment gateway vendor to select it, then click Select.

Enter the credentials provided by your vendor in the fields provided. Click the Activate [Vendor Name] button to activate your new gateway.

E-Check/ACH Setup

To process e-check/ACH payments through your 3rd-party processor, you must first enable echeck/ACH with your vendor before establishing the gateway integration in NeonCRM.Once your payment processor is set up to accept e-check/ACH payments, you can set up your echeck/ACH gateway integration in NeonCRM by navigating to Settings cog > Global Settings > Payments & Transactions > Payment Gateways.

NOTE: NeonCRM can support only one e-check/ACH connection per system.

To set up an E-Check/ACH Gateway, click Add Gateway and select ACH Gateway from the menu. Click the name of the ACH vendor you want to use, then click Select.

Enter the credentials provided by your vendor in the fields provided. Click the Activate [Vendor Name] button to activate your new ACH gateway.

NOTE: Be sure to activate the "E-Check/ACH" tender type. This will add the E-Check payment method to your Credit Card payment page. The ACH/E-Check fields cannot be modified on your Credit Card payment page.

How do I move money to my bank account?

Payouts are handled automatically by NeonPay. Payouts may not be scheduled or initiated manually.

How frequently can payouts be made to my bank account(s)?

They may occur daily, weekly, or monthly depending on which schedule is chosen in NeonPay. There is a surcharge of 0.50\% of the payout for receiving daily payouts.

How do I change how often my payouts occur?

In NeonPay, navigate to the Merchant Accounts menu item. Select the name of the Merchant Account. Edit the Payout Schedule.

refer to our full status glossary here

How long does a payout take to process?

Typically, a payout takes two days to move from the Requested status to the linked bank account. Holidays and weekends may delay funds moving to a bank account.

Can I view the total fees I was charged for a payout?

Yes. Navigate to the payout you’d like to view. Once the payout is fully processed, a table appears at the top that includes the fees assessed on the payout.

Why is the number of fees greater than the number of charges?

A single charge may incur multiple fees: authorization, capture, American Express surcharge, etc. There may also be authorization fees included for charges created within the payout batch, but hadn’t settled before the batch closed. We lump the fees together in the Payout’s Transactions list to give you an expected total of fees per charge.

How do I change the banking information payouts are sent to?

Navigate to the Merchant Accounts menu item. Select the name of the Merchant Account. Click the pencil icon next to Linked Bank Account.

Changing the bank account which your NeonPay income is routed to is an important change. Your Payouts will be frozen until a trusted representative of your organization is able to confirm the change over the phone. To proactively reach out to our team about changing your linked bank account, contact NeonPay support at888-860-6366 x3.

How do I view the transactions that made up a payout?

Click Payouts to view a list of your payouts, then navigate to the payout you’d like to view. The list of transactions included in the payout appears.

Why doesn't a recent successful charge appear in my Payout?

A credit card or ACH transaction has three steps:

Authorization: a merchant obtains approval for a charge from the cardholder's bank. During the authorization process, a transaction will show as Successful once it has been approved by the processor.

Capture: the card holder's bank places a hold on the funds.

Settlement: the money is transferred from your constituent's bank account into NeonPay. For credit card transactions, this process typically takes 1-3 business days. ACH charges typically take 7 - 10 business days to be transferred from the constituent’s bank to NeonPay.

Once the charge arrives in your NeonPay balance, it is batched with the next payout. All fully settled funds will be paid out.

When I click a payout, why don’t the transactions appear below?

Individual charges batched as part of payouts will display once the payout is processed. If a payout is marked Requested, no list of transactions will appear.

What is Amount Withheld?

A portion of the NeonPay balance not included in a payout. This is the total difference between all Amounts and all Amounts Paid.

Discrepancies could come from a variety of sources.

There is some processing time between when a payout is requested & processed. If a refund is requested or a charge is canceled during this period, it would bring the NeonPay balance below 0. If your NeonPay balance becomes became negative in between the batch closing & the payout, funds will be held to offset the negative amount against the balance of your next payout.

If a refund is requested, the funds are held until it is resolved. If a payout is requested during this time, the held funds are not included. If the refund resolves with the funds going to the merchant while the payout is requested, these funds will show up as non disbursed. You will receive these funds in the next payout.

We calculate your balance out to several decimal places, but we can only pay out amounts of a penny or more. Lingering thousandths of a cent will be held until the total reaches a penny.

If fraud is detected on your payment processing account, we will limit the amount to be paid out. This is rare.

If these funds were not cancelled, refunded, or disputed, you can expect to receive the difference in the next rollover.

What is a rollover from a previous payout?

Funds that were held during payout processing from a previous period. The funds are now available to be paid out to your bank account.

Can I disable payouts?

No. Payouts will continue as long as funds are added.

How do I extract information from NeonPay for reconciliation?

Every table in NeonPay can be exported to CSV format, viewable in Excel. To download a CSV file of the charge detail of a payout, click the blue Export icon on the right side of the screen.

How do I report on data in NeonPay?

Navigate to the relevant module, such as Charges. Use the filters at the top of the page or Search by Customerto identify a sub-set. Click the Export icon in order to produce a CSV of the selected transactions.

Here are a few tips for better reporting.

Date Range:

Today, This Month, and This Year refer to calendar time. This Month, for example, includes June, not the last thirty days. These values are inclusive of the first and last value.

Select Custom Range to enter your own dates.

Status:

How do I see the history of a transaction in NeonPay?

Navigate to the charge in question and click on the amount. Full details about the transaction are available. Scroll to the Timeline section for the transaction’s history including capture, dispute, and refund.

Required Fields

The following fields are required when importing event registration data:

Cost

Event Name

Registration Date

Available Fields

The following fields are available for event registration import using the Import Manager:

Field Name

Explanation

Example

Configure in NeonCRM before importing?

Required for Importing?

Required Values?

Field Selection Type

Type of Data

Max Characters

Attended

Did the person who registered for the event attend it?

1=Yes, 0=No

Checkbox

Boolean

1

Check #

Check Number

101

Free-entry

Text

100

Cost

Event Registration Fee amount paid

150.00

Yes

Yes

Free-entry

Text

100

End Date

End date of the event

Date

Date

Event Name

Name of the Event

Yes

Free-entry

Text

100

Event Registration Note

Staff note on the event registration

Free-entry

Text

100

Event Registration Status

Status of the transaction (successful, unsuccessful)

Succeed

Succeed, Pending, Declined, Cancelled, Deferred

Drop-down

Text

100

Tender Type

Tender type used for this transaction

Cash

Yes

Drop-down

Text

100

Registration Date

Date they registered for the event

01/01/2010

Yes

Date

Date

Source

What is the Source of the event registration?

Web

Drop-down

Text

100

Start Date

Start date of the event

01/01/2010

Yes

Date

Date

Data Structure

Event registration data should be structured where each registration is a row and each column is a NeonCRM data field:

please visit our NeonCRM Consultation page here.

Limitations

Certaintypes of data are not able to imported using the Import Manager. These include (but are not limited to):

Event attendees

Event sessions

Event custom fields

General event custom fields

Event-specific custom fields

Events with multiple ticket prices, multiple attendees per ticket

Import Template

A sample template for event registration import is available for download here: NeonCRM Event Data Template.csv

Import Assistance

Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation,If the Import Manager limitations include data that you need to import, we can do a full custom import for you. For more information, please contact your account manager.

Contents

Introduction

Limitations of the Import Manager

Importing Standard and Custom Fields

Import vs. Account Batch Update

Import Templates (optional)

Preparing your data for import (video)

Importing your data (video)

Assistance with Import

Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation, please visit our NeonCRM Consultation page here.

Introduction

NeonCRM's Import Manager allows you to import data into your system using .CSV files. The following types of data are available for import:

Account data, such as names, addresses, email addresses, and phone numbers

Donation data, such as donation amounts, dates, and payment methods

Event registration data, such as event registration dates and amounts

Membership data, such as membership level, cost, start date, and end date

A full list of fields that are available for import in NeonCRM is available in our NeonCRM Import Field Guide.

In addition, the Import Manager allows you to batch update existing NeonCRM accounts. A full list of fields available for account batch update is available here.

Limitations of the Import Manager

Certaintypes of data are notavailable for import using the Import Manager.These include (but are not limited to):

Accounts

Relationships - any links between accounts, including household, employment, and/or account relations

Individual- and company-specific account custom fields

Activities, prospects, and grants

Secondary contacts

Volunteer data

Timesheet data

Seasonal addresses

More than two addresses

Donations

Recurring donations

Payments linked to pledges

Pledge write-off amounts

Soft credits

Solicitors

Event Registrations

Event attendees

Event sessions

Event custom fields

General event custom fields

Event-specific custom fields

Events with multiple ticket prices, multiple attendees per ticket

Memberships

Membership auto-renewals

Lifetime memberships

Multi-year (more than one year) memberships

Individual and/or company group memberships

Store

All Store data

Note:Imported Data will not be reflected on Dashboards or Reports until NeonCRM's Nightly Scheduler runs.

Importing Standard and Custom Fields

Both standard and custom fields are available for import using the Import Manager. You may import custom fields for accounts, donations, and/or memberships. Custom fields must be pre-configured in NeonCRM before importing data into the field. For more information, please see the Configuring Custom Fields guide here.

Import vs. Account Batch Update

Importrefers to using the Import Manager to add new accounts to your NeonCRM system.Account Batch Updaterefers to using NeonCRM account IDs to update existing accounts in your NeonCRM system.

Note that a single spreadsheet cannot be used forboth importandaccount batch update. If you have a spreadsheet that contains NeonCRM account IDs for existing accounts but also contains new accounts, you need to separate your data into two separate spreadsheets and use the Import Manager twice - once to update existing accounts using account batch update, and once to import new accounts.

Import Templates (optional)

The following templates are provided as a resource, but they are not inclusive of all fields available to import. If additional fields, including custom fields, need to be imported, additional columns can be added to the spreadsheet. In addition, not all columns that are listed must be used. Columns that are required for the import are marked as such. On the templates, the top row is the header row, which must be included in the imported spreadsheet. Row 2 provides example data. Finally, these files are not formatted as CSV files. Prior to doing the import, you must convert your files to CSV.

NeonCRM Account Data Template.csv

NeonCRM Donation Data Template.csv

NeonCRM Membership Data Template.csv

NeonCRM Event Data Template.csv

Preparing your data for import

Importing your data into NeonCRM

Contents

Import vs. Account Batch Update

Import Templates (optional)

Common Mistakes in Formatting Data for Import

Supported Standard Fields

Accounts

Donations

Memberships

Event Registrations

Supported Custom Fields

Note: Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation, please visit our NeonCRM Consultation page here. If the Import Manager limitations include data that you need to import, we can do a full custom import for you. For more information, please contact your account manager.

Import vs. Account Batch Update

Import refers to using the Import Manager to add new accounts to your NeonCRM system. Account Batch Update refers to using NeonCRM account IDs to update existing accounts in your NeonCRM system. This guide details the account fields that are available for import.

A different set of fields are supported when performing an account batch update. A list of the fields available for account batch update is here.

Import Templates (optional)

If you would like a sample data import template to work from, you can download a template for each type of data that you can import. These come with the required columns and most commonly used standard fields you would use for a first-time import. On the templates, the top row is the header row, which must be included in the imported spreadsheet. Row 2 provides example data. Finally, these files are not formatted as CSV files. Prior to doing the import, you must convert your files to CSV.

Right-click on a link and click "Save Link As..."

NeonCRM Account Data Template.csv

NeonCRM Donation Data Template.csv

NeonCRM Membership Data Template.csv

NeonCRM Event Data Template.csv

Common Mistakes in Formatting Data for Import

Problem

Reason

Numbers that begin with "0"

Excel sometimes shortens numbers that begin with the number “Zero”. You can set the column’s type to “Text" to avoid this.

Commas in your data

In the past, commas in your data have caused issues. This is largely not the case anymore. If you do find that commas are being imported oddly in your data, please replace those commas with semicolons.

Full (first and last together) name as a single field

NeonCRM has separate fields for first and last names. If your current data has them together as one field, you must split them before importing.

"IsCompany" column not populated when importing company and individual accounts together

You are required to answer "1" or "0" in an "Is Company" column for each row of your spreadsheet when importing individual and company accounts together, so that the correct type is assigned to each of your new accounts.

Invalid file format

NeonCRM currently only supports .CSV files for import.

Negative Numbers or $0 Amounts

NeonCRM does not handle negative numeric values. You cannot import any numeric value that is less than 0. Donation amounts must be greater than 0.

Incorrect date field formatting

Any date field must follow the MM/DD/YYYY or MM-DD-YYYY format. Excel tends to reformat dates automatically to M/D/YY or M/D/YYYY, so be sure to examine your date fields carefully.

Forgetting required fields

Make sure that you have included columns for all of the required fields for the type of data you are trying to import.

Blank required fields

Make sure there are no blank values in a required field. You cannot import blank cells for any required fields (e.g., First and Last Name, Donation Amount, etc.).

Multiple Tabs

Make sure your .CSV file does not have multiple tabs.

Values not configured in NeonCRM

Certain field values must be configured in your system before import (e.g., Campaign, Fund, Purpose).

Supported Standard Fields

This guide includes a list of the standard fields that can be imported via the Import Manager. Supported import columns can be mapped to a standard field during the mapping phase of the import process, as shown in the example below.

you must convert your files to CSV

Account Standard Fields

These are the Neon fields available when importing new accounts to NeonCRM.

Field Name

Explanation

Example

Configure in NeonCRM before importing?

Required for Importing?

Required Values?

Field Selection Type

Type of Data

Max Characters

First Name

First name

Bill

Yes, for individual accounts

Free-entry

Text

30

Last Name

Last name

Smith

Yes, for individual accounts

Free-entry

Text

30

Is Company

Is this account a company account?

0

Required for imports containing both Individual and Company accounts.

1=yes, 0=no

Hidden

Boolean

Pinned Note +++

A note about an account. Appears in NeonCRM as an Account Pinned Note.

I had a nice conversation with this account on the phone. He likes fishing.

Free-entry

Text

Pinned Note Title

The title (subject) of an imported Pinned note.

Stewardship phone call

Required for rows that include an account note.

Free-entry

Text

30

Address 1

First line of somebody's address.

534 Main Street

Free-entry

Text

64

Address 2

Second line of somebody's address. Commonly used for mailbox numbers and Unit numbers.

Apt #4

Free-entry

Text

64

Address 3

Third line of somebody's address. Not often used.

3rd Floor

Free-entry

Text

64

Address 4

Fourth line of somebody's address. Not often used.

Free-entry

Text

64

Address Type

Which type of address is recorded?

Home, Business, School

Home, Business, School

Drop-down

Text

50

City

City Name

Chicago

Free-entry

Text

50

Country

Country Name

United States

Drop-down

Text

County

County Name

Cook

Free-entry

Text

50

Created By

Name of the person who created the account.

Staff name

Free-Entry

Text

25

Created Date

The time and date the account was created.

01/01/2001

Date

Text

Data Sharing Consent

Status of consent given by the constituent to allow your organization to share their data with a 3rd-party service.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Deceased

Is this person deceased?

Yes

1=Yes, 0=No

Checkbox

Boolean

Department

Which department of their company do they belong to?

Marketing

Free-entry

Text

60

DOB

Date of birth. Must be in MM/DD/YYYY or MM-DD-YYYY format.

01/01/2011

Date

Date

15

Email 1

Email address.

[email protected]

Free-entry

Text

80

Email 2

Secondary email address.

[email protected]

Free-entry

Text

80

Email 3

Third email address.

[email protected]

Free-entry

Text

80

Email Consent

Status of consent given by the constituent to receive communication from your organization by email.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Fax

Fax number.

555-555-5545

Free-entry

Text

20

Fax Area

Fax area code. Use this if you want to be able to run reports on area code information separately.

555

Free-entry

Text

10

Fax Number

Fax number, without the area code. Use this if you want to be able to run reports on area code information separately.

555-5545

Free-entry

Text

20

Fax Type

Type of fax number.

Home, Work

Drop-down

Text

20

Gender

Gender

Female

Yes

Drop-down

Text

15

Job Title

What is their job title in their company?

Executive Director

Free-entry

Text

100

Last Updated By

Who was the last person to modify this account information?

John Doe

Free-Entry

Text

25

Last Updated Time

When was the last time this account information was modified?

01/01/2010

Date

Date

Login Name

The login name for this account to use to log in to the NeonCRM front-end system.

exampleloginname

Free-entry

Text

25

Login Password

The password for this account to use to log in to the NeonCRM front-end system.

examplepassword

Free-entry

Text

25

Mail Consent

Status of consent given by the constituent to receive communication from your organization by postal mail.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Middle Name

Middle Name

Clifton

Free-entry

Text

20

Email Opt Out

Has this account opted out of receiving emails?

Yes

1=Yes, 0=No

Checkbox

Boolean

Do Not Contact

Has this account opted out of receiving emails or physical mailings?

Yes

1=Yes, 0=No

Checkbox

Boolean

Company Name

The name of the company this account works for

The Example Charity

Yes, for company accounts

Free-entry

Text

200

Phone1

Primary phone number.

555-555-5545

Free-entry

Text

20

Phone1 Area

Primary phone number's area code. Use this if you want to be able to run reports on area code information separately.

555

Free-entry

Text

10

Phone1 Number

Primary phone number without area code. Use this if you want to be able to run reports on area code information separately.

555-5545

Free-entry

Text

20

Phone1 Type

Determines whether the primary phone number is someone's home, mobile, or business number.

Home

Home, Business, Mobile

Drop-down

Text

20

Phone2

Secondary phone number

555-555-5545

Free-entry

Text

20

Phone2 Area

Secondary phone number's area code. Use this if you want to be able to run reports on area code information separately.

555

Free-entry

Text

10

Phone2 Number

Secondary phone number without area code. Use this if you want to be able to run reports on area code information separately.

555-5545

Free-entry

Text

20

Phone2 Type

Determines whether the secondary phone number is someone's home, mobile, or business number.

Home

Home, Business, Mobile

Drop-down

Text

20

Phone3

Third phone number

555-555-5545

Free-entry

Text

20

Phone3 Area

Third phone number's area code. Use this if you want to be able to run reports on area code information separately.

555

Free-entry

Text

10

Phone3 Number

Third phone number without area code. Use this if you want to be able to run reports on area code information separately.

555-5545

Free-entry

Text

20

Phone3 Type

Determines whether the primary phone number is someone's home, mobile, or business number.

Home

Home, Business, Mobile

Drop-down

Text

20

Phone Consent

Status of consent given by the constituent to receive communication from your organization by phone.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Preferred Name

The name this account prefers to use: e.g., "Bill" instead of William. This field can also be used to include additional contacts' names in a usable field for emails and letters: e.g., "Bill and Marcia" or "Bill Smith and Marcia Jones".

Bill

Free-entry

Text

200

Prefix

A prefix or title to a name.

Dr.

Drop-down

Text

20

Territory

Region. Use instead of State/Province if the address is outside the United States or Canada.

Lapland (Finland)

Free-entry

Text

50

Salutation

The Primary Contact's name as it would appear in the addressee line of a letter.

Free-entry

Text

50

SMS Consent

Status of consent given by the constituent to receive communication from your organization by SMS.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Source

What is the Source of the account?

Community Event

Drop-down

Text

100

State/Province

Region for US or Canadian addresses.

Rhode Island

Drop-down

Text

Suffix

A suffix for a name.

Jr.

Free-entry

Text

20

URL

A website to associate with an account.

www.mywebpage.com

Free-entry

Text

80

Zip

ZIP code

60661-4205

Free-entry

Text

10

Household Name

How you want to address this household on a mailing label.

Lemon Family

Free-entry

Text

200

Household Salutation

How you want to greet this household in a letter.

Mr. and Mrs. Lemon

Free-entry

Text

200

Ind/Com Type

Categorization of individuals and/or companies

Foundation, Volunteer

Checkbox

Text

Standard consent fields related to compliance with various consumer privacy regulations.

If you import Household Name and/or Household Salutation, Neon will populate those account fields and will also create a household on that account and set that individual as the primary household contact.

If you import Household Salutation data but not Household Name, the Household Name field will automatically populate with "[Household Primary Contact Last Name] Household".

You cannot add individuals to households via self import; you have to do that manually after the household is created. For this reason, we suggest you only populate the Household Name/Salutation fields for the individual you wish to designate as the primary household contact. You can then add contacts to that household after the import. Learn how to add household contacts here.

+++You can import multiple pinned notes per account, but each note has to have its own line in the import spreadsheet.

If your imported notes have no title, it will be imported as an "Untitled" pinned note.

Donation Standard Fields

Field Name

Explanation

Example

Configure in NeonCRM before importing?

Required for Importing?

Required Values?

Field Selection Type

Type of Data

Max Characters

Amount

Donation amount

200.50

Yes

Positive number

Free-entry

Text

100

Batch Number

The number of the batch to which the donation belongs (usually only applies to batches entered through the NeonCRM system itself)

Free-entry

Text

100

Campaign

Campaign

Yes

Drop-down

Text

100

Check #

The number on the check used in a donation of Check tender

Free-entry

Text

100

Description of non-cash contribution

Describes the goods or services donated in an In-Kind donation

Box seats

Free-entry

Text

65000

Donation Date

Date of the donation

01/01/2010

Yes

Date

Date

Donation Status

Status of the donation (whether or not the transaction was successful)

Succeed

Succeed, Pending, Declined, Cancelled, Deferred

Drop-down

Text

100

Donation Type

Is this a donation or a pledge?

Donation

Yes

Donation, Pledge

Drop-down

Text

100

Donor Note

Any note about the donation provided by the donor.

Free-entry

Text

100

Donor Name

"From" name provided by the donor.

The Team

Free-entry

Text

100

Fair Market Value

The value of In-Kind donations. Donation Amount is required when importing, so this column can be identical to the Donation Amount column when importing In-Kind donations.

100

Positive number

Free-entry

Text

100

Fund

Fund

Yes

Drop-down

Text

100

Tribute Name

Name of the person this donation was made in Honor or Memory of.

Harold Example

Free-entry

Text

100

Tribute Type

Is this an Honor donation or a Memorial donation?

Honor

Honor, Memory

Drop-down

Text

100

Tender Type

Tender type was used for this transaction

Check

Yes

Drop-down

Text

100

Purpose

Purpose

Yes

Drop-down

Text

100

Source

What is the Source of the donation?

Community Event

Drop-down

Text

100

Membership Standard Fields

Field Name

Explanation

Example

Configure in NeonCRM before importing?

Required for importing?

Required Values?

Field Selection Type

Type of Data

Max Characters

Check #

Check Number

101

Free-entry

Text

100

Cost

Membership Fee Amount Paid

Yes

Free-entry

Text

100

Term End Date

Date that membership expires

01/01/2010

No, if blank will default to 1 year from start date.

Date

Date

Membership Level

Membership Level

Yes

Drop-down

Text

100

Enrollment Type

Is this a join (first-time enrollment) or a renewal?

Join, Renew

Drop-down

Text

100

Membership Registration Status

Status of the transaction (successful, unsuccessful)

Succeed

Succeed, Pending, Declined, Cancelled, Deferred

Drop-down

Text

100

Tender Type

Tender type used for this transaction

Cash

Yes

Drop-down

Text

100

Source

What is the Source of the membership?

Community Event

Drop-down

Text

100

Term Start Date

Date that memberships goes into effect

01/01/2010

Yes

Date

Date

Transaction Date

Date that membership was purchased

01/01/2010

Yes

Date

Date

Event Registration Standard Fields

Field Name

Explanation

Example

Configure in NeonCRM before importing?

Required for Importing?

Required Values?

Field Selection Type

Type of Data

Max Characters

Attended

Did the person who registered for the event attend it?

1=Yes, 0=No

Checkbox

Boolean

1

Attendee First Name

The first name of the person who attended

Michael

Free-entry

Text

Attendee Last Name

The last name of the person who attended

Neary

Free-entry

Text

Check #

Check Number

101

Free-entry

Text

100

Cost

Event Registration Fee amount paid

150.00

Yes

Yes

Free-entry

Text

100

End Date

End date of the event

Date

Date

Event Name

Name of the Event

Yes

Free-entry

Text

100

Event Registration Note

Staff note on the event registration

Free-entry

Text

100

Event Registration Status

Status of the transaction (successful, unsuccessful)

Succeed

Succeed, Pending, Declined, Cancelled, Deferred

Drop-down

Text

100

Tender Type

Tender type used for this transaction

Cash

Yes

Drop-down

Text

100

Registration Date

Date they registered for the event

01/01/2010

Yes

Date

Date

Source

What is the Source of the event registration?

Web

Drop-down

Text

100

Start Date

Start date of the event

01/01/2010

Yes

Date

Date

Supported Custom Fields

In addition to the standard fields noted above, the following custom fields can also be imported using the Import Manager:

All Accounts custom fields

Donation custom fields

Membership custom fields

Custom fields must be created in NeonCRM prior to import. More information about creating and configuring custom fields is available here.

Supported import columns can be mapped to a custom field during the mapping phase of the import process, as shown in the example below.

The following templates are provided as a resource, but they are not inclusive of all fields available to import. If additional fields, including custom fields, need to be imported, additional columns can be added to the spreadsheet. In addition, not all columns that are listed must be used. Columns that are required for the import are marked as such. On the templates, the top row is the header row, which must be included in the imported spreadsheet. The blue row contains instructions, and the green rows are examples, which you should delete prior to import. Finally, these files are not formatted as CSV files. Prior to doing the import, .

Required Fields

The following fields are required when importing membership data:

Membership Level - guide available here

Cost - guide available here

Transaction Date

Term Start Date

Available Fields

The following fields are available for membership import using the Import Manager:

Field Name

Explanation

Example

Configure in NeonCRM before importing?

Required for importing?

Required Values?

Field Selection Type

Type of Data

Max Characters

Check #

Check number

101

Free-entry

Text

100

Cost

Amount paid for membership

Yes

Free-entry

Text

100

Term End Date

Date that membership expires

01/01/2010

Yes

No, if blank will default to 1 year from start date.

Date

Date

Membership Level

Membership level

Yes

Drop-down

Text

100

Enrollment Type

Is this a join (first-time enrollment) or a renewal?

Join, Renew

Drop-down

Text

100

Membership Registration Status

Status of the transaction

Succeed

Succeed, Pending, Declined, Cancelled, Deferred

Drop-down

Text

100

Tender Type

Tender type used for this transaction

Cash

Yes

Drop-down

Text

100

Source

What is the source of the membership?

Community Event

Drop-down

Text

100

Term Start Date

Date that membership goes into effect

01/01/2010

Yes

Date

Date

Transaction Date

Date that membership was purchased

01/01/2010

Yes

Date

Date

Data Structure

Membership data should be structured where each membership record is on a row and each column is a NeonCRM donation field:

please visit our NeonCRM Consultation page here.

Membership Custom Fields

In addition to the standard fields listed in the Available Fields section of this guide, you can also import to membership custom fields using the Import Manager.You cannot import to individual or company custom fields using the Import Manager. More information on how to manage and create membership custom fields is available here.

Limitations

Certaintypes of data are not able to imported using the Import Manager. These include (but are not limited to):

Membership auto-renewals

Lifetime memberships

Multi-year (more than one year) memberships

Individual and/or company group memberships

Individual Custom Fields and Company Custom Fields

Import Template

A sample template for membership import is available for download here: NeonCRM Membership Data Template.csv

Import Assistance

Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation,If the Import Manager limitations include data that you need to import, we can do a full custom import for you. For more information, please contact your account manager.

Required Fields

The following fields are required when importing donation data:

Amount - must be greater than 0

Donation Date

Donation Type - donation or pledge

Available Fields

The following fields are available for donation import using the Import Manager:

Field Name

Explanation

Example

Configure in NeonCRM before importing?

Required for Importing?

Required Values?

Field Selection Type

Type of Data

Max Characters

Amount

Donation amount

200.50

Yes

Positive number

Free-entry

Text

100

Batch Number

The number of the batch to which the donation belongs (usually only applies to batches entered through the NeonCRM system itself)

Free-entry

Text

100

Campaign

Campaign

Yes

Drop-down

Text

100

Check #

The number on the check used in a donation of Check tender.

Free-entry

Text

100

Description of non-cash contribution

Describes the goods or services donated in an In-Kind donation.

Box seats

Free-entry

Text

65000

Donation Date

Date of the donation.

01/01/2010

Yes

Date

Date

Donation Status

Status of the donation (whether or not the transaction was successful)

Succeed

Succeed, Pending, Declined, Cancelled, Deferred

Drop-down

Text

100

Donation Type

Is this a donation or a pledge?

Donation

Yes

Donation, Pledge

Drop-down

Text

100

Donor Note

Any note about the donation provided by the donor.

Free-entry

Text

100

Donor Name

"From" name provided by the donor. This populates the "Donor Name" field in NeonCRM.

The Team

Free-entry

Text

100

Fair Market Value

The value of In-Kind donations. Donation Amount is required when importing, so this column can be identical to the Donation Amount column when importing In-Kind donations.

100

Positive number

Free-entry

Text

100

Fund

Fund

Yes

Drop-down

Text

100

Honor Memory Person Name

Name of the person this donation was made in Honor/Memory of.

Harold Example

Free-entry

Text

100

Honor Memory Type

Is this an Honor donation or a Memorial donation?

Honor

Honor, Memory

Drop-down

Text

100

Tender Type

Tender type was used for this transaction

Check

Yes

Drop-down

Text

100

Purpose

Purpose

Yes

Drop-down

Text

100

Source

What is the Source of the donation?

Community Event

Drop-down

Text

100

Donation Custom Fields

In addition to the standard fields listed in the Available Fields section of this guide, you can also import to donation custom fields using the Import Manager. More information on how to manage and create donation custom fields is available here.

Data Structure

Donation data should be structured where each donation is on a row and each column is a NeonCRM donation field:

please visit our NeonCRM Consultation page here.

Acknowledgement Letter

Donations added through the Import Manager can add a Donation Appreciation System Letter to the Mail Merge queue. This would be appropriate for importing donations that have yet to be acknowledged by your organization. You can preview & customize the content of these letters by navigating to Settings cog > Global Settings > System Letters > Donation Appreciation.

This option is available when importing new accounts or adding new donations to existing Neon accounts.

If you elect to add a letter to the queue for each donation, you will be notified at the end of the import about the number of successful letters.

Note: An account must have Address Line 1 populated in order to be added to the mail merge queue.

After the import is complete, these letters are available to be merged and printed from the Mail Merge Queue.

Limitations

Certaintypes of data are not able to be imported using the Import Manager. These include (but are not limited to):

Recurring donations

Payments linked to pledges

Pledge write-off amounts

Soft credits

Sample Import Template (Donations only)

This template can be used to import donations to existing accounts in NeonCRM via a linking ID.

Click here to download the sample template: NeonCRM Donation Data Template.csv

Import Assistance

Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation,If the Import Manager limitations include data that you need to import, we can do a full custom import for you. For more information, please contact your account manager.

Required Fields

The following fields are required when importing account data:

First Name - required for individual accounts

Last Name - required for individual accounts

IsCompany - required if importingbothindividual and company accounts in the same spreadsheet

Company Name - required for company accounts

Available Fields

The following fields are available for account import using the Import Manager:

Field Name

Explanation

Example

Configure in NeonCRM before importing?

Required for Importing?

Required Values?

Field Selection Type

Type of Data

Max Characters

First Name

First name

Bill

Yes, for individual accounts

Free-entry

Text

30

Last Name

Last name

Smith

Yes, for individual accounts

Free-entry

Text

30

Is Company

Is this account acompany account?

Yes

Required for imports containing both Individual and Company accounts.

Yes=1, No=0

Hidden

Boolean

Pinned Note +++

A note about an account. Appears in NeonCRM as a Pinned Note.

I had a nice conversation with this account on the phone. He likes fishing.

Free-entry

Text

Pinned Note Title

The title (subject) of an imported pinned note.

Stewardship phone call

Required for rows that include an account note.

Free-entry

Text

30

Address 1

First line of somebody's address.

534 Main Street

Free-entry

Text

64

Address 2

Second line of somebody's address. Commonly used for mailbox numbers and Unit numbers.

Apt #4

Free-entry

Text

64

Address 3

Third line of somebody's address. Not often used.

3rd Floor

Free-entry

Text

64

Address 4

Fourth line of somebody's address. Not often used.

Free-entry

Text

64

Address Type

Which type of address is recorded?

Home, Business, School

Home, Business, School

Drop-down

Text

50

City

City Name

Chicago

Free-entry

Text

50

Country

Country Name

United States

Drop-down

Text

County

County Name

Cook

Free-entry

Text

50

Created By

Name of the person who created the account.

Staff name

Free-Entry

Text

25

Created Date

The time and date the account was created.

01/01/2001

Date

Text

Data Sharing Consent

Status of consent given by the constituent to allow your organization to share their data with a 3rd-party service.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Deceased

Is this person deceased?

Yes

y=Yes, n=No

Checkbox

Boolean

Department

Which department of their company do they belong to?

Marketing

Free-entry

Text

60

DOB

Date of birth. Must be in MM/DD/YYYY or MM-DD-YYYY format.

01/01/2011

Date

Date

15

Email 1

Email address.

[email protected]

Free-entry

Text

80

Email 2

Secondary email address.

[email protected]

Free-entry

Text

80

Email 3

Third email address.

[email protected]

Free-entry

Text

80

Email Consent

Status of consent given by the constituent to receive communication from your organization by email.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Fax

Fax number.

555-555-5545

Free-entry

Text

20

Fax Area

Fax area code. Use this if you want to be able to run reports on area code information separately.

555

Free-entry

Text

10

Fax Number

Fax number, without the area code. Use this if you want to be able to run reports on area code information separately.

555-5545

Free-entry

Text

20

Fax Type

Type of fax number.

Home, Work

Drop-down

Text

20

Gender

Gender

Female

Yes

Drop-down

Text

15

Job Title

What is their job title in their company?

Executive Director

Free-entry

Text

100

Last Updated By

Who was the last person to modify this account information?

John Doe

Free-Entry

Text

25

Last Updated Time

When was the last time this account information was modified?

01/01/2010

Date

Date

Login Name

The login name for this account to use to log in to the NeonCRM front-end system.

exampleloginname

Free-entry

Text

25

Login Password

The password for this account to use to log in to the NeonCRM front-end system.

examplepassword

Free-entry

Text

25

Mail Consent

Status of consent given by the constituent to receive communication from your organization by postal mail.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Middle Name

Middle Name

Clifton

Free-entry

Text

20

Email Opt Out

Has this account opted out of receiving emails?

Yes

y=Yes, n=No

Checkbox

Boolean

Do Not Contact

Has this account opted out of receiving emails or physical mailings?

Yes

y=Yes, n=No

Checkbox

Boolean

CompanyName

The name of the company this account works for

The Example Charity

Yes, for company accounts

Free-entry

Text

200

Phone1

Primary phone number.

555-555-5545

Free-entry

Text

20

Phone1 Area

Primary phone number's area code. Use this if you want to be able to run reports on area code information separately.

555

Free-entry

Text

10

Phone1 Number

Primary phone number without area code. Use this if you want to be able to run reports on area code information separately.

555-5545

Free-entry

Text

20

Phone1 Type

Determines whether the primary phone number is someone's home, mobile, or business number.

Home

Home, Business, Mobile

Drop-down

Text

20

Phone2

Secondary phone number

555-555-5545

Free-entry

Text

20

Phone2 Area

Secondary phone number's area code. Use this if you want to be able to run reports on area code information separately.

555

Free-entry

Text

10

Phone2 Number

Secondary phone number without area code. Use this if you want to be able to run reports on area code information separately.

555-5545

Free-entry

Text

20

Phone2 Type

Determines whether the secondary phone number is someone's home, mobile, or business number.

Home

Home, Business, Mobile

Drop-down

Text

20

Phone3

Third phone number

555-555-5545

Free-entry

Text

20

Phone3 Area

Third phone number's area code. Use this if you want to be able to run reports on area code information separately.

555

Free-entry

Text

10

Phone3 Number

Third phone number without area code. Use this if you want to be able to run reports on area code information separately.

555-5545

Free-entry

Text

20

Phone3 Type

Determines whether the primary phone number is someone's home, mobile, or business number.

Home

Home, Business, Mobile

Drop-down

Text

20

Phone Consent

Status of consent given by the constituent to receive communication from your organization by phone.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Preferred Name

The name this account prefers to use: e.g., "Bill" instead of William. This field can also be used to include additional contacts' names in a usable field for emails and letters: e.g., "Bill and Marcia" or "Bill Smith and Marcia Jones".

Bill

Free-entry

Text

200

Prefix

A prefix or title to a name.

Dr.

Drop-down

Text

20

Territory

Region. Use instead of State if the address is outside the United States or Canada.

Lapland (Finland)

Free-entry

Text

50

Salutation

The Primary Contact's name as it would appear in the addressee line of a letter.

Free-entry

Text

50

SMS Consent

Status of consent given by the constituent to receive communication from your organization by SMS.

Consent Given

Consent Not Asked, Consent Given, Consent Declined

Dropdown

Text

Source

What is the Source of the account?

Community Event

Drop-down

Text

100

State/Province

Region for US or Canadian addresses.

Rhode Island

Drop-down

Text

Suffix

A suffix for a name.

Jr.

Free-entry

Text

20

URL

A website to associate with an account.

www.mywebpage.com

Free-entry

Text

80

Zip

ZIP code

60661-4205

Free-entry

Text

10

Household Name

How you want to address this household on a mailing label.

Lemon Family

Free-entry

Text

200

Household Salutation

How you want to greet this household in a letter.

Mr. and Mrs. Lemon

Free-entry

Text

200

Ind/Company Type

Categorization of individuals and/or companies

Foundation, Volunteer

Checkbox

Text

Standard consent fields related to various consumer protection regulations.

If you import Household Name and/or Household Salutation, Neon will populate those account fields and will also create a household on that account and set that individual as the primary household contact.

If you import Household Salutation data but not Household Name, the Household Name field will automatically populate with "[Household Primary Contact Last Name] Household".

You cannot add individuals to households via self import, you have to do that manually after the household is created. For this reason, we suggest you only populate the Household Name/Salutation fields for the individual you wish to designate as the primary household contact. You can then add contacts to that household after the import. Learn how to add household contacts here.

+++You can import multiple pinned notes per account, but each note has to have its own line in the import spreadsheet.

If your imported notes have no title, it will be imported as an "Untitled" pinned note.

Data Structure

Account data should be structured where each account is on a row and each column is a NeonCRM field:

please visit our NeonCRM Consultation page here.

Managing ID Numbers

NeonCRMdoesnot requirean ID number when importing accounts. However, if you have exported your account data from another system, you may find that each account has an account ID number. This ID number can be useful for importing into NeonCRM, as it can allow you to import transaction data (such as donations, memberships, or event registrations) at a later time.

For example, in the screenshot below, Ida Smith was Account ID 101 in our previous database. If I import this account into NeonCRM and later wish to import donations from my previous system, Neon will appropriately add all donations affiliated with Account ID 101 to Ida Smith's NeonCRM account.

Note that NeonCRMdoes not retain ID numbers from your previous system. For example, while Ida Smith may have been ID 101 in your previous system, she could be ID 1234 in NeonCRM. NeonCRM assigns sequential ID numbers upon import.

Account Custom Fields

In addition to the standard fields listed in the Available Fields section of this guide, you can also import to account custom fields using the Import Manager.You cannot import to individual or company custom fields using the Import Manager. More information on how to manage and create account custom fields is available here.

If any of your account custom fields have multiple selected values (e.g. an "Email List" field with multiple list options), you will need to format them in a specific way on your spreadsheet in order to import all selected values to each account.

See this guide for details.

Households

Note: You can import accounts with a "Household Name"or"Household Salutation", but be aware that doing so will result in the creation of a new household for each row in which you include these fields.

The Import Managerdoes notcreate relationships between accounts. However, as noted in the Available Fields section of this guide, the Import Manager can build households that can then be used to link the accounts of spouses, children, and other people living in the same home.

Importing to Household Name or Household Salutation will populate those account fields and create a household on the imported account. It will also set that individual as the primary household contact. Once you have completed your import, you can add additional accounts to the household by following this guide.

Limitations

Certaintypes of data are not able to imported using the Import Manager. These include (but are not limited to):

Relationships - any links between accounts, including household, employment, and/or account relations

Individual- and company-specific account custom fields

Activities, prospects, and grants

Secondary contacts

Volunteer data

Timesheet data

Seasonal addresses

More than two addresses

Example Import Template

A sample template for account import is available for download here: NeonCRM Account Data Template.csv

Please note that if you add data directly to this template file, you will need to save it as a .csv file before importing.

Import Assistance

Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation,If the Import Manager limitations include data that you need to import, we can do a full custom import for you. For more information, please contact your account manager.

NeonCRM's Import Manager requires certain data to be included for a successful import. It also requires data to be formatted in a specific way. This guide provides solutions for common formatting mistakes and errors received in the Import Manager.

Import Manager Size Guidelines

Data Formatting

Error Messages

Import Assistance

Import Manager Size Guidelines

The Import Manager does not have a concrete size limit in terms of file size, number of rows, or number of columns. Its capacity varies depending on network speed on the computer that you are using as well as the NeonCRM server's workload at any given time.

This means that if you are attempting to import during peak hours of NeonCRM usage (typically between 9-5pm ET), you may encounter issues. As a general rule, we recommend that you do not attempt to import more than 5,000 rows of data in a single spreadsheet.

If your session times out while attempting to import data, then splitting your import data into smaller files should allow you to complete a successful import.

Data Formatting

All data that is being imported using the Import Manager must follow certain data formatting rules. If data is not formatted correctly, it can result in error messages or incorrect data being imported.

Numbers Beginning with "0"

Microsoft Excel will drop leading zeroes within a cell. For example, a zip code of 02902 would look like this in Excel:

please visit our NeonCRM Consultation page here.

The easiest way to ensure that NeonCRM will import the full number is to force Excel to recognize the leading zero for import into NeonCRM. You can do this by following this third-party guide from Microsoft.

Full Name as a Single Field

NeonCRM requires that name information be separated into first name and last name, with additional separations for prefix, middle name, and suffix, as needed. For example:

Invalid File Format

NeonCRM's Import Manager will only accept .CSV files. To save an .XLS or .XLSX file as a .CSV file, when saving in Excel, selecting .CSV as the Save As Type.

Negative Numbers or $0 Amounts

NeonCRM will not accept negative numbers or 0 in the Donation Amount field for donations. More information is available in the Preparing Donation Data guide. You can, however, import $0 memberships or event registrations.

Date Field Formatting

All dates in import data must be in MM/DD/YYYY or MM-DD-YYYY format. To format your dates in Excel, highlight the cell or column, right-click, and select Format Cells...

On the Format Cells screen, select the Number tab, then the Custom option in the left panel.

This will reformat your dates appropriately.

Multiple Tabs

The Import Manager can only accept files with a single tab or worksheet. If you have multiple sheets in a single .CSV file (as shown below), you would need to copy the data from the additional tabs to new sheets and save them as new .CSV files.

Special Characters

Please review Importing Data with Special Characters.

Error Messages

If you encounter a particular error message when importing, try changing your data using the solution information below and doing a new import.

IDs Do Not Match

Import Cannot be Continued

Missing Required Field

Missing Value

Multiple Columns Mapped to the Same Field

No Account ID

System Error

Unmapped Fields

Unmapped Custom Field Value

IDs Do Not Match

Message: The IDs in [number of rows] rows do not match to existing accounts in NeonCRM. We cannot import data for these accounts. Please check your data and make sure that your IDs are correct or click Continue to proceed without importing data to the invalid IDs.

Explanation: When attempting to do an import adding transactions to accounts, at least one account ID was found to be invalid or incorrect. For example, if your data contains an account ID 192, and Neon was unable to find an account ID with that number to add the transaction to, this error would occur.

Solution: Click Cancel to end the import. Review your data and ensure that your account ID numbers are all correct and valid.

Import Cannot be Continued

Message: This import cannot be continued. Please create a new import.

Explanation: You attempted to continue an incomplete import of accounts and transactions.

Solution: Incomplete imports of both account and transaction data cannot be continued. Begin a new import with your data.

Missing Required Field

Message: The required column has not been mapped. Please map this column and try again.

Explanation: A required field for accounts, donations, event registrations, or memberships was not mapped during the import process. You can tell which dropdown data options are required because they will be in bold when mapping.

Solution: Click Cancel to end the import. In your spreadsheet(s), add the required column and data.

Missing Value

Message: You have not mapped the [name] value in [field name]. Please select a value, or check Ignore if you do not wish to import this [field name].

Explanation: You attempted to import Campaign, Fund, Purpose, Tender Type, and/or membership custom field(s) data that has not yet been created in NeonCRM.

Solution: Click Cancel to end the import and create the appropriate data in NeonCRM.

Multiple Columns Mapped to the Same Field

Message: You cannot map multiple spreadsheet columns to the same NeonCRM field. Please update your mapping and try again.

Explanation: You attempted to map multiple columns to the same NeonCRM field.

Solution: Map each column to a different NeonCRM field.

No Account ID

Message: An Account ID is required to update existing NeonCRM accounts. Please map this column and try again.

Explanation: The only way to update existing NeonCRM accounts is to include a column for NeonCRM Account ID on your spreadsheet.

Solution: Click Cancel to end the import. Add a completed Account ID column to your spreadsheet. More information on updating existing NeonCRM accounts with ID numbers is available here.

System Error

Message: The Web page you requested did not load because of a system error. Please use the navigation links on the left to continue browsing our web site.

Explanation: An unspecified error occurred and your import could not be completed.

Solution: This error can occur for one of two reasons:

The import timed out. This typically occurs if you are attempting to import too much data in a single spreadsheet. Try splitting your data into multiple spreadsheets.

Some other error occurred. Re-check your data and make sure that it is formatted correctly and no required fields are missing. If everything looks okay, submit a support incident so our technical support team can investigate.

Unmapped Fields

Message: You have not mapped the [value name] value in [field name]. If you would like NeonCRM to create [value name] as a new [field name], click OK to continue.

Explanation: You have not mapped a field value for Event Name, Individual Type, Membership Level, Company Type, and/or Source. NeonCRM can create it as a new option for you.

Solution: Click Continue for NeonCRM to create the field value for you. In the example below, NeonCRM would create a new event for you called Gala 2011.

Unmapped Custom Field Value

Message: You have not mapped the [custom field value name] value for the custom field [custom field name]. If you would like NeonCRM to create [custom field value name] as a new option for [custom field name], click OK to continue.

Explanation: You have not mapped a field value for an account or donation custom field. NeonCRM can create it as a new option for you.

Solution: Click Continue for NeonCRM to create the field value for you. In the example below, NeonCRM would create a new option in the account custom field Newsletter Subscription(s) called Advocacy.

Import Assistance

Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation,

The Quick Import tool provides a quick and easy way to add a batch of accounts to your database without using the standard Import Manager.

To access the Quick Import tool, navigate to Tools > Import Managerand click onQuick Import.

From this page, you can either manually type in the account information or paste it directly from a spreadsheet. Your spreadsheet columns should be set up in the order shown in the Quick Import tool.

If you choose to paste from Excel, please note that you can only paste to this sheet once per import. To paste, select the first cell and hit Ctrl + V (Command + V for Mac users).

Importing Individual Accounts

The default page is for importing individual accounts. You cannot import company accounts from this page.

Importing Company Accounts

To import company accounts, click on the below link to change to the Company Quick Import form. Note that the spreadsheet columns are slightly different.

Quick Import Commands

Check Data

This checks your data for any issues (as described in the Data Problems section below).

Save My Work

This saves your import without creating NeonCRMaccounts, so you can come back later and finish making changes before importing. You can access saved imports by navigating to: Tools > Import Manager.

Import

This imports your data into NeonCRMand creates accounts. This can be reversed by navigating to: Tools > Import Manager and clicking Delete next to the import you wish to reverse.

Reset

This removes all currently-entered data from the quick import sheet.

Cancel

This cancels the import process and sends you back to the Import Manager dashboard. All unsaved data will be lost.

Data Problems

NeonCRMhighlights data cells that contain problems. While you can proceed with an import of problematic data, we don't recommend it. Here are some explanations for common problems:

Names

NeonCRMrequires a first name and last name to create an account.

State

This import tool requires states to be formatted as two-letter state codes. This includes Canadian provinces.

ZIP Code

Zip codes must be at least five digits long.

Email

Email addresses must be complete and correctly formatted.

NeonCRM's Import Manager allows you to importup to two addresses for new accounts. Depending on the format of your data, this can be done in one of two ways.

Two Addresses on the Same Row

This option is available if you are doing an account batch update using IDs from NeonCRM OR importing account information using IDs from an external system, or if you are importing data without account IDs.With this option, you can have a single row that contains the data for both of the addresses that you wish to import, as seen below:

More information on importing accounts with IDs from another system is available here.

In this example, we are importing data with NeonCRM account IDs.

To begin your import, first navigate toTools > Import Managerand click onNew Import.

In Step 1, provide aTitle for your import. ForDoes your spreadsheet contain an Account ID column?, selectYes. ForAre these account ID numbers from NeonCRM?, selectYes. ClickSave and Continue.

On Step 2, make sure theAccounts checkbox is selected, then clickSave and Continue.

On Step 3.1, upload your .CSV file. ForDoes your spreadsheet have a header row?, selectYes. ForHow is your address data formatted?, selectEach row contains one account and multiple addresses. Then clickUpload data.

On the Import Column Mapping page, selectNew Mapping to continue. On the next page, map the columns in your spreadsheet to the appropriate fields in NeonCRM. The fields for the second address begin with "Secondary." After doing so, clickContinue.

On the Field Value Mapping page, confirm that NeonCRM has appropriately matched data options, then clickNext.

On the next page, indicate if you would like to save your mapping for future use, then clickImport your data.

You will then be notified that your accounts have been updated. ClickonGo to the Imports listfor more information about the newly-updated accounts.

In the Addresses section of the updated account(s), you will now see both addresses.

Two Addresses on Different Rows

Thisoption is onlyavailable if you are importing data with IDs from another system.With this option, you can have a single row that contains the data for the account along with the first address, and succeeding rows with the additional addresses that you wish to import, as seen below:

In this screenshot,ID is the ID number from another system.

To begin your import, navigate toTools > Import Managerand click onNew Import.

In Step 1, provide aTitlefor your import. ForDoes your spreadsheet contain an Account ID column?, selectYes. ForAre these account ID number from NeonCRM?, selectNo, they are from another system. ForWhat type of data are you importing?, selectI am importing new accounts. Next, clickSave and Continue.

On Step 2, provide the name of the system that your IDs are from, then clickSave and Continue.

On Step 3.1, upload your .CSV file. Select the appropriate options for your data for the header row, account type, and duplicate questions.ForHow is your address data formatted?, selectEach account has multiple addresses. Each row contains a different address. Then clickUpload data.

On the Import Column Mapping page, selectNew Mappingto continue. On the next page, select the column that contains the ID(s) from another system. ClickNext.

On the next page, map the columns in your spreadsheet to the appropriate fields in NeonCRM. ClickContinue.

On the Field Value Mapping page, confirm that NeonCRM has appropriately matched data options, then clickNext.

On the next page, indicate if you would like to save your mapping for future use, then clickImport your data.

You will then be notified that the account data has been successfully imported. ClickonGo to the Imports listfor more information about the accounts.

In the Addresses section of the account(s), you will now see both addresses.

Neon will prevent you from deleting imported accounts if

transactions (donations, event registrations, memberships, and store purchases),

households,

or account relationships

have been added to any of those accounts subsequent to the import.

Account Batch Update imports cannot be undone.You can delete the import history record from the list under the Import Manager, but this will not undo the updates made to the accounts.

However,most importscan be deleted.

Deleting an Import

You can undo an import of accounts, donations, memberships, or events that you have imported through theImport Manager.

For the items that you wish to delete (accounts, donations, memberships, or events), select the linked number.

To delete an import of accounts, you must first delete the transactions (i.e., donations, memberships, events) that you imported during that import session, as they are elements on your accounts.

After removing any donations, membership, and event info you have imported, you can then remove the accounts. The process is exactly the same regardless of imported record type.

The next screen will display the accounts that were imported.

ClickDelete these accounts to undo the import. You will be notified that the deletion was successful.

Summary

Why are there diamond question mark symbols () in my imported data?

Due to how Microsoft Excel encodes textwhen exporting to a CSV (Comma-separated value) format, importing data containing special characters, such as accented letters (e.g.,,,,) or non-Latin script (e.g. Greek, Cyrillic, East Asian script), can result in display issues in NeonCRM.

Incorrect:

Importing Data in NeonCRM

Correct:

If your data contains special characters, follow the steps below tochange the character encoding of your CSV file prior to import into NeonCRM. You will use three tools: Excel, Notepad, and NeonCRM.

Exporting from Excel on Windows

In Excel

Save your data file by clicking File > Save As.

In theSave Asmenu, selectCSV (Comma delimited) (*.csv)under the theSave as typedropdownmenu.

ClickSave.

Close Excel

In Notepad

Find your saved CSV file.

Right-click on the file and clickOpen with>Notepad.

Notepad will open with your data in a comma-separated format.

ClickFile>Save As.

In theSave Asmenu, selectAll Files (*.*)under theSave as typedropdownmenu.

In theSave Asmenu, selectUTF-8under theEncoding dropdownmenu.

ClickSave.

In NeonCRM

Go toAccount>Import Managerto beginyour data import. For more guidance, please review.

Contents

Introduction

Creating Households

Adding Household Contacts

Note about Household Contact Records

Converting a Household Contact Record to an Individual Account

Managing Households

Updating multiple contact addresses

Reporting on Households

Mailing to Households

Introduction to Households

Households are a way of keeping track of the relationships amongst families and those who live together. In NeonCRM, household tracking allows you to:

See the total involvement of a household with your organization in one place

Simplify print mailings by sending only one letter per household

With these tasks in mind, this guide explains how to take advantage of household tracking.

Please keep in mind:

A household is NOT a person. Therefore, it cannot donate, register for events, or purchase store products.

A household is NOT an account. It does not count towards your total number of NeonCRM accounts.

A household's email address is tied to the same person as the physical address: the household primary contact (for tax purposes, each individual needs a separate receipt for donations, so households should not be used for this anyway).

You can have household memberships that apply to every account linked to a household. This is called a Household Group Membership.

An individual can belong to more than one household. However, an individual cannot be the primary contact (address holder) of more than one household. Primary contacts can be added as a secondary contact in other households.

If an individual belongs to more than one household, their transactions will be applied to all households. Keep this in mind when running reports with totals.

There are several ways to create households in Neon:

Clicking the "New Household" button from a Neon account page.

Importing "Household Name" or "Household Salutation".

Adding a Household Group Membership.

Creating an event and choosing the option to track the relationship between the registrant and attendees.

Once a household is created in one of these ways, you can then add family members to that household. This guide walks you through this process of creating households and adding contacts to them.

Creating Households

A household is created from an Individual's account. Once you create a household, you can add additional members to the household. To create a household, go to an Individual's account and select New Household in the Household Contacts section.

To learn more about each type of merge, click here.

On the next screen, define the Household Name and Household Salutation, which can then be used in reports and in mail merges. The Household Address is the primary address on the head of household's account.

When you're finished, click Create Household. Once a household has been created, the Household Contacts section of the individual's account page will change:

The individual on whose account the household is created automatically becomes the first member of this household and is thus the household primary contact (address holder).

Tip: The primary contact is always marked with a flag.

Adding Household Contacts

Now that you have created the household, you can add additional household contacts such as spouses and children. To do this, open the Actions Menu and select New Household Contact.

The New Household Contact window will appear with basic name fields and a space to designate the Role of the household contact in relation to the head of household, and the dates (if applicable) of the relationship.

Start typing the name of your new contact in the First Name field. NeonCRM will search for an existing account in the system with the same name.

If you find a match, select it from the list, assign aRole and click Create Contact. The existing account will be added to the household. Each account will still remain separate and can be managed independently.

If you do not find a match, select the "Create: " option to create a new household contact record. More contact fields will be available to populate at this point.

Note that there is a Create a Neon account checkbox option on this form. If you check this box, a separate Individual account will be created for the new contact. The new account will be added to the household, but each account can be managed independently.

If you leave the box unchecked, the new contact will exist in the system as an Additional Contact Record.

About Additional Household Contact Records:

Household contact records exists solely within a NeonCRM account and do not count toward your account total.

You can only track basic contact information for additional contacts and they cannot register for events, make store purchases, etc.

Typically, Additional Contact is used for spouses who do not have their own interactions with your organization or minor children who do not need to have their own "full" account.

These additional household contact records exist within the household only, so you cannot search on household contact records in Neon reports.

You can view household contact records in the Additional Contact Report I and Additional Contact Report II.

If you search for an additional household contact record in the account search field, that should pull up the primary household contact's Neon account.

When searching for an individual account, the Contact Name column in the search results will display the name of the account in addition to the name(s) of any of their household contact records.

When you've completed the form, click Create Contact. The Household Contacts page now shows the updated view.

If you did not create an account for the new household contact, their name will appear as plain text. If they do have their own Individual account, their name will appear as a link that you can click to access it.

Converting Additional Household Contact Records into Individual Accounts

At any time, you can convert an additional household contact record to an Individual Account in NeonCRM. To do this, open the Actions Menu next to that contact's name in the Household view and select Convert to Individual Account.

This will bring up a confirmation screen. Click Confirm if you want to continue.

The new individual account will include the contact's personal information and address as well as the household address. They will maintain their relationship role and connection to the household.

Managing Households

You have the following additional options to manage your households:

View Household Details

Clicking the name of the household at the top of the Household Contacts page will take you to the household detail page. You can do this from any household contact's account.

From here, you can see the entire activity of a household as a whole. You can also edit the household and add contacts from here. The Household view page lists any transactions and includes household summary data. You can also make changes to the household from this page.

Information available from the household view page:

Basic Information - edit the Household Name, Household Salutation, and Household Address or delete the household.

Household Contacts - edit or delete existing household contacts and add new ones.

Donations, Membership History, Event Registrations, and Purchase History - itemized and summary data for the entire household.

Activities - lists any activities of household contacts.

Edit Household

You can edit household information from either the Household Contacts section of the Account page, or when editing the basic Account details of any of the contacts.

A household's address is linked to one of the individuals within it. This individual is referred to as the household primary contact (address holder). When you edit the household, you can select who the address links to.

Updating multiple contact addresses

If you update any contact's primary address, you can apply the same update to the primary addresses of any or all household contacts.

After you update the address, go to the Household Contacts section of the account.

Click the Actions menu of the updated contact and select Apply Address to Contacts.

On the next page, you will be able to choose which contact(s) to update. You can select individual contacts (option A below), or click Select All (option B).

Once you've made your selection(s), click Update Address.

You will see a confirmation window, with a notice that a new home address will be added to any contacts with individual accounts and made primary.

Click Confirm. All of your selected household contacts will now be updated with the new address.

Delete a Household

To delete a household and all contact relationships associated with it, open the Actions Menu at the top of the Household Contacts section and select Delete Household.

When you delete a household, NeonCRM removes the connection between the individuals within the household. It does not remove the accounts or any transaction history. It will, however, delete any Additional Contacts within the household.

Viewing All Households

To see a quick list of all households in your system, navigate to: Accounts > Households.

Reporting on Households

Household totals can be accessed from Reports > New Report > Communication and Mailing > Household Report.

Available Reporting Data Columns

The following household data is available in a household report:

Household ID

Household Name

Household Salutation

Household Address

Primary Contact Email

Primary Contact Phone

Primary Contact Preferred Name

Primary Contact Account Custom Fields

You can also access the following totals for both households and non-householded accounts:

Quantity of the following transactions (Count) for current and last fiscal and calendar years:

Donations

Memberships

Event Registrations

Store Purchases

All transaction types combined

(Dollar) Amount of the following transactions for current and last fiscal and calendar years:

Donations

Memberships

Event Registrations

Store Purchases

All transaction types combined

Total Amount; Total Count:

Donations

Memberships

Event Registrations

Store Purchases

All transaction types combined

Last Amount; Last Count:

Donations

Memberships

Event Registrations

There are also options that allow you to define who you want to be displayed in your report results:

Display household records only limits the possible search results to householded records only.

Display household records AND accounts that do not belong to households will generate a report of householded accounts, non-householded individuals, and companies.

The Record Type column will show "Household", "Individual Account", or "Company Account" for each row.

For company accounts, the Household Name/Full Name column will show the company name.

For company accounts, the Household Name/First Name and Household Salutation/First Name columns will display the first name of the company's primary contact.

For company accounts, the Household Name/Last Name and Household Salutation/Last Name columns will display the last name of the company's primary contact.

Search all linked household accounts tells Neon to search all household contacts for qualifying records. For example, if you check this box and set criteria for donations within the past year, the report will return records for all households in which any contact has a qualifying donation. If you do not check the box, the report will only look at the primary contact's record for householded accounts.

Mailing to Households

One of the primary purposes of tracking households is to reduce mailing costs by sending a single letter to a household, as opposed to several. We have added a tab to the Household Report to make creating mailing lists easy. To run a Household Report, go to Reports > New Report > Communication And Mailing > Household Report.

You'll see a summary of the default columns and search criteria. Click Edit under either to narrow down the scope or the columns.

Note: The Household Report does not de-duplicate by address. If you have two individuals in your database with the same address, but they are not linked by household, they would both receive a mailing. Also, if you have two households in the database with the same address, they will both receive a mailing.

Once you select the appropriate options, click Run Report.

The households will display using the report output display and the Household options that you selected. You can easily generate a mailing to this list by exporting to Excel or CSV, merging directly to Microsoft Word, and/or generating a Mailing in Neon.

In 2015, NeonCRM introduced Responsive Markup for front end forms. Responsive Markup improved the usability of front end forms on mobile devices. On May 9th of 2020, NeonCRM will removing the classic markup settings from all systems.

We encourage all users to turn on Responsive Markup prior to May 9th, 2020. Enabling Responsive Markup prior to the switch will allow your organization to check your front end forms and make any adjustments if necessary.

Am I using Responsive Markup?

Here is the same form with each markup.

Classic Markup

Responsive Markup

To tell if you are affected by this change, navigate to the Settings cog > Global Settings > Front-End Markup Settings.

If you are already on Responsive Markup, you're all set. If it is set to Classic Markup, go ahead and select Responsive Markup and click Save Settings.

If you made a change, check your front end forms, and make any adjustments if needed.

Contents

Saving Reports

Saving Changes to a Saved Report as a New Report

Sharing Reports

Accessing & Deleting Saved Reports

Saving Reports

You will probably want to save the custom reports that you run often.

When you save a report, you save the search criteria and the columns included in the report at the time you save it.

Note: The report configuration (criteria & columns) is saved,but not the results. The results will update dynamically to match your current data.

To save a report, click on Save Report Configurationon the results page.

The Save Report Configuration options will appear.

Name your report, and, if you like, add a description and give it one of your custom report types.

In the Make this report available to dropdown you can choose whether this report is available to all logged-in Neon system users or whether only you can see this saved report.

Saving Changes to a Saved Report as a New Report

Sometimes a moment arises where you need a report that is similar to one you have built, but you wish to not change that report as it is still applicable to your organization's needs. Once you make the desired changes to your saved report and run it, you can choose the option to Save as a New Report.

Sharing Reports

Selecting the Share Reportbutton allows you to create hyperlink to the dynamic results.

You might use this to share a status report with your board of directors, who may not need full access to the system but want to view some reports

Check the box forCreate a hyperlink to share this report publicly in order to see further options. (This will not automatically share the report.)

Once checked, you can choose whether to give the hyperlink a certain time frame during which the link will work or create an access code as a password for access.

Click Save Changes and your hyperlink will be generated.

Clicking Email Link will copy the link into your computer's default email program.

Anyone who follows the link will be directed to either the report, or a page that prompts for the access code.

This link does not show you a static view of the results the data is current whenever you access it

Accessing & Deleting Saved Reports

Saved Reports can be found underReports > Saved Reports.

They are also accessible from a dashboard widget underDashboards > Reports.

If you do not see the Saved Reports widget in your dashboard, click the actions drop down menu on the right hand side of the page and select Add New Widget.

Go to the Reports widget menu and select Saved Reports.

You can delete old reports from the Saved Report dashboard widget; just click the X for that report in theActions column.

Note: Reports can only be deleted by the system user who created them. If the system user who created a report is deactivated, a System Administrator can delete that report instead,

Many organizations have an existing PayPal Standard account that they would like to connect to NeonCRM forms. An option to pay via PayPal can be added to your Neon credit card payment page from the Payments & Transactions section of Global Settings.

A PayPal Button is NOT a credit card gateway. It is a tender type and therefore does NOT have the same capabilities as a gateway when linked with your Neon forms. A PayPal Button is intended for use in conjunction with a credit card gateway.

One advantage of adding this button is that PayPal Standard will allow constituents to see the transaction amount in their local currency. This feature can be useful for international constituents.

Differences & Limitations

A payment gateway allows the user to submit their payment directly from your NeonCRM forms. From the constituent's perspective, it's as if they never leave your website.

Submitting payment through the PayPal Standard optiontakes your constituents away from your NeonCRM payment page. When using PayPal Standard, submitting your form will take the constituent to the secure PayPal website for the user to log in or pay by credit card. PayPal handles the complete checkout experience and then returns the user to your site.

PayPal Standard has limited payment processing capabilities.PayPal Standard should NOT be used as your primary means of processing online payments with Neon.

PayPal Standard does NOT support recurring payments (i.e., recurring donations, membership auto-renewals). If a constituent chooses to set up a recurring payment, the PayPal Standard option will automatically be disabled on your payment forms.

Neon does NOT support multiple PayPal Standard accounts & this payment option is NOT supported for the multiple gateway mapping.

It takes some time for PayPal Standard to communicate back to Neon, so transactions will always be entered into Neon with a " Pending " status.

PayPal Standard can only be used to process transactions on your front-end forms (when enabled). PayPal Standard cannot be used to process transactions on the back-end of NeonCRM.

The Credit Card Processing Fees which you can configure in Neon will not be applied if a constituent submits payment through PayPal Standard, because they are being externally redirected to submit payment on PayPal's site.

Neon Set Up

If you wish to add a PayPal Standard button to your NeonCRM payment forms:

Make sure that Instant Payment Notification (IPN) is turned on in your PayPal Profile. While logged in to your PayPal Standard account, navigate to My Account > Profile > Instant Payment Notification preferences to turn this option on.

Also, if you add the following URL to your IPN settings, this should help change any future successful PayPal Standard transaction from "Pending" to "Success": https://www.z2systems.com/np/clients/[yourorgid]/paypalNotify.jsp Make sure that you replace [yourorgid] with your Organization ID. This can be found in NeonCRM's Organization Profile.

In NeonCRM, navigate to Settings cog > Global Settings > Payments & Transactions and click PayPal Button.

Tender Types

On the setup page, enter the email address associated with your PayPal Standard account and toggle theEnable PayPal Button setting to On. Click Update to save your changes.

Activate PayPal under your list of in Neon. This will add the PayPal payment option to your Credit Card form, as shown in the example below.

Note: The label of the yellow PayPal button depends on the type of transaction. The above example is from a donation page, so the PayPal button reads "Donate".

Contents

Merging FAQ

Duplicate Manager

Duplicate Merge History

New Duplicate Scan

Duplicate Scan Results

Step 1 of 3 - Choose which account to keep

Step 2 of 3 - What should we do with these matches?

Step 2a of 3 - Merge Addresses

Step 3 of 3 - Merge Account Data

Duplicate Merge Summary

Duplicate Checking Current Accounts

Scheduled Duplicate Scans

Avoiding Duplicate Accounts

Related Guides

Managing Duplicate Accounts

Duplicate accounts are multiple accounts for the same individual or company. Duplicate accounts can make managing and reporting difficult in NeonCRM, because multiple accounts have information for the same person.

There are two ways to manage duplicate accounts:

Duplicate Manager, a utility located under the Toolstab

Duplicate Check (Find Duplicates), an option found at the top of all Neon account pages

Note:When merging duplicate accounts, NeonCRM keeps all transaction data regardless of which account is kept or purged.

Merging FAQ

Q. Will the transactions on both accounts be kept?

A. All transaction history on a merged accounts will be moved to the kept account.

Q. Will the custom fields on both accounts be kept?

A. Custom fields on the merged account will be transferred to the kept account. For conflicting options where only one answer is allowed (different radio buttons, free-entry, or drop-down options) the kept account will override the merged account. Multiple entries in a single checkbox field will be combined.

Q. Will the login names and passwords on both accounts be kept?

A. No. After 06/13/2015, the kept account will automatically be given the most recently used login information.

Q. Will the phone numbers on both accounts be kept?

A. After 06/13/2015, the phone numbers will appear listed on step 3, data compare page, so you can choose which to keep.

Q. When I keep an account (instead of merging it), will it still appear as a duplicate?

A. Accounts that you choose to keep will not be merged into the kept account, however, they will reappear as possible duplicates the next time a scan is run. Until a new scan is run, they will not display as duplicates. Most can be avoided by using the Name + Email match or the Name + Address match.

If you must use that scan again, you can prevent the false match from showing up again by clicking "Not Duplicates" next to the name(s) in question.

Q. Will the email addresses on both accounts be kept?

A. If your duplicate accounts have different emails and you want to retain both, you will get a chance to do this in step 3 of the duplicate merge process.

Q. If I run a duplicate scan, will the scan pick up company names that lack a suffix (such as Company and Company Inc.) as duplicates?

A. The duplicate scan will now pick those up.

Q. Is there a way to tell the Duplicate Manager that certain items are not duplicates of each other?

A. The "Not Duplicates" action can be used to mark false positives. They will not show up as duplicates of each other in future scans.

Q. A certain match was marked as "Not Duplicates". Where can I find it?

A. At the top of the Duplicate Manager, there should be a link called "Accounts Marked As Not Duplicates". The "not duplicates" matches can be found there.

Duplicate Manager

The Duplicate Manager allows you to scan your database for duplicate accounts, merge duplicate accounts in bulk, and view your merged account history.

This tool can be found here at Tools > Duplicate Manager.

View the complete guide to Dealing with Duplicates

Once you run each scan, Neon will update the Duplicates Found in Last Scan and Last Scan Date columns. Below is what your duplicate manager will look before running any of these scans for the first time.

Merge History

Click the Merge History button to see a list of all previously merged accounts.

From the duplicate merge history list, click on a row to view the details of the merged accounts.

This takes you to the Duplicate Merge Detail page, where you can see the accounts you merged and the updated account data.

You can also view the duplicate merge history from a Neon account page. If an account has been merged, you will see a link at the top of that account page indicating the number of times it has been merged.

Click on that link to see the duplicate merge history details.

Duplicate Scans

To scan for duplicate accounts, navigate to Tools > Duplicate Manager.

From this page, you are given a list of possible duplicate scan criteria.

Neon has 5 duplicate scans:

Email Match

Name + Email Match

Address Match

Name + Address Match

Name Match

Select a scan, and click Run Scan.

Once the scan has completed, you will be shown a list of results.

To see the remaining results of your previous scan, just click the results number instead.

To see any scans that you previously marked as not-duplicates, click Accounts Marked As Not Duplicates.

Duplicate Scan Results

This page displays a list of matched accounts.

The Matched Data column shows the specific piece of information that the matched accounts have in common.

The Matched Accounts column lists the accounts that have been matched.

The Most Recent Account Create Time column lists the date that the most recent account found in the scan was created.

The Actions column lists the possible actions you can take with each set of matches, whether to Compare Accounts (if they may be duplicates or otherwise related in some way), or mark them as Not Duplicates (if you are certain they are not duplicates). Marking two accounts as "Not duplicates" will exclude them from the scan in the future.

For this example, we'll find a set of duplicates and click Compare Accounts.

The duplicate merge process has several steps:

Step 1 of 3 - Choose which account to keep

Step 2 of 3 - What should we do with these matches?

Step 2a of 3 - Merge Addresses

Step 3 of 3 - Merge Account Data

Duplicate Merge Summary

Step 1 of 3 - Choose which account to keep

First, you must decide which account will be kept. The Duplicate Match Details section shows data fields for the possible matches, which should help you decide which account should be considered the "main" account.

The Login Name and Time are listed. NeonCRM will automatically move the most recently used login name to the kept account.

Note:If the account holder is currently logged in to one of the accounts, that account will automatically be selected as the kept account. You will not be able to select another account as kept until they log out.

Select This is the main account, and click Next.

Step 2 of 3 - What should we do with these matches?

After you have decided which account is to be considered the "main" account (the account others are merging into), you must decide what to do with the rest of the possible duplicates. Your options are:

Merge

Keep this account (Do not merge)

Link as an Account Relation

Add to Household

Merge

This means that the account's data will be combined with the "main" account. After the merge is complete, the account will be deleted permanently, with transaction and communication history added to the main account. This option is selected by default for all possible duplicates, as it is the most common scenario.

Keep this Account (Do not merge)

This exempts the account from the current merge operation. The account will continue to show up as a possible duplicate in later duplicate scans if you wish to merge them later.

Link as an Account Relation

This will keep the account as a unique account instead of merging it, and will allow you to define a relationship between the accounts. When you select this option, you will be prompted to assign a role to each account. Read about Neon relationships here.

Add to Household

This will add the account to the "main" account's household. This option is only available when merging Individual Accounts, as Company Accounts cannot be in a household. Read about Neon households here.

Select the appropriate operation for each possible duplicate, and click Next to continue with the duplicate merge.

Step 2a of 3 - Merge Addresses

This page will be displayed if the accounts being merged have existing addresses. In this step, you decide how to handle the addresses associated with possible duplicates. You have two options:

Replace this Address

Add New Address

Replace this Address

This option should be chosen when the address matches on both records. The address of the main account will override the merged address.

Add New Address

This option should be chosen when both addresses in question are known to be correct. The address of the "main" account will be kept, and the address of the account to be merged will be added as an additional address to the "main" account.

Step 3 of 3 - Merge Account Data

In this step, you determine which data, from all possible duplicates, will be kept on the "main" account. The far-left gray column, Final Account Details, contains the values for each field that will be kept. For each data field (row), you can click radio buttons to choose a different value for each data field. By default, the Final Account Details column will show the existing values from the "main" account.

When you are satisfied with the data shown in Final Account Details, click Next.

Duplicate Merge Summary

This page shows a summary of all actions that are about to be taken. It will show specifically which accounts will be merged, ignored, linked as relationships, and linked as household contacts. To complete the action, click either:

Merge Accounts and Return to Scan Results

Merge Accounts and Continue to Next Duplicate Match

Merge Accounts and Return to Scan Results

This completes the duplicate merge, then returns the user to the list of possible duplicate matches.

Merge Accounts and Continue to Next Duplicate Match

This completes the duplicate merge, then immediately proceeds to the next set of duplicate matches.

Duplicate Checking Current Accounts

You can also check for possible duplicate accounts for a single account by selecting the Find Duplicate button at the top of an account page.

This will take you to the Duplicate Checking page.

Neon will scan for duplicates based on your currently selected duplicate match rules. The Matched Data column shows the specific piece of information that the matched accounts have in common. To change these, click Configure Duplicate Scan Rules.

Duplicates will display in two groups: general/overall duplicates and related accounts.

Related Accounts are accounts with matching contact information that belong to the same household or are contacts in the same company. You can merge these or mark them as Not Duplicates separately from the regular group.

To compare and merge the listed accounts, select the radio button nextto the matched data and click Compare Accounts.

The account page that you were looking at before will be marked as the main account by default.

Select a different main account if you wish to merge to it instead.

Follow steps 1-3 as in the Duplicate Manager, above.

You'll be given a summary page and the options to cancel or merge and return to the main account.

Scheduled Duplicate Scans

Regularly running duplicate scans is important in order to stay on top of the duplicate accounts in your database. Neon's Scheduled Duplicate Scans tool allows you to somewhat automate this process.

On your Account Dashboard, you can include the Scheduled Duplicate Scanes Widget. This contains a list of the latest scans run on your Accounts and buttons for acting on these scans. Clicking on the Merge Duplicates button for a scan will take you to the results page for that scan.

To set up a new scheduled duplicate scan, click Configure Scheduled Scans button above your scans list.

This window will show any existing duplicate scans. You can set up as many as three scheduled duplicate scans. To add a scheduled scan, click the + Add Scheduled Scan button.

Scans can be set to run every day, every week, or every month.

Ifrunning the scan everyweek, select on which day of the week you'd like the scan to run. If running the scan everymonth, select on which day of the month you'd like the scan to run.

Then, selectwhich type of scan you wish to run.

When everything's ready, click the Save Settings button, and the duplicate scan(s) will be scheduled to run regularly.

Avoiding Duplicate Accounts

Duplicate accounts can seem unavoidable, but there are several ways that you can keep them to a minimum:

Regularly run the Duplicate Manager and merge duplicate accounts. If possible, use scheduled duplicate scans and check them regularly.

Enable the Encouraged Log In setting.

Encourage your constituents to create usernames and passwords and log in to their NeonCRM accounts. The best way to do this is to send an email to all accounts in your database asking them to create a username and password. We suggest doing this immediately after your NeonCRM system goes live.

Enable the Auto Authentication feature. Auto Authentication automatically logs a constituent into their account when they click on a link in a Campaign Email that you send to them. This means that users are more likely to be logged in and will not enter their information into a NeonCRM form a second time, thus creating a duplicate account.

To avoid recurring false positives, make use of the "Not Duplicates" function in the Duplicate Manager. This will mark the accounts in question so that they do not show up as duplicates of each other in future scans. If two different people share the same or similar names, this can be used to prevent system users merging the two accounts by accident.

Campaigns are the most important allocation for donations & event registrations. Typically, a Campaign is used to track how donations came to your organization, such as a special fundraising event, annual appeal, or year-end fundraising drive. Campaigns can also have their own specialized online donation form.

In addition, use Fund & Purpose to allocate your gifts beyond the campaign.Fund & Purpose are back-enddesignations your donors do not have direct access to.

Watch this ~3 minute video:

Funds

Funds are larger efforts than Campaigns or Purposes. The most common Funds are Restricted, Unrestricted, and Endowment (if applicable). You could have three or four campaigns that all contribute to your Unrestricted fund.

To set up Funds, navigate to: Global Settings> Payments & Transactions > Allocation> Funds.

You will need to specify the name, code, start date, and status in order to set up a Fund.

When you mark a Fund as the default, you are given an additional option to Apply to front end (online) donations.

Purposes

Purposes are a way to flag donations to be used for specific purposes. For example, people who donate to the Red Cross can say they want their donation used specifically for disaster relief. Similar to the Campaign field, Purpose can be a multi-leveled hierarchy as well and you would set up this in the same manner as the campaigns.

To configure Purposes, navigate to: Global Settings> Payments & Transactions > Allocation> Purposes

Name is the a required field. Defining a Super Purpose makes this particular purpose a Sub-Purpose of whichever one you choose. This means transactions that are attributed to this purpose will also be attributed to the Super Purpose.

When you mark a Purpose as the default, you are given an additional option to Apply to front end (online) donations.

Store Module

Some reports on product performance and overall transactions are available within the Store module. Navigate toStore > Orders > Store Reports.

The Product Sales Report shows the overall sales of each Store Product. The report will show a separate line for each product option. For example, in the image below, the three lines for "Mug" all relate to the same product, but show how many of each option have been sold.

This Transaction Report and Payment Report will list each transaction, including those without a Store Product.

Filtering the Transaction Report list by the Selected Total column will make that report show only the totals for the selected transaction type.

To find one particular Order or Product, navigate the relevant list page and filter or search.

Reports

Reports dedicated to the Store are available under New Report & One Click Reports.

Data about Store transactions are also available in many standard reports like theStats Report,Executive Reports,andAll Accounts Report.

We recommend sending donation acknowledgements soon after the transaction with System Emails and/or System Letters. However, many organizations choose to send an additional message at the end of the year, summarizing contributions. This is not required by the IRS if you have sent contemporaneous acknowledgements for each transaction but can be a part of good stewardship.

You can send end-of-year receipts in a few different ways. Here are suggested messages with tips about how to best acknowledge your constituents' contributions.

Tip:Replace all items in [brackets] with your own information. Replace all items in <<carets>> with tokens.

Sample 1:

Organizations only acknowledging donations should send this message in January. It can be sent via campaign email or campaign letter.

Run a report to identify the message recipients as all accounts with donations this year.

In-Kind donations

Dear <<Constituent First Name>>,

Wow - [year] was a big year for <<Organization Name>> as we [moved to a new location, expanded our program offerings, etc]. You helped make it happen!

In [year], you contributed a total of $<<[Year] Calendar Year Donation Amount>>.

<<Organization Name>> is a 501(c)(3) nonprofit organization and your donations are tax-deductible to the extent allowed by law. Our EIN number is ##-#######. No gifts or services were provided to you in exchange for your gift. Instead, we were able to use the full <<[Year] Calendar Year Donation Amount>> to fund our programs.

Thank you!

With gratitude,

[Development or Executive Director Signature uploaded as an image]

Sample 2:

Organizations with significant tax-deductible event registrations should send a campaign email. This email could be sent in December or January.

Create an email audience to identify the message recipients as all accounts with donations or tax-deductible event registrations this year.

Dear <<Constituent First Name>>,

Wow - [year] was a big year for <<Organization Name>> as we [moved to a new location, expanded our program offerings, etc]. You helped make it happen!

Log in to download receipts for all of your incredible gifts here: [Neon login URL]

Not sure about your password? Click here to reset your login. [Highlight click here & link to the reset password link] It's easy!

<<Organization Name>> is a 501(c)(3) nonprofit organization and your donations are tax-deductible to the extent allowed by law. Our EIN number is ##-#######.

Thank you!

With gratitude,

[Development or Executive Director Signature uploaded as an image]

When they enter the Constituent Login Portal to view & print their own tax receipts,constituents can view their donations & tax-deductible percentages of their event registrations.

Itemized Donation Table

Neon has a set of email tokens that generate an itemized donation table that includes the total donation amount in the last row. These tokens are for the current and last calendar year as well as the 3 most recent fiscal years and are available for Campaign Emails, Campaign Letters, Donation Appreciation System Emails, and Donation Appreciation System Letters.

Note: Only successful donations and pledge payments are included in the itemized donation table. will be included in the list (including the description of non-cash donation if one is provided), but the Fair Market Value will not be shown or counted towards the yearly donation total.

These tokens can be used in a Campaign Email or a Campaign Letter to send out itemized receipt emails to your donors at the end of the year, as shown in the example below.

Contents

Creating New Reports

Report Types

Stats Report *

Daily Reports

One-Click Reports

Executive Reports

New Reports

Navigate to Reports > New Report if you want to build a report from scratch. You choose the search criteria and output columns when building a new report. New Reports lack the pre-configured criteria of a One-Click Report or an Auto-Report.

system user

New Report Types

It’s important to choose the right report type because they query the constituent data a bit differently. Once you understand the differences between them, you’ll find it much easier to get the results you’re looking for.

The types of new reports available depends on the Neon modules enabled for your system. For example, if you do not have the Membership module, you will not see a section for Membership reports.

Communication & Mailing

Donation

Donor

Transaction & Payment

Membership

Online Store

Campaign

Event

Moves Management

Stats Analysis

Communication and Mailing

The Communication & Mailing reports are account based, which means they search on account data rather than transaction data. You’d use these reports any time you want to focus on account contact and account custom field information. Use one of these reports to search on account custom data, account notes, email communication history, addresses and relationships.

These reports are found here: Reports > New Report > Communication & Mailing

Frequently used reports in this category include:

Mailing Report

All Accounts Report

Household Report

Email Report

Account Note Report

In these types of reports, you can search on account custom fields using the "Account Custom Fields" search category.

You can also build mailing lists. From the report results page of the Mailing Report and the Household Report, you have the additional option to 'Create Mailing' with the results. Clicking this button will take you to the page shown below where you can run a Mail Merge and create a Material Tracking for this merge.

The detailed guide on adding mail merges to material tracking is found here.

Learn how to report on and create mailings for Households.

Run the Email Report to report on campaign email stats (e.g. opens, bounces, clicks, opt-outs, etc.). Also can be used to identify invalid email addresses.

Use the 'Email' search category to search on information related to your email statistics and email communication history. You can filter your results based on the type of email, campaign name, sent time, bounces and opens, opt-out date and other email related information.

Use the 'Basic' search category to search on account information.

The Names and Addresses by Account Relationship report searches on accounts linked by an Individual or Company Relation. These relationships appear under the Account Relations section of a Neon account page. These relationship types are configured under Global Settings.

The Additional Contact Report allows you to search either the Main Account or the Contacts of that account for the criteria you've specified:

The Main Account is the Company or Primary Household Contact.

If you search by the Main account...

...the report will return that account in the results, as well as separate rows for each of its contacts, whether the contacts fit the report criteria or not.

If you choose to search the Contacts...

...the results will show only the contact that fits the criteria and the Main Account.

Donation

Donation reports are transaction based, which means they query against donation transactions that have been recorded in your database. You’d use these to pull up individual transaction information for donations, pledges, pledge payments, soft credits and honor/memory information. Donation reports will give you totals for each column, but subtotals have to be done by exporting the results to Excel. Learn about reporting on different donation types here.

These reports are found here: Reports > New Report > Donation

The Donation Detail Report is a transaction based report, which means that each row in the report results will be a different donation record. A Donor Report is account based, so each row will be different donor.

Donations with Honor/Memory and Acknowledgee information can be viewed by running the Honor/Memory Donations Report. Certain Honor/Memory and Acknowledgee information can also be searched and viewed in the Donation Detail Report.

Learn more about reporting on donations with Honor/Memory & Acknowledgee information here.

This category also houses the Recurring Donation Report.

More details on recurring donation reporting can be found here.

Donor

Donor reports look at account information, rather than transactions. To show up on a Donor report, the constituent must have a donation record on their Neon account. This is different from a Mailing Report or All Accounts Report, which look at all accounts.

These reports are found here: Reports > New Report > Donor

Transaction & Payment

Transaction & Payment reports look at transactions of any type. These reports are useful for totaling multiple sources of income. For example, you can summarize income from a group of constituents, or over a period of time.

These reports are found here: Reports > New Report > Transaction & Payment

This category of reports includes:

Transaction Report

Payment Report

Itemized Transaction Report

Expired Credit Card Report

Product Sales Report

Transaction Report

The Transaction ID column will populate with the transaction number provided by your gateway for online credit card payments. If the 'Check #' field is populated for check payments, then that number will display as the transaction ID.

Use the 'Item Type' search field to narrow your results to certain types of transactions. Pull in the 'Item Description' column to see the item type in your report results.

Use the 'Transaction Date' to search on the Donation Date, Membership Enrollment Date, Event Registration Date or store purchase date.

You can search on the 'Total Charge' of the transaction using this report type. This search criteria allows you to find all transactions with a total charge equal or greater/less than a specific amount. For example, you can limit the scope of the search to event registrations totaling more than $20 by loading the following search criteria:

Item Type: Equal EVENT_REGISTRATION

Total Charge: Greater Than 20

Add the 'Event Registration Total' and 'Total Charge' columns to your report. You'll notice that 'Event Registration Total' column will be greater than $20 for each row. The 'Total Charge' may be more than $20 if there are other items (e.g., donations) in the same transaction.

Membership

Membership reports are account based, which means they capture member data rather than individual membership transactions.

Note: An account can only appear once in the results of a Membership Report. To capture a list of individual membership records, you must run a Transaction Report.

These reports are found here: Reports > New Report > Membership

The Member Report allows you to search for both current and expired members; the Current Member Report will only search amongst current members.

The report results columns "Membership Name", "Membership Cost", "Membership Start Date", "Membership End Date", and "Membership Enrollment Date" in Membership Reports will show the most recent membership data for each account. However, you can search the entire membership transaction history of your accounts when pulling Membership Reports.

Tip: To search only the most recent membership information for each account in your report, you'll need to load the additional search criteria:

Most Recent Membership Only: Equal 'Yes'

You will load this criteria, for example, to report on accounts with memberships that expire within a certain date range but you want to exclude constituents that have already renewed. If you don't load this criteria, then Neon will look for accounts with any memberships that meet your criteria.

Online Store

Your online store reports will give you information about transactions that took place in your online store. You can find information like total amount spent in your store, number of purchases, or your top selling items.

Campaign

The Campaign Summary and Social Fundraising Summary reports are found here. The campaign report will summarize all transactions attributed to a campaign. It breaks out different categories of transactions, like registration fees and donations. These reports are found here: Reports > New Report > Campaign.

To see the combined total of a parent campaign and its sub-campaigns, run the Campaign Report and check the box to "include child campaign's donation/event total." as shown below.

Event

There are a couple of different types of event reports.When selecting an event report, bear in mind that NeonCRM differentiates between an event Registrant and event Attendees. The registrant must be a Neon account, whereas attendees do not need to have their own individual accounts. The transaction is tied to the registrant, as this is the person that fills out the registration form.

These reports are found here: Reports > New Report > Event.

First, an Event Summary Report will break out a few different pieces of information for each event, like total revenue, registrants, and which campaign it contributes to.

There are also Registrant Reports, which pull from transaction data. These show you the details of event registration transactions. They also list who that registrant has specified as attendees.

An Attendee Report is similar to a registrant report, but it breaks out registration information for events by each attendee.

Tip: You can access links to pre-configured reports from an Event Detail page and Session Detail page of each event, as described in this guide.

Learn more about reporting on event data as well as creating and reporting on general event custom fields in this guide.

Moves Management

The Activity report returns a list of activities created within your NeonCRM system. You can search for activities based on a variety of criteria such as priority, start/end date, subject, etc., as well as prospect data and/or basic contact information on the associated account.

Learn more about creating and using Activities here.

The Prospect Report returns a list of prospects created on NeonCRM accounts. You can search for prospects based on prospect data such as created date, campaign, status, system user etc., or based on activity data and/or basic contact information on the associated account.

Learn more about creating and managing Prospects here.

The Grants Report returns a list of grants created on NeonCRM accounts. You can search for grants based on grant data such as created date, status, system user, notes etc., or on basic contact information on the associated account.

Learn more about creating and managing Grants here.

Stats Report

The Stats Report allows you to search for constituents with transactions and create mailings with the results. You can limit the search to a single transaction type or you can look at all of them. This report is unique in that Neon calculates the total transaction amount and count based on the search criteria you've specified.

Navigate to: Reports > New Report > Stats Report. From here, you must first select your transaction type(s). This limits the scope of your search to accounts with the selected transaction type(s). You must select at least one transaction type, but you may select more if you wish.

You can further limit the scope of your search to accounts with transactions within a specific date range or those with a minimum or maximum cumulative transaction total or count.

On the first step of the Stats Report you can:

Choose at least one transaction type (required).

Specify a date range to search. If no date is specified, the report will return transactions over all time.

Specify a minimum and/or maximum total transaction amount.

Specify a minimum and/or maximum number of transactions.

After selecting your preliminary search scope, click "Save and continue" . This will take you to the standard reporting query interface where you will be able to load additional search criteria. You can see the options you selected on the first page under "Search Parameters". Click "Change" to go back to the first page.

To see these totals for each account in your report results, use the Edit button to add the desired fields. The total transaction amounts and counts within the period are available as output columns "Range Count" and "Range Total" as shown below.

The "Total" that displays directly below the final row of the results page will give you the sum total of each "Range Total" and "Range Count" column, as shown in the example below.

From the Stats Report results page, you can create a Material Tracking with this list by choosing Create Mailing under the Export Results dropdown.

Daily Reports

Run quick itemized transaction or payment-based reports for specific dates or intervals. These reports include all payments entered into Neon within the specified date range. Only transaction records that have a payment will show up in an auto report. This saves you the time of having to load search criteria or select columns. However, you cannot change the criteria or columns for these pre-configured reports.These reports are found here: Reports > Daily Reports.

There are two categories of Auto Reports that determine the scope of the search:

Custom Date Range - use the "From" and "To" fields to set your custom date range.

Note: the date used in the "To" section of your Custom Date Range will not be included in your results. For example, if you want your date range to end on and include transactions from 11/30, then set 12/01 as your "To" date.)

Automatic Reports - select an interval from the dropdown menu (i.e., daily, weekly, bi-weekly, monthly, quarterly, yearly).

After choosing a date or date range, you must also select the report format. You can choose to generate either an itemized report or payment-based report.

One-Click Reports

These reports are found here: Reports > One-Click Reports.

One-Click reports come pre-built with NeonCRM. These are reports you can run to access commonly-needed information about accounts and transactions without having to load search criteria. Once you run the report, you can use the 'Select Columns' button to pull in the fields you wish to view in this report. The search fields are fixed for these reports and cannot be modified.

Executive Reports

Executive Reports are a way to see summaries of your NeonCRM data. Read the full guide here.

Unlike other reports in NeonCRM, these reports:

Calculate totals rather than listing each account or transaction.

Run once to capture a moment in time, and do not automatically update.

Take longer to run, so they calculate in the background and will provide a notification when the report is ready. (Make sure your account has an email address if you would like to receive a notification by email.)

Effectiveness Over Time reports summarize key metrics for your Donations, Events, Memberships, and/or Store Purchases, which you can group and compare by week, month, quarter, or year.

You can compare metrics such as:

New Donors

Reactivated Donors

Event Attendance

New Members

Retention Rate

Store Order Revenue

Income Analysis Reports display a summary of all income for a given time period.

Here is an example of the kind of results you might see in an Income Analysis Report.

1. From within your NeonCRM, click the link to NeonPay.

contact NeonCRM’s support team

2.Fill out the short NeonPay registration form.

To make sure that all of your Neon One tools are properly connected, use the same email you use to log into NeonCRM as a User. If you're not sure which email you use, you can check atSettings > User Management.Then register for NeonPay with that same email address.

You will be asked to set up 2-step authentication. Follow the steps to confirm your identity through SMS. Be sure to save your back up codes.

3. You will then be brought to the NeonPay dashboard. Click the widget to create a New Merchant Account.

Fill out the Merchant Account form, selecting NeonCRM in the dropdown menu.

First, fill out your Account information.

Neon One Application - choose the application you would like to associate with your NeonPay merchant account.

Enter an Account Nickname.

Enter a Statement Descriptor. This is what will appear on your constituents' card and bank statements. Note: Once this has been set, it may not be changed.

Next, your Organization Information

Organization Name - enter your organization’s legal name as it appears on your IRS documentation. If your organization is known by or uses other names to refer to the organization as a whole, enter the alternate name in the statement descriptor line.

Enter your Organization Type.

Enter your Organization’s Tax ID and Date Established as they appear on your IRS documentation.

Enter your Organization’s phone number, email address, and physical address. A PO box is not allowed in the Organization Address field.

Then, your Primary Contact information.

First and last name, date of birth and Social Security Number (SSN) of the controlling owner or executive is required by the processing bank in order to comply with FinCEN (Financial Crimes Enforcement Network) regulations.

The Primary Contact can be a president, vice-president, treasurer, secretary, or board member; must be someone in your organization who has the authority to make payment processing decisions on behalf of the organization.

Enter the Primary Contact’s Percent of Ownership. This value should be 0\% for non-profit and government organizations.

Enter the Primary Contact’s personal address. A PO box or business address is not allowed in the Primary Contact address field.

Finally, enter your bank details

Choose your payout schedule - either daily, weekly, or monthly. Daily payouts are subject to fees equal to 0.50\% of the payout.

Enter your bank account information, and confirm your account number. Carefully verify this information. Changing the linked bank account after initial setup requires a verification phone call.

Read through and agree to the Terms of Service, then click Create Account.

4. Return to NeonCRM. Test to make sure NeonPay is working.

During this process, you will receive several emails from NeonPay. Follow the link in one to create a password for future access to NeonPay.

Merchant Account Onboarding FAQ

I don’t have access to some of the required information on the Merchant Account application. What should I do?

You will need to fill out all required fields on the Merchant Account application for your account to be configured. If you are unsure about what information to enter in certain field, please to request further assistance.

Our Doing Business As name is not our legal Organization Name. Where should I enter our DBA name?

Enter your legal organization name as registered with the IRS in the Organization Name field, and your Doing Business As name in the Statement Descriptor field. This name will appear on your constituents’ bank and credit card statements.

My organization’s mailing address is a PO Box and we do not have a physical address. What should I enter as my Organization Address?

If your organization only uses a PO Box, you can enter the home address of the Primary Contact, or home address of another organization executive. This address will not be published or printed, nor will mail be sent to the address.

Why does NeonPay require a Social Security Number?

NeonPay’s processing bank requires the Primary Owner’s Social Security Number, date of birth, and first and last name, in order to comply with government FinCEN (Financial Crimes Enforcement Network) regulations, and satisfy the KYC (Know Your Customer) requirements of all financial institutions.

Can I change my linked bank account at a later time?

Yes. Navigate to the Merchant Accounts menu item to edit your bank account information.

Can I change my statement descriptor at a later time?

The statement descriptor is set up when you fill out the Merchant Account application. Currently, you may not change the statement descriptor after your merchant account has been created, as it will interrupt the flow of transactions and cause charges to fail.

My account status is Not Ready. What does this mean?

Your application is being held for manual review by our processor’s underwriting team, which can take between 1 to 4 business days.

My account was rejected. What do I do?

The processor occasionally rejects accounts while they go into manual review, approving them once verified. If your account still shows as rejected an hour or two after you created the account, feel free to reach out to your support team, who will coordinate with the processor for the steps needed to get your account approved. Occasionally they require additional documentation to approve the account, or information to be updated in the NeonPay portal.

How will I know when I can process with NeonPay?

Reach out to your support team for an implementation timeline of NeonPay into your Neon One account.

Can I cancel at any time?

Yes. Deactivate NeonPay in your application to stop sending over new charges. Contact your Application’s Technical Support as well to let us know. Existing charges can be disputed several months afterward, so the Merchant Account will remain accessible for limited activities. The NeonPay team will deactivate your NeonPay account so that no new charges can be submitted. We will then set your minimum balance to $0, and pay out any remaining balance.

Contents

Introduction

Settings

Conditions

Pending Versions

Versions

Build New Version

Introduction

System Emailsare automatically generated messages that NeonCRMcan send to constituents. These messages are sent in response to a constituent performing some sort of interaction with NeonCRM. While NeonCRMhas a predetermined list of automatic system emails, you can configure the content that will appear in each message by building your own versions.

Your list of System Emails is found here:Global Settings cog > Global Settings > Communications > Transaction Acknowledgements > System Emails

ClickView Settings & Versionsto see your current versions, or click +Add New Version to create a new version right away.

Read more about this here.

The Settings and Version page can include up to four sections, depending on the type of system email. A description of each section is below.

Settings and Versions

Settingsallows you to define rules for this particular system email by clickingEdit:

From name is the name that will display in inboxes as the sender of this email, i.e. "John Doe."

From email address is the email address that will display in inboxes as the sender of this email.

Email Subjectis the subject line that will display in inboxes, i.e. "Thank you for donating."

CC Emailis the email address(es) that will be copied on all triggered emails of this type.

Bcc Emailis the email address(es) that will be blind copied on all triggered emails of this type.

System Defaultmeans that Neon will use whatever name, email address, and email subject that you have set in your Organization Profile. Adjust these settings by navigating to Global Settings cog > Organization Profile.

Conditions

Conditionsallow you to define rules for when Neon should send certain versions of your system email.

A full guide on conditions is available here.

Drafts

Draftswill list all versions of your system email that you have created, but not are not ready to send yet. You can still selectEditto continue to working on these versions, orMark as Readyto indicate you are finished with changes.

*Once a version is marked as ready to send, it can no longer be edited.*

Versions Ready to Send

Versions Ready to Sendwill list all versions of your system email that are available for sending. The content of these versions is no longer editable, though the sender information can still be changed. To create a new version, you have three options:

Build New Version - this will allow you to build a new version of your system email using ourwhat you see is what you get(WYSIWYG) editor

Copy an existing version - this will copy the content of an existing version into a new version so you can make adjustments to the existing content.

Upload New Version - this will allow you to upload a HTML file and a text file to serve as a new version of your system email

Build New Version

The first screen that appears when you selectBuild New Versionwill ask you to select a template. In Neon, a template is the wrapper around your content, including your header and footer. You will define thecontentfor your email on the next page.

Your Neon system will come with one default email template, which will you have to logo in the upper-left corner. You can also create new email templates by selecting theBuild / Upload a new email templatelink. More information on building email templates is available here.

Once you have selected your template, clickNext. On the next page, you will enter the content of your system email using Neon'swhat you see is what you get(WYSIWYG) editor. This editor allows you to add several items to your content:

The highlighted items above, surrounded by << >> aretokensthat are commonlyused in the Donation Appreciation system email. Tokens are very similar to Microsoft Word mail merge fields. Insert <<Token>> will allow you to add tokens to your email.These will automatically add in appropriate information for each donation.

Note that Neon does not include a currency sign for the Donation Amount token, so we recommend that you include one in your text. The Donation ID token will include the unique ID number that Neon has generated for this donation, which is required by law in Canada.

TheBuild from Existing Emailoption will allow you to copy content from any Ready to Send system email version to your new version. A full guide on this option is available here.

Once you have entered your content and tokens, clickNext. The next page will show you a plain text version of your email, automatically generated by Neon.

The plain text version is what Neon will send to people who have elected to receive text-only versions of emails via their email provider, such as Gmail or Outlook. The text only version willnotinclude photos, hyperlinks, font sizes/colors, or any other formatting. Sometimes, the conversion process from HTML to text can render additional characters, so review the text only version to make sure it looks good. Then, clickNext.

On the next page, you will be able to edit the subject of the email, the internal version name, the From email, and the From name. If you have defined a default Sender Name and Sender Email in your Organization Profile, Neon will automatically complete these fields, but you can change them. Then, clickSave.

On the final page, you can send a test version of the email to yourself. Note that some tokens may populate with a fake name or sample amount in the test version, and other tokens won't populate at all. These tokens, however, will work properly in live emails.

Editwill allow you to go back and make further changes to your version.

Save Draftwill save this as a draftversion so that you can come back and edit it later.

Ready to Sendwill mark your email as finished and available for sending.

If you wish to make your new version the default version, check the box forSet this email version as the default onebefore clicking Ready to Send.

SelectingSave Draftor Ready to Sendwill return you to the main page for this system email.

*Please be aware that the system NeonCRM Standard Version of your Event Registration, Purchase Acknowledgement, Document Upload, and Shipping Notice system emails pull in content differently than other system emails.

The default XML-driven system emails populate content in a more detailed way than is possible through the "Build New Version" feature described below. For this reason, we recommend that you use the NeonCRM Standard Versionof these emails rather than building your own version. The content of the NeonCRM Standard Version of the Event Registration email can be copied and new versions created through the " Copy the NeonCRM Standard Version" feature. The rest of these emails cannot be copied to other versions.

Contents

System Letters

Types of System Letters

Configuring System Letters

Enabling and Disabling

Advanced Days

Versions

Conditions

Do Not Mail

Sending System Letters

System Letters

System Letters are the "hard copy" version of System Emails. Once you have configured the content of your System Letters, you can use the System Email & Letter Defaults so that Neon will add letters to your mail merge queue when someone has completed an action or transaction through your Neon system. For example, if John Doe makes a $10 donation, Neon will add a Donation Appreciation System Letter to your merge queue.

There are two components to System Letters:

Letter Templates - this is where you identify the "wrapper" for your letters, such as a header, footer, and appropriate margins.

System Letters - this is where you configure the content of your letters (i.e. "Dear John, Thank you for your donation to XYZ Foundation..."). Learn more about this below.

Keep reading to learn more, or watch this 9 minute video:

Types of System Letters

Account Letters

Account Registration send to a constituent after their account is created.

Birthday sends to a constituent on their birthday

Donation Letters

Donation Anniversary added to the mail merge queue on the anniversary of a donor's last donation. This letter is only sent if the donor has not made another donation in a year

Donation Appreciation send to donors after a successful donation (with payment).

Donation Appreciation - Pay Later send to donors who fill out the donation form, but say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Recurring Donation Error Noticenotification of a problem with a recurring donation (e.g., expired credit card).

Event Letters

Event Registration send to an event registrant after they successfully register (with any required payment).

Event Registration - Pay Later send to event registrants who fill out the registration form, but say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Event Reminder notifies registrants of an upcoming event. Added to the mail merge queue on a specified number of days in advance of the event start date. Edit the settings and versions to set the "Advanced Days".

Membership Letters

Membership Registration send to a member after they register for a new membership (with any required payment).

Membership Registration - Pay Later send to folks who fill out the membership form, but say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Membership Renewal Completion Notice send to a member after they successfully renew a membership (with any required payment).

Membership Renewal Completion Notice - Pay Later send to members who fill out the renewal form, but say they will send payment at a later time. Enable the Pay Later option.

Membership Due added to the mail merge queue in advance of their membership expiration date.Specify Advanced Days to schedule how early it is sent.

Membership Overdue -added to the mail merge queue a certain number of days after their membership has lapsed.Specify Advanced Days to schedule how long after the membership expires to send it.

Membership Auto-Renewal Notice send to a member before their membership is set to auto-renew. You specify the number of days in advance that you want this letter to enter the mail merge queue.

Membership Auto-Renewal Error Noticenotification of a problem with an auto-renewed membership (e.g., expired credit card).

Store Letters

Purchase Acknowledgement send to a constituent after a store purchase.

Product Purchase - Pay Later send for store orders who say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Shipping Notice send to a constituent when a store order has been marked Shipped inNeonCRM

Configuring System Letters

Content for System Letters is configured very similarly to System Emails. To learn more about creating content for your System Letters, refer to the documentation for System Emails.

To configure your System Letters content, navigate to:

Global Settings cog > Global Settings > Communications> Transaction Acknowledgements > System Letters

Back to top ^

All System Letters will be listed here by module with the following options:

TheDefault Versionis the letter version that will send if no alternative conditions are met. View it from this page by clickingViewnext to the name of the Default Version.

View Settings & Versionswill show all versions of the letter, as well as your settings and conditions for each email. This is also where you can specify Advanced Days.

+ Add New Versionallows you to create a new version of this letter directly from this page.

You can alsoEnableorDisablethe system letter directly from this page.

Enabling and Disabling System Letters

On the System Letters page, you can enable or disable system letters by using theEnabledswitch next to each system letter type.

TheOffsetting will turn off the system letter entirely. It will not be sent even if the appropriate trigger occurs.

TheOnsetting means that the system letter will send as appropriate depending on the settings selected in System Email & Letter Defaults.

Some system letters require Advanced Days to be specified before you can enable them.

Advanced Days

For most letters this determines how many daysbeforethe trigger occurs to add the letter to the mail merge queue (Birthday, Donation Anniversary, Event Reminder, Auto-renewal).

For Membership Overdue letters, this is the number of daysafterthe membership has become due.

Add the advanced day by going toView Settings and Versions. Once there,Editthe settings on this page.

While there, you can also check the box for enabling the letter.

Create Different Versions

Note that you can set up multiple versions (different content) and conditions (rules for which versions should be used for certain scenarios) for System Letters, just as you can with System Emails.

For more information on versions and conditions, please refer to the System Emails guide.

To create the message content of the system letter, click the "Build New Version" button.

Once published, you cannot make changes to a system letter version. You can build a new one from a copy of that existing version so that you don't have to start from scratch.Use the 'Build From Existing Email/Letter' function to accomplish this.

The full guide to building emails and letters from existing versions is found here.

Create Conditions

While only one version can be set as the default for each System Letter, you can setConditionsto send different versions to different types of constituents.

The version set as theDefaultis the one that will be sent out at the appropriate time, when no additional conditions are met.

The process to set up a conditional system letter is:

Create a version of the letter that you want to be sent to your specific constituents

Create a New Condition

Specify the Version that will be sent to this group (or specify "Do not send to the mail merge queue for this special condition")

Specify the conditions that will determine who this Version is sent to.

To create a condition,Navigate to the system letter configuration page then click "New Letter Condition"

Give the condition a name, select a version, then set the criteria for when this condition should applied.

Do Not Mail

When creating a condition, you'll notice that some system letters come have the"Do not send to the mail merge queue for this special condition" option.Creating a condition using the"Do not send" option tells Neon that asystem letter should not be generated for anyone meeting the specified criteria.

You might use this to add acondition that prevents donation appreciation letters from being added to the mail merge queueif the donor's account is flagged "Do Not Contact" or to stop generating letters for recurring donations, as detailed here.

Example Condition: Accounts flagged "Do Not Contact"

Click "Submit" to create the condition.

The "Condition" shows the criteria for each condition and the "Version Name" will either show the selected version or it will read "Do Not Send To The Mail Merge Queue".

Sending System Letters

You determine the default behavior for system letters under System Email & Letter Defaults. These settings determine whether or not a system letter is added to your Mail Merge queue when transactions are created.

You can manually send or resend a system letter by clicking on Actions (three dots) in a transaction record's row from a Neon account page, as shown in the example below.

We often hear from web designers and developers who are looking for ways to integrate NeonCRM with their websites. That's great news, because we offer a lot of options. While the API often seems like the obvious choice for a project, it’s important to understand that NeonCRM provides many out-of-the-box features that require much less work.

This article is organized based on specific tasks you may be trying to accomplish.

Customizing Web Forms

The most common question we get from web designers is how to integrate with NeonCRM's forms and pages. We have a few options, and often the simplest (our web template sync) is the most effective.

Web Template Copy

This is our most basic form of website “integration”. For a one-time $300 fee, our development team scrapes the HTML, CSS, and JavaScript from your existing website and applies it to NeonCRM’s forms and pages that are hosted on our server. NeonCRM provides a very large number of out-of-the-box forms and pages that are highly configurable. Users can modify the fields that appear on these forms.

Once we have scraped the code and saved it to our server, it is not accessible to users. Only our team has access to make adjustments. This is necessary to maintain security. By using this approach, all of the forms remain on our servers and take advantage of our SSL certificate. Any changes made to the website will not be reflected on NeonCRM’s forms and pages until you notify our support team of the updates. Our team will then make the appropriate changes. This article explains the process in greater detail.

This solution meets the needs of the majority of NeonCRM customers.

CSS Adjustments

You can also modify the CSS of your web template. This means that after our team has synced your website template (see above), you will be able to add additional CSS rules to override the existing styles. This ability is very helpful in tweaking the look and feel of your NeonCRM forms. This ability is limited to CSS and will not be extended to HTML or JavaScript.

You can find this feature by logging into NeonCRM and navigating to Global Settings icon > Global Settings > Forms & Web Pages > Custom CSS

Custom Form Builder Module

The custom form and survey builder module allows you to build basic contact information forms, donation forms, and membership signup forms. Once you have built the form from inside NeonCRM, you can actually output the form’s markup into an HTML/JavaScript code snippet. You can then embed this code into a web page hosted on your own server. This gives you the ability to modify the markup to suit your specifications.

If you build a form that includes payment processing (donation or membership), you will be subject to some limitations:

You must use a two-page flow.

The payment page is hosted on NeonCRM’s servers and cannot be customized.

Email Signup Form

If you want to embed an email list signup form into your website, you can take advantage of an existing feature in NeonCRM called a Distribution List. Essentially, you can create an Email Audience that will output a signup form as an HTML code snippet. Any constituent who fills out this form will be added to this specific list. You can embed this code on your website and modify the markup.

DIY with the API

If the options presented above do not meet your needs, you may consider building a form using our API. The NeonCRM Developer Center provides developers access to our documentation on our Open API, Custom Objects, and Webhooks features.

Restricted-access Content

Organizations often want to restrict access to content by putting it behind a login.

NeonCRM Login

NeonCRM provides an out-of-the-box login area where constituents can access restricted content and manage their personal information. This area is configurable and works well for most situations we have encountered. This guide explains how to manage the login area.

AuthenticateUser Method

If the included login area does not meet your needs, you can use our API’s AuthenticateUser method to create your own secure login area. This uses NeonCRM’s server as the authenticator of a user’s login credentials, but it does not grant that user a session for existing NeonCRM features. This solution cannot be used in conjunction with NeonCRM’s standard constituent login area.

WordPress

You can connect a WordPress website to NeonCRM with a single sign-on using our plugin. This allows you to authenticate constituent users and grant them roles in WordPress. Using our plugin in conjunction with the Members plugin, you can build a restricted-access content area on your WordPress website.

OAuth

NeonCRM can act as an OAuth 2.0 provider. This means that NeonCRM's existing login system can be used to authenticate access to a third-party website or service as a single sign-on. Click here to learn more.

Directories and Lookups

A very common request is to provide a constituent directory or lookup. This would be something like a member directory, a board member listing, or a location search.

Membership Directory

NeonCRM offers an out-of-the-box membership directory. The criteria and output are configurable. You can also create multiple membership directories. This feature requires the Membership module, and is limited to displaying constituents with membership terms.

DIY with the API

Many developers have had success building lookup utilities through our API. The listAccounts method is a good starting point for a project like this.

Events

The API has event methods available to do the following:

List Events

List Event Tickets

Create Event Registration

Retrieve Event Attendees

The Create Event Registration method has the following limitations:

Sessions are not supported. You cannot register for sessions through the API.

Registrations created through the API cannot automatically create NeonCRM accounts for attendees. However, you can use existing accounts for attendees by supplying their Account ID. Using the Create Account methods you can, in effect, produce the same result.

Any discounts that have been previously configured in NeonCRM that apply to your event will be applied to the registration after it is submitted through the API. You may use the Calculate Event Registration API method to ensure the registration amount is correct prior to submitting this API request.

For more information regarding Event related methods and any further restrictions or limitations, please see our API documentation.

Event Feeds

NeonCRM offers a built-in event list page ( example ), which also includes an RSS feed ( example ). Many developers have used this XML RSS feed as a data source to create custom event listing pages.

WordPress

There is also a WordPress plugin available that generates an event feed as a widget.

DIY with the API

A list of events can be retrieved using the listEvents API method.

Integrate NeonCRM with (Application Name)

We already provide integrations with QuickBooks Desktop, QuickBooks Online, MailChimp, and others. If you are interested in building a connection into NeonCRM from another third-party application, please contact projects [at] z2systems.com. We’d love to talk to you about it.

The credit card swiper acts as an enhancement to NeonCRM's existing payment forms. It increases the speed and accuracy of data entry for processing credit card payments. It also increases security by immediately encrypting the credit card number and hiding it from view.

Most commonly, this feature is turned on in NeonCRM before an event which will include in-person transactions and then turned off again afterwards.

Note:The Credit Card Swiper is compatible with NeonPay and third-party gateways. It is not compatible with systems using Neon Payment Processing.

Requirements

You must have all of the following elements in order to use NeonCRM with a credit card swiper.

A compatible operating system: Windows 7/8/10 or Macintosh OSX 10.x +

A compatible browser. Chrome 37+, Firefox 32+, and Internet Explorer 11+ have all been tested for compatibility with this feature.

1 USB Port.The card reader requires a functional standard connection USB port to connect to your computer.

The MSR90 Card Reader. Other USB card readers, such as those available from MagTek may be compatible, but they are untested. Thistype of device has been tested, though not every available model of this type. Please test the specific model you choose soon after purchase to ensure compatibility.

Mobile devices and Other Card Readers

This functionality is not designed to work with any mobile phone or tablet device. Mobile card swipers, such as PayPal Here or Square payments are not supported. Due to limitations imposed by the companies that provide these services, we are unable to work with this hardware.

Credit card terminals, such as those provided by your credit card processor, are not compatible. Please select the MSR90 Card Reader.

Installation

Windows 7/8/10

Plug the device in to an open, working USB port.

Verify the green light on the card swiper is lit.

Windows will automatically detect and install the device. Windows will notify you when your device is ready to use.

Open a text editing program such as Notepad or Microsoft Word.

Swipe a credit card through the reader to verify that the device is working. You will see a line of text that looks similar to this:

\%B4111111111111111^LASTNAME/FIRSTNAME ^1608101010101011111010107000000?;4111111111

Macintosh OS X

Plug the device in to an open, working USB port.

Verify the green light on the card swiper is lit.

Your computer will recognize the device as a keyboard, and launch the keyboard setup assistant. This is correct, as the card reader device is technically a keyboard. Click Continue.

When your computer asks you to press a key, please swipe a credit card through the reader. At this point, your computer may make a rude noise. If this happens, please remain calm and proceed to the next step.

When presented with the Select the Keyboard Type page, select ANSI (United States and others). Click Done. The card swiper should now be functional.

Open a text editing program such as TextEdit or Microsoft Word.

Swipe a credit card through the reader to verify that the device is working. You will see a line of text that looks similar to this:

\%B4111111111111111^LASTNAME/FIRSTNAME ^1608101010101010111110107000000?;4111111111

Enabling the Card Swiper in NeonCRM

Most commonly, this feature is turned on in NeonCRM before an event which will include in-person transactions and then turned off again afterwards.

Navigate to Global Settings > Credit Card Swiper

Enable card swiping on back-end payment forms

Check this box to enable the credit card swiper functionality for System Users in the back-end of NeonCRM.

For NeonPay clients, this will add the Swipe button to your back-end payment forms in NeonCRM. This will appear on all back-end payment forms, for all users, and on all devices. This only impacts System Users.

Enable card swiping on front-end payment forms

Check this box to enable the credit card swiper functionality on front-end forms.

For NeonPay clients, this will add the Swipe button to your front-end payment forms. This will appear on all front-end payment forms for all users, and on all devices.Turn this on prior to an event in which a laptop will be set up for constituents to swipe cards themselves. Turn it off afterwards.

Clear all front-end form data after each transaction.

When this setting is enabled, the temporary storage of a constituent's data is disabled. All temporary data will be cleared at the conclusion of a transaction. This allows multiple people to safely complete transactions from the same computer.

Tip:The feature to clear all front-end form data after each transaction will become default NeonCRM functionality later in 2019.

Entering Card Information with the Card Swiper

Using the card swiper in NeonCRM is straightforward. Below, we describe the locations where this functionality works:

System User Payment Pages

The credit card swiper works on back-end payment pages, including:

Donations

Membership Join/Renew

Event Registrations

Online Store

To use the swiper, follow the instructions provided at the top of this guide, then do the following:

On the Payment page, select the tender Credit Card (Online).

Click on the field Card Number to select it.

If using NeonPay, click Swipe. If using a third party gateway, skip step 3.

Swipe the credit card through the card reader.

This will automatically populate the following fields:

Card Number

Card Type

Cardholder Name (this will overwrite the existing value)

Expiration Date

This will also automatically select the CVV field. Type in the CVV number, then proceed with the transaction.

Front-end Payment Pages

The credit card swiper works on front-end payment pages, including:

Donations

Membership Join/Renew

Event Registrations

Online Store

Donation and Membership forms created with the Custom Survey & Form Builder

To use the swiper on a front-end payment form, please follow the installation instructions shown above, and then:

On the payment form page, click on the field Credit Card Number to select it.

If using NeonPay, click Swipe. If using a third party gateway, skip step 2.

Swipe the credit card through the card reader.

This will automatically populate the following fields:

Card Number

Card Type

Cardholder First Name (this will overwrite any existing value)

Cardholder Last Name (this will overwrite any existing value)

Expiration Date

This will also automatically select the CVV2 field. Type in the CVV2 number, then proceed with the transaction.

FAQ

Q: Why is the card reader inputting garbled information?

A: This is usually a symptom of an old, damaged, or de-magnitized credit card. In this case, try to read the card again or enter the information manually.

Q: Why is the cardholder name missing when I try to read certain credit cards?

A: This is sometimes caused by old, damaged, or de-magnitized credit cards. This has also been known to occur with foreign (non US) credit cards because of a slightly different naming format.

In either case, NeonCRM is using the credit card's second magnetic strip as a backup to retrieve the card number and expiration date. This secondary strip does not contain the cardholder name. You must enter it manually.

Q: Why isn't the CVV number entered automatically?

A: The CVV2 number is not stored on the card's magnetic strip. You must enter the number manually. Credit cards store a limited amount of data that includes:

Card Number

Cardholder Name

Expiration Date

As such, this is the only data that can be retrieved from the swiper.

Note:It is not currently possible to rearrange the order that the groups display on the page. They display in the order they were created.

Contents

Standard Template Builder

Anatomy of a Web Template

Template Settings

- Header Section

- Form Content Section

- Footer Section

Upload a Custom Template

Applying the Template

To individual templates or forms

As your default template design

A web template provides a formatted layout for NeonCRM web content. You can create your own alternate web templates that can be used for specific campaigns, events, or custom forms in place of your default web template. Your default web template is either matched to your organization's website, or, if you did not opt for the template matching service, your forms and pages use your logo image as the header content.

Your default web template is used for ALL Neon forms and pages, whereas an alternate template can be applied to specific page. Once created, alternate web templates can be used for the following types of Neon pages:

Campaigns

Events

Custom Forms/Surveys

Social Fundraising Pages

This type of web template can also be called a "Hero Form".

You can build or upload an alternative web templates. This can be helpful when you have a campaign or event with a different look than the rest of your website. When you’re building a template, you’re not actually building the web page. You’re making the graphical container for your content.

NeonCRM currently gives you two options for configuring web templates. You can use:

Standard Template Builder

Upload a Custom Template

Standard templates are simple templates with a single editable content area. You can use NeonCRM's standard template builder or upload your own custom HTML template.

Standard Template Builder

The web template builder is a quick way to generate a simple HTML web template. You can find this tool here: Settings cog > Global Settings > Alternate Web Templates

All your templates will be listed here. From this page, you can view, edit or delete existing templates. You can also build new standard templates or upload custom ones.

All Neon systems come with a Default template, which uses your Neon header image.

To create a new standard web template, click Build New Template.

Anatomy of a Web Template

A web template has three sections:

Header

Content

Footer

This diagram explains how they fit together:

Template Settings

All web templates have a few basic settings:

Template Title - Name your template so that you can easily identify it later.

Preview Section

Preview Screen Size - Changes the WYSIWYG to match the display of a desktop computer, tablet, or smartphone.

Header Section

The header section appears at the top of the template.

Logo - Select an image for the top of the page to replace the "your logo here" text.

Header Background Color - Click the box to select a background color.

Clear - Click this button to remove any background colors selected for this template.

Form Content Section

The main content section appears in the middle of the template, but some of the configurations here will affect the entire form (e.g. Background Image). This is merely a template for the form; the content itself is added later.

Background Image - Click to choose a background image for your form.

Highlight Color - Click the box to select a color for the buttons on your form (including Submit).

Highlight Text Color - Click the box to select a color for the text in the buttons on your form.

Fonts: Heading + Button Font - Changes the font used for the heading and the buttons on your form.

Fonts: Body Font - Changes the font used for the main body of the form.

Footer Section

The footer section appears at the bottom of the template.

Footer Text - Add any text that will display at the bottom of the form.

Uploading a Custom Template

You can upload your own custom web templates. See this article for more information.

Settings cog > Global Settings > Communication Settings > Edit Web Templates > Upload Template

Applying the Web Template

To individual pages or forms

Once created, alternate web templates can be applied individually to the following types of Neon pages:

Campaigns

Events

Custom Forms/Surveys

Social Fundraising Pages

To apply the alternate web template to your page, navigate to the desired event, campaign, social fundraising or custom form configuration page.

Edit the event and select the desired web template to use for this event registration form and web publish page.

Note: Alternate web templates only apply to public pages. The default template will be used for logged-in constituent pages.

Edit the campaign and choose the web template you want to use for this campaign donation form.

You can also use an alternate web template for a custom form/survey. To change the web template, the form must be unpublished.

As your default template design

If you did not opt for the template matching service, you will see an option to make any of your Alternate Web Templates your new default template.

At this point, the new default template will be applied to all of your standard Neon forms and pages not currently using another alternate template.

To undo the alternate default and go back to the original template that came with your system, click Clear Default Selection at the top of the page.

Note: If you opted for the template matching service, you will not see the Make Default option. You will only be able to apply Alternate Web Templates to specific campaign, event, and custom forms.

Contents

Campaigns

Campaign List

Creating Campaigns

Designating a Default Campaign

Customizing Campaign Pages

Content of the Campaign Page

Fields on the Donation Form

Header and Tail Content of Donation Form

Campaign Thermometer

Campaigns

Campaigns are the most important allocation for donations. In this 2 minute video, learn how & when to create campaigns, including thermometers and hierarchy.

Campaigns are the most common way of categorizing donations. Typically, a Campaign is used to track how donations came to your organization, such as a special fundraising event, annual appeal, or year-end fundraising drive. Campaigns can also have their own specialized online donation form.

Campaigns can be organized with a tiered structure, which means you can designate a parent campaign and then assign various child/sub-campaigns to that parent group.

Note: Please be aware that parent campaign totals do NOT include contributions to any sub-campaigns. The only place that you can see these combined totals is by running the campaign summary report, as shown in this guide.

You can assign a campaign to both donations and events in Neon. We recommend using the same campaign for donations and events you wish to link together.

Campaign List

A list of all your campaigns can be found under Fundraising > Campaigns. These can also be accessed in Global Settings > Payments & Transactions > Allocation > Campaigns.

Below is a description of what you can do while on this screen.

The Sortable Campaign View is the default campaign list view. In this view you can sort the list by any of the headers and utilize the pagination to navigate the list further.

Clicking on Campaign Hierarchy View will organize all sub-campaign(s) to be displayed below their parent campaign all on one page.

The Show/Hide Inactive Campaigns button allows you to toggle between active and inactive campaigns.

Under the Action header you can select View to access a campaign's settings and statistics and click Delete to delete a campaign.

The Export Table button allows you to export the campaign list in either Sortable or Hierarchy views as a CSV or EXCEL file.

Creating Campaigns

From your Campaign list, click the 'Add New Campaign' button to create a new fundraising campaign.

From the Campaign: New page, enter your campaign information.

Campaign Information

Name & Code

Goal

Start & End Date

Mark as default

Web Template

Parent Campaign

Primary Solicitation, Fund & Purpose

Suggested Donation Amounts

Status

Support Social Fundraising

Name & Code

Name is the only required field for Campaigns. Code is only for internal reference use.

Goal

The Goal field is where you specify a dollar amount as your fundraising goal. If you fill this out, you can enable a thermometer widget that displays on the campaign web page.

Start & End Date

Set a date range.

Designating a Default Campaign

Mark as default:

Yes

Marking the campaign as Default will make NeonCRM assume this is the campaign to be used for all donations and events. The default campaign is selected automatically when a system user enters a donation from the back end. Of course, staff can always select a different campaign for each donation, but if most of your donations will go to this one, it’s handy to set it.

Apply to front end (online) donations

When you mark a campaign as the default, you are given an additional option to Apply to front end (online) donations. Selecting this option means that all online donations to your Standard Donation Form will be assigned to the default campaign.

If a constituent makes a donation while registering for an event, a membership or purchasing a store product, then that donation will be attributed to the campaign that you have designated as the default for online donations.

A note about selecting campaigns on donations: system users can select them individually when entering donations from the back end. When a constituent uses a donation form on your site, however, they get no choice of campaign because you configure each donation page to contribute to a specific campaign.

Web Template

If you've created an alternate web template, you can select it here to apply it to this campaign.

Parent Campaign

Selecting a Parent Campaign will organize this campaign as a sub-campaign underneath the one you select here.

Primary solicitation, Fund & Purpose

Primary solicitation defines what method you will be using most of the time to ask for donations, like Phone or Email. You can also designate the Fund and Purpose for donations to this campaign.

Suggested Donation Amounts

Setting the Suggested Donation Amountsreplaces the free-entry donation amount field with a set of specified values. Specify which configuration of preset donation amounts to pull from your system settings.

The full guide to using suggested donation amounts is found here.

Status

The Status setting determines whether or not the campaign donation form and any associated social fundraising forms are available online. Setting the status to Active makes the donation form available for use. Once donations have been assigned to them, campaigns generally cannot be deleted. This is to preserve donation information. If you want to disable a campaign as an option, you would set its status from Active to Inactive.

Changing the campaign status to Inactive makes the online donation form (and social fundraising forms) for the campaigns inaccessible. You can always change the status later if you want to allow constituents to donate to this campaign in the future.

Note: The only exception is with the Batch Donation feature, where Inactive campaigns will still be visible so that any Active child campaigns can still be selected for data entry.

Support Social Fundraising

Support Social Fundraising will enable the web page features for your constituents to set up their own peer-to-peer fundraising pages. This feature is part of the NeonCRM's Social Fundraising Module.

As soon as at least one social fundraising page is created for your campaign, a field will automatically appear at the bottom of the standard campaign donation form asking the donor if they want to credit their donation to a Social Fundraiser.

The field will show all fundraisers for that campaign in a dropdown menu so the donor can select the one they want. The same field will appear on the event registration form for any event assigned to this campaign.

If you prefer not to have this field appear on the standard forms, you can set the "Credit Social Fundraisers" property in the Basic Information section of your campaign to No.

Customizing Campaign Pages

Now that your campaign is created, you can configure the web pages that your constituents will see. These pages will be visible to the public. When you distribute the links to these pages, constituents will be able to go to your campaign page and make a donation to the campaign. The two links visible on this page are:

Campaign Page Link - A link to the web page with details about this fundraising campaign

Campaign Donation Form Link - A link to the unique donation web form for this campaign

Click Check next to a link to view the page in your browser.

The lower sections of the campaign information page are where you configure the content visible on the Campaign's web pages.

Content of the Campaign Page

Your campaign page is the place where you publish information about your campaign. From here, you can link to the other pages NeonCRM creates for your campaign.

Click Edit to add or change the content found on the Campaign Page Link. Use the editor to build your page, and click Submit when you are done.

Fields on the Campaign Donation Form

The default fields that will appear on a newly created campaign donation form are determined by your settings for the Standard Form configuration in the Form Customization Utility.

You can get to this two ways:

At the top of the campaign's detail page, click Configure Campaign Donation Form.

Or Navigate to GlobalSettings > Configure Fields & Sections

Standard Form configuration: this option allows you to configure the Standard Donation Form as well as the forms for any campaign that does not have a custom configuration.

Customize a campaign: the campaigns in this list are using the Standard Form configuration. Select one to customize fields and sections for just this campaign.

Edit a Customized Campaign: the campaigns in this list already have a customized configuration. Select a campaign from this list to edit the configuration of its form.

Follow the steps in the form customization utility to add or remove specific fields and sections for any of the above form configurations.

Note: Remember, specific options such as suggested donation amounts and recurring donations are still configured in this campaign's setup. These settings will override any recurring and donation input options chosen in the customization utility.

Also Note: The Constituent Version of the Standard Donation form is the Donation Form that is used for all Campaigns. Account-based fields like NeonCRM's standard contact fields, account custom fields etc. are not available for this form. However, Donation Amount/Suggested Donation Amounts, Donation Custom Fields & any Honor/Memory and/or Acknowledgee fields are available

Header and Tail Content of Campaign Donation Form

These editable content areas appear at the top and bottom of your campaign donation forms. Click Edit to add or change the content found in these sections. Use the editor to edit the content, and click Submit when you are done.

Campaign Thermometer Widget

Once you enter a campaign Goal, you will be able to configure a thermometer widget under the Campaign Thermometer & Participant List Control section at the bottom of the campaign detail page.

Click "Edit Setting" to configure the appearance of your thermometer, and click Save Widget if you are using the new thermometer widget, or, l if you are using the Classic Thermometer widget, click Submit at the bottom. On the next screen you will see a preview of the thermometer.

Note: The Campaign Thermometer only includes donations to that campaign. Donations to child/sub campaigns are NOT included in the thermometer of the parent campaign.

Learn how to add a thermometer widget to a campaign page.

Positioning the Campaign Thermometer Widget

Want to place the thermometer to the left or right of your text? This can be done by adding a table to the NeonCRM webpage you are embedding the code snippet on.

A table can be added by using this icon in the WYSIWYG editor:

The table can be as simple as 2 columns by 1 row. Once inserted, open the source editor and and place the code snippet in between your desired <td> tags and your desired text in the other.

Below is the above shown code that you can copy & paste into the source editor:

<table border="1" cellpadding="1" style="width:500px;">

<tbody>

<tr>

<td>Place Code Snippet Here</td>

<td>Place Text Here</td>

</tr>

</tbody>

</table>

Executive Reports

Contents

Introduction

Effectiveness Over Time Report

Income Analysis Report

View Previously Run Reports

Introduction

Executive Reports are a way to see summaries of your NeonCRM data.

Unlike other reports in NeonCRM, these reports:

Calculate totals rather than listing each account or transaction.

Run once to capture a moment in time, and do not automatically update.

Allow configuration of Scope and Output, rather than Criteria and Columns.

Take longer to run, so they calculate in the background and will provide a notification when the report is ready. (Make sure your system user account has an email address if you would like to receive a notification by email.)

This type of report can be found in Reports > Executive Reports.

Effectiveness Over Time Report

This report summarizes key metrics for your Donations, Events, Memberships, and/or Store Purchases, which you can group and compare by week, month, or year.

Scope

A start date and end dateare required before you can run the report. In addition to setting the date range in scope, you can also choose whether to narrow down your results to a certain campaign, fund, or purpose during this time period.

If you are reporting on donations, you can choose to exclude in-kind gifts from the calculated data.

Output

In the output for this report, you can choose which type of transaction statistics to view, as well as how these numbers should be broken down by time period. At least one transaction type is required before you can run the report.

Click Run Report when you are ready. This report may take some time to run, so it will calculate in the background until it is ready. Once the report is finished you will see a notification at the top of your screen that looks like this.

Navigate to the report, and you will see your statistics over time for that period.

Donation and Pledge Payments have statistics about:

All Donors

Retained Donors - Donors who gave last year and again this year.

New Donors - have never donated to your organization before.

Reactivated Donors - Donors who gave two years ago and gave this year, but not last year.

Event Information shows Event Registration Transactions, Event Ticket Sales, and Event Attendance during each time period.

Membership Statistics count Membership Transactions based on purchase date during this period as well as Membership Terms that started and ended.

Store Information includes products that were included in store orders, as well as any donations, memberships or event registrations that were collected through your online store.

Note: If you are receiving donations, memberships, or event registrationsthrough your store, these items will be included in both store totals anddonation/membership/event totals.

Income Analysis Report

This report summarizes how much income came into your organization over a certain period of time (or all time), and what kind of transaction it was. This report is also the best place to see summaries by Giving Level.

Scope

For the scope of the Income Analysis Report, you can choose between summarizing transactions within a specific date range, or transactions over all time.

Please note, this report will not automatically update with newly entered transactions after it is run, so you may not want to search for future dates.

Output

You can choose output columns for this report based on how you need your transactions to be segmented.

For example, for accounting purposes, you may want to include expected pledges in your report totals, while for reconciliation with a banking account, you might prefer to see the actual pledge payments that have been made.

Click Run Report when you are ready. This report may take some time to run, so it will calculate in the background until it is ready. Once the report is finished you will see a notification at the top of your screen that looks like this.

Navigate to the report, and you will see your total number or transactions and revenue for that period.

View Previously Run Reports

Once a report has been run, it becomes available to view in the Past Executive Reports table found on the Executive Report page: Reports / Executive Reports along with all previous executive reports that have been run.

Contents

Types of System Emails

Enabling and Disabling System Emails

Configuring System Emails

System Email Settings

Versions & Conditions

Calendar Reminders

Introduction

System Emails are automatically generated messages that NeonCRMcan send to constituents. These messages are sent in response to a constituent performing some sort of interaction with NeonCRM. While NeonCRMhas a predetermined list of automatic system emails, you can configure the content that will appear in each message by building your own versions.

Once you've customized and enabled your System Emails, the default behavior is controlled by your System Email & Letter Defaults.

Continue reading, or watch this 11 minute video:

System Emails are configured here:

Settings Icon > Global Settings > Communications >Transaction Acknowledgements: System Emails

Back to top ^

Types of System Emails

The different types of system emails are broken out into five categories on the System Emails page:

Account Emails

Donation Emails

Event Emails

Membership Emails

Store Emails

Account Emails

Account Registration sends to a constituent after their account is created.

Account Update notifies a staff user that a constituent has updated their contact information in the constituent login portal. This email is triggered by a logged-in constituent submitting changes to the "Update My Profile" constituent page,which is one of the standard menu options.*Only sends to the BCC emails and not the constituent.

Birthday sends to a constituent on their birthday.

Document Upload sends to a CC or BCC email address when a constituent uploads a document through the constituent login portal.

Reset Password message containinga link to create a login name and password or reset a password for an existing Neon account.

Donation Emails

Donation Anniversary sends to a constituent on the yearly anniversary of a successful donation.

Donation Appreciation acknowledgement email sent to donors after a successful donation.

Donation Appreciation - Pay Later acknowledgement email sent to donors who fill out the donation form, but say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Fundraiser Donation Notification sends to a social fundraiser when a donation is made to one of their fundraising pages.

Recurring Donation Error Noticenotification of a problem with a recurring donation (e.g., expired credit card).

Event Emails

Event Registration sends to an event registrant after they successfully register.*Does not send until the full registration amount has been paid.

Event Registration - Pay Later acknowledgement email sent to event registrants who fill out the registration form, but say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Event Reminder notifies registrants of an upcoming event. Sends to the registrant on a specified number of days in advance of the event start date. Edit the message settings to set the "Advanced Days".

Membership Emails

Membership Registration sends to a member after they register for a new membership.

Membership Registration - Pay Later acknowledgement email sent to folks who fill out the membership form, but say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Membership Renewal Completion Notice sends to a member after they successfully renew a membership.

Membership Renewal - Pay Later acknowledgement email sent to members who fill out the renewal form, but say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Membership Due scheduled to send a certain number of days in advance of their membership expiration date.

Membership Overdue scheduled to senda certain number of days after their membership has lapsed.

Membership Auto-Renewal Notice sends to a member before their membership is set to auto-renew. You specify the number of days in advance that you want this email to go out.

Membership Auto-Renewal Error Noticenotification of a problem with an auto-renewed membership (e.g., expired credit card).

Store Emails

Purchase Acknowledgement sends to a constituent after a store purchase.

Purchase Acknowledgement - Pay Later acknowledgement email sent for store orders who say they will send payment at a later time. Learn how to enable the option to Pay Later here.

Shipping Notice sends to a constituent when a store order has been marked Shipped inNeonCRM

Enabling and Disabling System Emails

On the System Emails page, you can enable or disable system emails by using theEnabled switch next to each system email type.

TheOff setting will turn off the system email entirely. It will not be sent even if the appropriate trigger occurs.

TheOn setting means that the system email will send as appropriate depending on the settings selected in System Email & Letter Defaults.

Note: Some System Emails, such as the Reset Password, Shipping Notice, & Purchase Acknowledgement System Emails, cannot be disabled.

As of 01/30/2016 System Email settings no longer control the corresponding System Letters. Learn how to enable letters here.

Configuring System Emails

Each of System Email type has slightly different settings. You will see twoAction options among System Emails:View Settings & Versions or View Email Schedules.

All System Emails will be listed here by module with the following options:

The Default Version is the email version that will send if no other conditions are met. View it from this page by clicking View next to the name of the Default Version.

View Settings & Versionswill show all versions of the email, as well as your settings and conditions for each emailorView Email Schedules allows you to create schedules for certain system emails.

+ Add New Version allows you to create a new version of this email directly from this page.

You can also Enable or Disable the system email directly from this page, as noted above.

System Email Settings

Click View Settings & Versions to see the settings for a system email.

By default, the settings will pull in your sender information from your Organization Profile.

To change the settings for all of the versions of this type of email, clickEdit.

Here you can choose which From email address, Email subject, and CC and/or BCC email addresses will be added by default when a new version of this email type is created, or you can go back to to using the system defaults.

Note: If you continue to use the defaults, updates to your Organization Profile will automatically be applied to the emails using the system default.

By adding your staff users' email addresses to the BCC Email field, you can ensure that your staff users receive a copy of the email when it is sent.The BCC Email field accepts up to 250 characters, so you can enter as many emails as you like so long as you don't exceed the 250 character limit. Separate each BCC email address with a comma (no spaces).

ClickNextto save your configuration settings.

When you build a new version of a system email, you are given the option to enter the BCC Email for that particular version.If you leave this field blank, then Neon will use the default BCC email from your system email settings.If you DOenter a BCC email address for an email version, then it will override the default setting.

Versions & Conditions

You can set up more than one message for each System Email. These messages are called Versions. You can also setConditions to tell NeonCRM to send a certain version when a certain circumstance occurs.

Default Version

All NeonCRM systems come with a NeonCRM Standard Versionfor most of thesystem emails.The content of the NeonCRM Standard Version of the Event Registration email can be copied and new versions created through the Copy the NeonCRM Standard Version feature. The rest of these emails cannot be copied to other versions. Read more about this here.

Note: There are NO NeonCRM Standard Versions for Event Reminder, Birthday, or Donation Anniversary System Emails.

Creating New Versions

To create your own messages, click on the button to build a new version, or Copy an existing version to start with that version's content and make changes.You can also copy the content from an existing email after you've already started.

Each different message you create is called aVersion.

or

Once published, a version's content cannot be edited, but the message settings(subject, sender name, BCC, etc.) can be edited by clicking Edit next to the sender information.

Create Conditions

While only one version can be set as the default for each System Email, you can set Conditions to send different versions to different types of constituents.

The version set as theDefaultis the one that will be sent out at the appropriate time, when no additional conditions are met.

The process to set up a conditional system email is:

Create a version of the email that you want to be sent to your specific constituents

Create a New Condition

Specify the Version that will be sent to this group

Specify the conditions that will determine who this Version is sent to.

Calendar Reminders

When editing the message settings for theEvent Registration and Event Reminder system emails, you now have the option toAttach Calendar Reminder.When this setting is enabled, Neon will add links to the email so that recipients can add the event to their iCal, Outlook or Google Calendar.

Contents

Extended Training & Consulting Services

On-Demand Training

Inspire & Custom Website Support

Data Services

Extended Training & Consulting Services

Neon’s extended training and consultation services provide personalized, in-depth support to assist organizations with strategic questions and planning on a variety of topics, including:

Staff/volunteer workflow planning

Bulk data migrations and manipulation

Fundraising configuration (Preparing online donation forms, linking payment gateways, and configuring automated donation acknowledgement emails)

Event configuration (Setting up multiple ticket options, event sessions, and sponsorships)

Membership configuration (Creating company memberships, fees, and levels; and customizing membership forms)

Reporting

Extended full-staff training

General system configuration and "going live"

Consulting and extended training calls are conducted in an audio/screen-sharing session. After your session, your consultant will provide you with a follow-up email with links to additional training resources, as well as a recording of your session upon request. If you do not use all of your consultation time, your remaining minutes are "banked" by your consultant for later use.

To request additional training or consulting, please fill out our Training & Consulting Request Form.

On-Demand Training

Do you need a little extra help with creating a newsletter, setting up an online form, or running a report? Previously called Visual Phone Support, Neon's On-Demand Training subscription service is ideal for organizations looking for short, personalized sessions for basic CRM training and troubleshooting on topics, such as:

Configuring automated emails and letters

Sending out mass communications

Basic reporting

Configuring basic online forms

Technical troubleshooting questions

With this service, you have access to up to 60 minutes of phone time per month that can be scheduled in 15- and 30-minute sessions within 24 hours. On-Demand Training calls are conducted in an audio/screen-sharing session. After your session, your consultant will provide you with a follow-up email with links to additional training resources, as well as a recording of your session upon request.

To request an On-Demand Training subscription, please fill out our Training & Consulting Request Form.

Data Services

Estimate available upon request

NeonCRM includes several featuresfor cleaning and managing data, including a duplicate manager, bulk operations tool, and batch update functionality. For more complex data management tasks, our Professional Services team offers data services for advanced manipulation of data in your NeonCRM system, including:

Bulk modification of transaction data

Data migration within your NeonCRM system

Data migration from external database systems

Bulk operations based on complex criteria

Other tasks requiring custom database scripting

For further guidance on data services or to request an estimate for a data service, please fill out our Data Services/Maintenance Request Form.

Contents

Accepting Tribute Donations from Constituents

Adding Tribute Donations as a System User

Reconciliation

Acknowledgee Notifications

Viewing and Reporting on Tributes

Tribute Donations are gifts made in honor or memory of another person. Honorees have their own records in NeonCRM, which are tracked separately from your regular constituent database and can be accessed from your Tributes List. Honorees do NOT have their own individual accounts. Acknowledgees - the person to be notified about gifts for a particular tributee -do have Neon accounts.

Accepting Tribute Donations from Constituents

To collect Tribute donations online, add the Tribute Name and Tribute Type fields to one or more donation forms.

If you would like a representative of the tributee to receive a notification of gifts for this tributee, addAcknowledgee Name and Acknowledgee contact information fields to the form as well.

Tribute and Acknowledgee fields are available to add to your Individual and Company Standard Donation Forms, as well as on your Campaign Donation Forms.

To add the form fields, navigate to theSettings cog > Global Settings > Forms & Web Pages > Standard Forms > Configure Fields & Sections. The full guide to customizing your standard forms is found here.

Tip: Use the "Add Section" function to organize your fields. Placing Tribute and Acknowledgee fields in their own section will allow you to add header text to this section in Step 3.

Once you've added the Tribute fields to a donation form, you will need to start monitoring your tribute donations to reconcile that are submitted via your online donation forms.

Note: Tribute and Acknowledgee fields are NOT supported for Custom Forms.

Adding Tribute Donations as a System User

To enter a new Tribute donation, begin to enter a new donation. On the Donation: Create page,start typing a name into the Tribute Name field to choose the tributee for this donation.

Note: The search for existing Tribute records will only return results based on the First Name and Last Name fields. Including a Middle Name will return 0 results.

This will start a search for existing tribute recordsIf the record was previously created as someone who has had donations made to honor them, select their name from the list, otherwise, select Add New to create a new record.

Acknowledgee is the person who should receive notification that a tribute donation was made.

Typically for Honor donations, this will be the person who received a donation in their Honor. Because honorees are not tracked as accounts in NeonCRM, you would need to create an account for them to receive an acknowledgement.

For Memory donations, this is typically a friend or family member of the deceased who should receive notification about this donation.

To select an Acknowledgee, start typing their name into the Acknowledgee field. This will bring up an account search dropdown that will search all NeonCRM accounts.

If you find a match, select it from the list to link acknowledgment of this donation to that account. If no match is found, select New Acknowledgee.

Selecing New Acknowledgee will bring up a window to create a new Individual account for your acknowledgee.

Now that both the Tribute Name and the Acknowledgee fields are complete, select Continue to complete adding the donation.

On the Donation Summary page, information will be displayed about both the honoree and the acknowledgee in the Acknowledgee Information section.

Reconciliation

When a Tribute Donation is made through your online donation forms or entered into Neon via the Import Manager, NeonCRM does not automatically connect the gift to the honoree. You must manually reconcile these gifts using the Donations to Reconcile feature.

Note: Honor/Memory and Acknowledgee information will not be available in reports until these donations have been reconciled.

To do so, add the Tribute & Matching Donations to Reconcile widget to a dashboard.

Clicking View All at the bottom of the widget will take you to the Donations to Reconcile page, which lists any Tribute or Match Pledge donations that have come in via your front-end forms and need to be reconciled. To reconcile a Tribute donation, click Reconcile under the Action column.

This will take you to the Donation: Edit page. The right panel will display information entered online by the donor about the honoree and Acknowledgee. To copy this data, select the Reconcile buttons next to the Acknowledgee or Honor/Memory name as needed.

Selecting these buttons will populate the Acknowledgee and Tribute Name fields with the names entered by the donor. They may or may not match existing records in your database. If any potential matches are found, a drop down list of suggestions will appear:

If a match is found, click on the row to select the record. If the Honor/Memory Name does NOT match an existing Tribute record and/or the Acknowledgee does not already have a NeonCRM account, then you will be prompted to create a new Tribute record and/or a new account for the Acknowledgee.

Once you've reconciled the donation, you will notice that the donation record is now linked to the Acknowledgee's NeonCRM account and/or the Tribute record.

Acknowledgee Notifications

A System Email and a System Letter are available to notify an acknowledgee of a tribute gift. They can be accessed by navigating toSettings cog > Global Settings > System EmailsorSystem Letters.

You can also specify whether NeonCRM should default to sending a System Email, System Letter, both, or neither when a System User reconciles a tribute. Adjust this by navigating to Settings cog > Global Settings > System Email & Letter Defaults.

At the conclusion of manually entering a tribute donation, a Tribute Acknowledgement email and/or letter will be offered.

For constituent-entered tributes, you have these options during reconciliation.

Viewing and Reporting on Tributes

Your Tributes Listcan beaccessed by navigating toFundraising > Tributes.

From here, you can view and edit existing tributees and add new ones. TheTypecolumn tellsyou if the tribute is designated as Honor or Memory, meaning that all donations to this tribute name will be in Honor or in Memory of that person.You can also see the total donation amount made in tribute to each individual as well as the number of donations.

You can search for tributees by name or filter the list by the record's Create time, by Type, by State, or by Status.

Click on the name of a tributee to view and/or edit their record.

From the Tribute detail page, you can click the name of the donor or acknowledgee to navigate to their account page. If you click anywhere else on the donation line, you will be taken to that donation's detail page.

To un-link an Honoree and/or Acknowledgee from a donation, edit the donation record and simply delete the honoree and acknowledgee names from their respective fields.

Click on New Tribute Recordto add a person to your list of Honorees.

Note:This does not create a Neon account.

Enter the First Name, Last Name, and specify the Type (Honor or Memory).

Donations with Tribute and Acknowledgee information can also be viewed by running the Tribute Donations Report.Navigate toReports > New Report > Donation > Tribute Donations.

When selecting Search Criteria, you can choose to search by Acknowledgee Name, Tribute Name, Tribute ID, and Tribute Type.

Click on the Edit Columns button to add Tribute and Acknowledgee Output Columns to be displayed in the report results.

Certain Tribute and Acknowledgee information can also be searched and viewed in the Donation Detail Report.