There may be tasks associated with your new role at your organization that you may be responsible for carrying out within Keela. Below you will find common tasks for users in Keela supplemented by knowledge and tools that will support you in accomplishing your tasks.
In each section, we also note a few questions you can ask your team to better understand how they use Keela. This way, you will be caught up with your team in no time!
Tip: We recommend reviewing our Introduction to Keela and Learn Keela's Tools articles before diving in as they will give you more context on the below information. Don't worry, they are short & sweet!
In my role at my organization I need to know how to:
Manage and Update Contact Information
There are two contact types in Keela:
Individual - Refers to individual people or donors
Company - Refers to organizations, churches, clubs, etc.
All contacts can be found in the Contacts tool. Both individual and company contacts have 'Contact Profiles' where all of their information is stored. This includes contact information, transaction information, volunteering, custom information, etc. To view and update contact information, head to Manage a Contact Profile.
Create Lists of Contacts and Donors
In Keela you can label contacts and create lists of contacts to keep your data organized and target your outreach to certain groups. There are two main tools for creating lists of contacts:
Tags - This is a way of labeling your contacts and creating more static list types. For example, you could tag your organization's board members. This way you have a list of these contacts and a label will be present on their contact profile noting this. For more information on Tags, head to Tags.
Segments - This is a way to create an automated list of your contacts based on certain criteria that you set. These lists will consistently pull in any contacts who meet those criteria automatically. For example, you can create a Segment for contacts who donate $500 or more, and any contact who fits that criteria from then on will move into that list. For more information on Segments, head to Segments.
❓Questions to ask your team to get up to speed:
- What tools do we use to create lists of contacts and donors?
- What lists (tags and segments) do we already have and how are we using them?
Create and Send Outreach to Contacts
There are a few ways to reach out to contacts and donors, whether you want to send a mass email, physical mailing letters, or direct email. Below are the central outreach tools in Keela.
Email Marketing - The Email Marketing tool allows you to send out a mass email to all contacts or a segment of contacts. Outreach includes calls to action, donation requests, newsletters, program updates, and more! For more information on Email Marketing, head to our Email Marketing section.
Direct Mailing Letter - The Direct Mail tool allows you to generate and download physical mailing letters that are pre-populated with your contacts information (name, donation summaries, etc). For more information on Direct Mail, head to our Direct Mail section.
Direct Emails - The Direct Email function allows you to send one-on-one email correspondence to your contacts directly from their contact profile. For more information on Direct Emailing head to Sending Direct Emails.
❓Questions to ask your team to get up to speed:
- What tools do we use in Keela to reach out to our contacts and donors?
Log and Organize Transactions
A list of transactions in your account can be found by going to the 'Fundraising' tool on the left-hand sidebar and clicking on the Transactions tab. Below are a few central points about transactions in Keela.
Transaction Types
There are two transaction types in Keela:
Donations - Refers to payments that are tax-deductible; donations can be one-time donations or recurring (e.g. monthly).
Revenue- Refers to payments that are non-tax-deductible; revenues can be one-time revenues or recurring (e.g. monthly).
Logging Transactions
There are three ways transactions are logged in the system:
Import - Transactions can be imported into the system in bulk. Imports generally occur when organizations first start with Keela and import historical data. Transactions that were processed outside of Keela might also be imported on an ongoing basis. For more information on imports, head to Importing Data.
Manually Logged - Transactions can be manually logged in the system. For more information on manually logging transactions, head to our Fundraising section.
Via Keela Forms - Transactions are automatically logged when a contact submits a donation or revenue through a Keela Form. For more information on Forms, head to our Forms section.
Organizing Transactions
A few things to keep in mind when organizing transactions:
Profiles - Each transaction (one-time and recurring) has its own profile where you can see details on the transaction. These profiles can be accessed by going to the Fundraising tool on the left-hand sidebar > clicking on the 'Transactions' or 'Recurring Series' tab > clicking one of the transactions or series.
Associations - Each transaction profile has associations that give you information about that transaction. Associations include any campaign the transaction is linked to, the form the transaction came through, the source of the transaction, and more!
Filters - Under the Fundraising tool's 'Transaction' tab you will see a 'Filter' button. This allows you to break down your transaction list based on customizable criteria. For example, you could filter all transactions associated with a certain campaign. For more information on Filters, head to Filters.
❓Questions to ask your team to get up to speed:
- Do we have both donation and revenue transactions in Keela?
- How are transactions logged in our account?
- How do we organize our transactions (e.g. are they linked to campaigns or sources)?
- How do we use filters to create lists of our transactions?
Issue Receipts
In Keela you can create and issue receipts and thank you email letters for any transaction in the system. For more information on receipts, head to our Receipts section. Below are a few tidbits to help you get started.
Receipt Types
There are two receipt types in Keela:
Single Receipts - Receipts with only one transaction included on them.
Cumulative Receipts - Receipts where multiple transactions are included on one receipt.
Issuing Receipts
Receipts can be created and issued in four places:
Forms - When someone submits a payment via a Keela donation, revenue, or membership form a receipt and acknowledgment letter are automatically generated and sent to the contact. A copy of the receipt can be found on the transaction profile.
Transaction Profiles - If a transaction is manually logged or imported, you will have an option on the transaction profile to generate a receipt.
Contact Profile - Under the 'Transactions' tab of a contact profile, you can select multiple unreceipted transactions and create a cumulative receipt.
Bulk Receipting Tool - In the Fundraising tool under the 'Receipts' tab, you can bulk receipt multiple unreceipted transactions for several contacts all at once.
❓Questions to ask your team to get up to speed:
- How do we issue receipts in Keela?
- Do we issue single receipts for each transaction, cumulative receipts, or both?
Track and Analyze Fundraising Success
Keela has various tools to support you in tracking and analyzing your fundraising success. Below are a few tools to support you with this.
Donation & Revenue Goals - Under the Fundraising tool 'Summary' tab you can view and edit donations and revenue goals on a monthly, quarterly, and annual basis. You will notice a progress bar that shows you how close you are to meeting your goals.
KPIs - Under the Fundraising tool 'Summary' tab you will find a KPIs section. This section includes Key Performance Indicators that support your organization in motoring their progress in various areas (e.g. average donation amount, email open rate, etc.). Head to Managing Success with Keela's KPIs for more insight.
Insights & Recommendations - Under the Fundraising tool 'Forecasting' tab you will see charts that break down your fundraising data using different data points such as time of year most donors are donating in, transaction types, how your donors are scored, etc. These can be used to analyze donor behavior! Head to Forecasting Donations with Keela for more information.
Forecasting - Under the Fundraising tool 'Forecasting' tab you will see a chart that allows you to predict your future income based on historical donation patterns. Head to Forecasting Donations with Keela for more information.
Campaigns - The Campaigns tool on the left-hand sidebar allows you to create fundraising campaigns, set campaign goals, and track fundraising progress.For more information head to our Campaigns section.
❓Questions to ask your team to get up to speed:
- How do we track our fundraising success using Keela?
- What KPIs are we tracking?
- How are we using contact insights & recommendations?
- How do we use the forecasting tool to predict our income?
- What campaigns are we running in Keela?
Create Reports
Your Keela account has contacts, donations, revenue, and volunteer data. The Reports tool (found on the left-hand toolbar) allows you to examine this data by breaking the data down based on various criteria. For more information on reports head to our Reports Overview Video located in the Reports section of our Knowledge Base.
View Reports - When you click on the Reports tool you will see a list of all reports built by your organization. When you click on a report you will see 'widgets' that break down the report data (e.g. contacts) based on various criteria. You will also see a 'Data' and 'Calculations' tab that further breakdown your data.
Create Reports - On the Reports home screen the 'Create a Dashboard' button allows you to create one-click (pre-made) reports that populate report data for you, or choose custom and start from scratch.
Manage Reports - In each report, you can add and remove widgets, add additional criteria to filter data, add calculations, ad export your data.
❓Questions to ask your team to get up to speed:
- What reports do we have currently?
- How are we using our reports and how often?
Create Forms and Manage Submissions
Forms are stand-alone web pages or embedded pages in a website that collect information and payment. Keela has donation, revenue, membership, subscription, and custom form types.
View Forms - Under the Forms tool you will see a list of any existing forms your organization has, the status (published or draft), and the number of form responses (submissions).
Create Forms - From the forms home screen, the 'Create Form' button will allow you to create a new form.
Manage Form Responses - Once a form is published, you can view responses by clicking on the form and heading to the 'Responses' tab. You can also view transactions that came through donations and revenue forms by clicking on the 'Transactions' tab. In both areas, this data can be exported.
❓Questions to ask your team to get up to speed:
- What forms do we currently have published?
- Are there any forms that we need to track responses for?
What's Next?
To explore more knowledge, have a peek at our Knowledge Base where you will find information on just about anything in Keela! If you have more specific questions, feel free to get in touch via our Support and Training Resources.